How do I check which Microsoft 365 licences I have?
The short answer: sign in to admin.microsoft.com and go to Billing > Licences. It lists every Microsoft 365 product you have, how many licences you've bought and how many are assigned to people. Then check Billing > Your products for renewal dates, and Users > Active users to see who has which licence.
1. See what you've bought
- Go to admin.microsoft.com and sign in with an admin account.
- Open Billing > Licences.
- For each product (for example Microsoft 365 Business Standard) you'll see how many licences you have, how many are assigned and how many are available.
Available licences are ones you're paying for that nobody is using. Give them to your next starter, or reduce the number at renewal.
2. See who has what
- Open Users > Active users.
- Click Choose columns and add Licences if it isn't already showing.
- Look down the list for the usual suspects, below.
Things to look out for:
- People who've left, who often still have a licence.
- Shared addresses like info@ or accounts@ with a full licence. They usually don't need one.
- People on a bigger plan than they need.
3. Check who's actually using their licence
A licence can be assigned to someone who never uses it. Go to Reports > Usage and choose Active users to see the last time each person used email, OneDrive and Teams. Anyone who hasn't signed in for months is worth asking about.
4. Find your renewal dates
Open Billing > Your products. Each subscription shows whether it's paid monthly or yearly and when it renews. Note the date: on yearly licences, renewal is the only time you can reduce the number.
Can't see prices or invoices?
If Billing shows your products but no prices or invoices, you probably buy through an IT company (a "Microsoft partner"), who bills you instead of Microsoft. You can see which partners are linked to your account under Settings > Partner relationships. Ask them for a breakdown, so you can see what each licence costs you.
Common questions
Do I need to be an admin to check licences?
Yes. You need a Global Administrator or Billing Administrator account. If you can't see the Billing menu, ask whoever set up your Microsoft 365.
What's the difference between "assigned" and "available"?
Assigned licences are given to a person. Available licences are paid for but not given to anyone yet. Both cost the same.
Can you check our licences for us?
Yes. Our free Microsoft 365 audit lists every licence, who's using it, what the spares cost you each year and what to change at renewal. Here's a sample report.
Want us to check yours?
Our free Microsoft 365 audit looks at your licences, security, email and backups, and tells you in plain English what to fix first. No card, no obligation.