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Use the filters and switches on Cloud > Licenses to narrow the list before you share counts or ask for a license change. This page is for MSP staff and company users who can see the Licenses tab.

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Before you start

  • You need Cloud read access or Storefront read access. Export works with either.
  • Filters and export follow the company selector in the top bar.
  • The list shows 50 licenses per page.

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Find a license

1

Open Cloud > Licenses

Click Cloud in the sidebar, then click the Licenses tab. Check the company selector in the top bar and make sure the Licenses view is selected.
2

Type a name or SKU code

Type in the filter box under the License column heading. It matches the license name and the SKU code. Case does not matter.
3

Narrow by provider, company, or product

Open the filters under Provider, Company, or Product and check the options you want. Provider appears only when your scope has more than one provider. Company is hidden when one company is selected.
4

Filter by status

The Status column is hidden by default. Click Columns, turn on Status, click Save Changes, then use its filter.
5

Read the results

The list reloads from page 1. Clear a filter, or choose All, to broaden the results.
The License filter does not search company names or email domains. Use the company selector for companies and By domain for email domains.

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Show hidden licenses and find spare seats

1

Find the switches

The switches are above the table, next to the Licenses view button.
Hide free & trial and Hide large allocations switches turned on in Cloud Licenses.

Hide free & trial and Hide large allocations start turned on.

2

Turn switches off to show more

Turn off Hide free & trial and Hide large allocations to see every license.
3

Turn on Only unused seats

Turn on Only unused seats to see only licenses with at least one available seat.
4

Use Show SKU if you need the code first

Turn on Show SKU to put the SKU code above the name. It does not change the counts.
Hide free & trial uses the same subscription data as the Trial badge. A Microsoft SKU with both paid and trial subscriptions is hidden while the switch is on. Turn it off to review that row. Hide free & trial also applies to the By domain, By office, and By combination views. The other switches apply to the Licenses view only.

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Sort the list

1

Sort a column

Use the sort control in a column heading, such as Available or Renews / Expires.
2

Read the sorted list

Sorting covers every page and returns you to page 1.

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Export every matching license

1

Set your filters

Set the company selector, filters, and switches first.
2

Click Export CSV

Click Export CSV above the table. A progress toast shows how many licenses are loaded. The export includes every license that matches your filters, across all pages, in the table’s current sort order. The browser downloads cloud-licenses. When one company is selected, the company name is added to the file name.
3

Check the result

The toast reads Exported N rows when the file is ready. If it reads The export could not finish. Try again., no file was downloaded. Click Export CSV again.
The CSV columns are License, SKU, Provider, Company, Product, Assigned, Purchased, Available, Utilization, Renews / Expires, Trial, Status, and Last synced. Hidden table columns are still exported. Purchased, Available, and Utilization are blank when the seat count is unknown. The export is a data file only. It does not include invoices and does not follow row checkboxes.

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Troubleshooting

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Frequently asked questions

Hide free & trial and Hide large allocations start turned on. Turn them off.
No. It finds licenses with spare seats. It does not measure activity or find inactive people.
Turn off Hide free & trial. The switch hides Microsoft 365 licenses marked as trials even when the SKU code looks paid and the license has purchased seats.
No. The License filter always matches names and SKU codes, and the CSV always has both.
Yes. It includes every license that matches your company, filters and switches, not only the page you see.
No. Cloud read access or Storefront read access is enough, for the records you can already see.