How to get an Export of your 365 Users and Licenses?

1. Email Your IT Provider:

• Ask your IT team to export a user list from your 365 tenant and send it in CSV format.

• Or if you have an admin account sign into https://admin.microsoft.com/ and go to users, see the screenshot below

Export 365 Users

2. Receive and Open CSV:

• Once you receive the CSV file, open it using Microsoft Excel or Google Sheets

3. Organize Fields:

• Look at the headers of the columns to identify the information.

• Rearrange or organize columns as needed for better clarity.

4. Understanding Fields:

• Familiarize yourself with fields like "User Name," "Email Address," "License Type," etc.

5. Filter Licensed Users:

• Click on the filter icon in the header row of the "License Type" column and filter by condition based on the spreadsheet program.

6. Save and Analyse:

Save your new view and check the list for money saving opportunities:

Mailbox Type -

• Identify: Is the mailbox a user mailbox?

• Consider: Could it be an alternative free shared mailbox or distribution group (e.g., Info@, accounts@)?

• Benefit: Optimizes licensing costs and fosters collaboration without additional expenses.

Offboarding Priority:

• Ensure: IT is on top of employee offboarding.

• Watch for: Overlooked licenses that accumulate over time.

• Why: Prevents ongoing expenses by promptly managing unused licenses.

License Alignment to Job Needs:

• Check: Are license types aligned with user roles?

• Ensure: Each user has the appropriate license level based on job requirements.

• Benefit: Eliminates unnecessary costs for features not utilized, optimizing spending.