> ## Documentation Index
> Fetch the complete documentation index at: https://docs.msportal.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# M365 Licenses

> Monitor Microsoft 365 license usage, assignments, and utilization across your organization

The M365 Licenses module provides comprehensive visibility into your Microsoft 365 license inventory. Track license utilization, identify unused licenses, and view which users are assigned to each license type.

## Accessing M365 Licenses

1. Click **Microsoft 365** in the sidebar
2. Select the **Licenses** tab from the navigation tabs

## Summary Dashboard

The summary section displays four key metrics about your license inventory:

| Metric              | Description                                                        |
| ------------------- | ------------------------------------------------------------------ |
| **License SKUs**    | Number of unique license types across your organization            |
| **Total Purchased** | Total number of licenses available for assignment                  |
| **In Use**          | Number of licenses currently assigned, with utilization percentage |
| **Companies**       | Number of companies with M365 licenses configured                  |

<Tip>
  Click **Collapse Summary** to minimize the summary cards and focus on the licenses table.
</Tip>

## Licenses Table

### Table Columns

The licenses table displays all your Microsoft 365 licenses with the following information:

| Column          | Description                                        |
| --------------- | -------------------------------------------------- |
| **License**     | License name and SKU part number                   |
| **Company**     | Associated company (visible in global view)        |
| **Used**        | Number of licenses currently assigned              |
| **Available**   | Total licenses purchased                           |
| **Utilization** | Visual progress bar showing usage percentage       |
| **Status**      | License status (Enabled, Warning, Suspended, etc.) |

### Utilization Indicators

The utilization progress bar is color-coded to help identify licenses that may need attention:

| Color      | Utilization  | Action               |
| ---------- | ------------ | -------------------- |
| **Green**  | Below 75%    | Healthy utilization  |
| **Yellow** | 75% - 89%    | Approaching capacity |
| **Red**    | 90% or above | Near or at capacity  |

### Quick Filters

Use the quick filter buttons above the table to focus on relevant licenses:

* **Free/Trial** - Toggle to show or hide free and trial licenses (hidden by default)
* **10k+ Units** - Toggle to show or hide licenses with 10,000 or more units (hidden by default)

Each filter button displays a badge showing how many items are currently hidden.

<Note>
  Hiding free/trial and large allocation licenses helps you focus on paid licenses that require active management.
</Note>

### Sorting and Filtering

* **Sort** - Click any column header to sort the table
* **Search** - Use the search box to find specific licenses by name or SKU
* **Column Filters** - Click the filter icon on columns to apply specific filters
* **Company Filter** - Multi-select dropdown to filter by one or more companies

### Exporting Data

Users with the **manage\_m365** permission can export license data:

1. Click the **Export** button in the table toolbar
2. Choose your export format
3. The export includes license name, SKU, usage counts, utilization, and status

## License Details

Click any license row to open the details panel with comprehensive information.

### Usage Statistics

The details panel displays:

| Metric          | Description                                        |
| --------------- | -------------------------------------------------- |
| **Utilization** | Progress bar showing percentage of licenses in use |
| **Used**        | Number of licenses currently assigned to users     |
| **Total**       | Total licenses purchased                           |
| **Available**   | Licenses available for assignment                  |
| **Warnings**    | Licenses in warning or suspended state             |

### Included Services

Each license includes various service plans. The details panel shows all services included with the license, such as:

* Exchange Online
* SharePoint Online
* Microsoft Teams
* OneDrive for Business
* And more, depending on the license type

Click **Show more** to view all included services if there are more than 10.

### Assigned Users

View all users assigned to the selected license:

* User display name and avatar initial
* User principal name (email)
* Paginated list with **Load more** button for large assignments

<Tip>
  The assigned users section shows the total count of users with this license, making it easy to verify utilization numbers.
</Tip>

### Last Synced

The footer of the details panel shows when the license data was last synchronized from Microsoft 365.

## Company Context

The licenses view adapts based on your current context:

| View             | Behavior                                                  |
| ---------------- | --------------------------------------------------------- |
| **Global View**  | Shows licenses from all companies, Company column visible |
| **Company View** | Shows licenses for the selected company only              |

Switch between views using the company selector in the main navigation.

## Prerequisites

Before using M365 Licenses:

1. **Microsoft 365 Integration** - Enable in Settings > Integrations for each company
2. **Azure AD Permissions** - The integration requires appropriate Graph API permissions
3. **User Permissions** - Requires access to the M365 module

## Troubleshooting

### Licenses Not Showing

<AccordionGroup>
  <Accordion title="No licenses appear in the table">
    **Possible causes:**

    * M365 integration not configured for any companies
    * Integration credentials expired or invalid
    * Initial sync has not completed

    **Solution:**

    1. Verify M365 integration is active in Settings > Integrations
    2. Click **Sync** to trigger a fresh data pull
    3. Wait a few minutes for the sync to complete
  </Accordion>

  <Accordion title="License counts seem incorrect">
    **Possible causes:**

    * Data not recently synced
    * Quick filters hiding some licenses

    **Solution:**

    1. Check if quick filters are active (Free/Trial or 10k+ Units)
    2. Click **Sync** to refresh data from Microsoft 365
    3. Allow up to 24 hours for Microsoft to reflect recent changes
  </Accordion>

  <Accordion title="Cannot see assigned users">
    **Possible causes:**

    * User license sync not enabled
    * Large number of users still loading

    **Solution:**

    1. Wait for the loading spinner to complete
    2. Click **Load more** if additional users exist
    3. Verify user sync is enabled in integration settings
  </Accordion>
</AccordionGroup>

### Sync Issues

| Issue                             | Cause                  | Solution                                |
| --------------------------------- | ---------------------- | --------------------------------------- |
| Sync button stays on "Syncing..." | Background job running | Wait for completion or check job status |
| "No M365 integrations configured" | No active integrations | Configure M365 integration in Settings  |
| Sync completes but data unchanged | Microsoft API delay    | Wait 15-30 minutes and try again        |

## Best Practices

### License Optimization

1. **Review High Utilization** - Licenses at 90%+ may need additional purchases
2. **Identify Unused Licenses** - Low utilization licenses may be candidates for reallocation
3. **Monitor Warnings** - Address licenses in Warning or Suspended status promptly

### Regular Monitoring

* **Weekly** - Review utilization trends for high-value licenses
* **Monthly** - Audit license assignments across companies
* **Quarterly** - Comprehensive license optimization review

### Data Freshness

* Sync data regularly to maintain accurate utilization metrics
* Schedule syncs after major user provisioning or deprovisioning events
* Check the "Last synced" timestamp in license details for data currency

## Related Resources

* [M365 Secure Score](/user-guides/microsoft-365/index) - Security posture monitoring
* [Settings - Integrations](/user-guides/settings/integrations) - Configure M365 integration
* [Reporting](/user-guides/reporting/index) - Create license utilization reports