Microsoft 365 licence review and optimisation
Make sure you’re paying for the right Microsoft 365 plans, for the right people, and getting value from what’s already included.
The challenge
Licences grow quietly
Licences are added when people join, but rarely reviewed when roles change or staff leave. Over time it’s easy to pay for more than you need, or for the wrong mix of plans.
Many businesses also pay for extra tools that their Microsoft 365 plan already includes.
Common findings
- Licences still assigned to former staff
- Shared mailboxes using paid licences they don’t need
- Everyone on the same plan, whatever their role
- Add-on products that duplicate what’s already included
- Included features that have never been switched on
What’s included
Licence audit
A full list of the licences you hold, who they’re assigned to and how they’re used.
Right-sizing
A recommended mix of Business Basic, Standard and Premium based on each role.
Feature check
What your current plans include that isn’t being used yet, such as security and device management tools.
Renewal planning
Advice on subscription terms and timing so changes line up with your renewals.
Clean-up
Unused licences removed and leavers’ mailboxes handled properly, with data kept where needed.
Plain recommendations
A short report explaining each change and why it makes sense.
How we work
Review
We read your licence and usage data using a read-only admin role.
Recommend
We explain what to keep, change or remove, and what each change affects.
Adjust
With your approval, we make the changes and keep your records up to date.
FAQs
Frequently asked questions
Can we mix different Microsoft 365 plans?
Yes. Business plans can be mixed, so each person can have the plan that suits their role.
Will changing plans affect our data?
Moving between business plans normally keeps mailboxes and files in place, but moving to a lower plan removes some features. We check the impact before anything changes.
Do shared mailboxes need a licence?
Usually not. Most shared mailboxes don’t need a licence unless they exceed Microsoft’s size limits or need features such as archiving.
How often should licences be reviewed?
At least once a year before renewal, and whenever your team changes significantly. Ongoing reviews are included in our managed Microsoft 365 support.
Related services
You might also need
Secure Baseline
Put the security tools you already pay for to work.
Setup & Migration
New tenants and moves from other platforms, planned carefully.
Managed IT Services
Proactive, ongoing management of your devices, users and systems.
Pay for what you actually use
Book a free consultation and we’ll review your Microsoft 365 licences.