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December 04, 2023

Optimize your Microsoft 365 license management with This Checklist

In the world of Microsoft 365 license management, it is essential to efficiently manage your license usage. Proper management can not only save money, but also improve productivity and security. In this blog, we share a handy checklist for managing and optimizing your Microsoft 365 licenses.

1. Conduct Audits for Unused Licenses.

Start with an audit to identify unused licenses. This helps avoid unnecessary costs and ensures that you pay only for what you really need.

2. Overview of Inactive User Accounts.

Get a clear view of all disabled user accounts with assigned licenses. This is critical to maintaining safety and efficiency.

3. Reusing Licenses from Inactive Users.

Identify users who have not logged in for the past 90 days and redistribute their licenses.

4. Automation for External Accounts.

Implement a solution that automatically disables remote user accounts if they have not logged in for more than 6 months. This improves security and reduces waste.

5. Manage Over-Licenses

Actively manage users who have more licenses than needed to avoid waste.

6. Overlapping Application Licenses.

Look for user accounts with overlapping app licenses and optimize where possible.

7. Re-evaluate Licenses of External Users.

Periodically review licenses assigned to remote users and remove unnecessary licenses.

8. Review of Administrator accounts.

Regularly evaluate administrator accounts that have an Office 365 E3 license to ensure they are still needed.

9. Guest Users with Dynamics Licenses.

Keep an eye on guest users with Dynamics licenses, especially if they are not actively used.

10. Monitoring Power Platform Premium Licenses.

Stay alert to the use of Power Platform Premium licenses and their impact on your costs.

11. Monitor storage limits

Check the storage limits of SharePoint Site Collections and OneDrive to prevent automatic increases in storage capacity.

12. Identify Unused SharePoint and OneDrive Sites.

Identify SharePoint site collections and OneDrive sites that are not being used or contain a significant amount of data.

13. Keeping Hidden Costs Under Review

Be aware of hidden costs, such as premium components in Power Automate and Power Apps that incur additional licensing fees.

14. Microsoft 365 Governance Automation

Automate your M365 governance by centralizing and inventorying information from management centers and dynamically adjust scanning frequency to your environment.

Final word

By following this checklist, you can significantly improve your Microsoft 365 license management. This leads not only to cost savings, but also to a safer and more efficient work environment. Remember to review these points regularly to stay abreast of changes within your organization and technology. Additionally, if you need support in setting up governance for Microsoft 365, ALTA-ICT can help. With our expertise, we can assist you in optimizing your license management and implementing best practices in your organization. Don’t hesitate to contact us for a free introductory meeting.

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