Use Licensing to review Microsoft 365 subscription capacity and usage, identify clients that need attention, and open the details behind a client’s totals. This is Microsoft 365 subscription reporting; assigning a Lifecycle Manager plan license is a separate client-setting workflow.
Before you begin
Your account needs synchronized Microsoft 365 subscription data and the appropriate SaaS-reporting access. The page includes only clients you can access. Opening assigned users also requires the client’s Contacts access and permission to read those contacts.
Review licensing across clients
- Choose All clients in the client picker.
- Open Licensing in the left navigation.
- Review the summary totals, then search or filter the client table to focus the review.
- Sort the utilization or capacity columns to bring clients with unusually high use or spare capacity into view.
- Select a client to open its licensing quick-look details.
Review one client’s products
- Choose the client in the client picker and open Licensing, or open the client from the portfolio review.
- Review each product’s status, capacity and licenses in use.
- Open the available assigned-user view when you need to identify who holds the product. Your Contacts permissions still apply.
- Use the subscription term and renewal information when supplied by the source to plan the next client review.
Understand the figures
| Figure | Meaning |
|---|---|
| Capacity | The source’s reported subscription pool size when available. |
| In use / utilized | Licenses reported as used for the product or client scope. |
| Available | Capacity less utilized licenses, never shown below zero. Unknown capacity is not treated as zero. |
| Needs attention | A signal that a product is not enabled or reports suspended or grace-period-warning licenses. |
Missing capacity displays as No data. Missing term information is not proof that auto-renew is disabled. Licensing data reflects the last synchronized source information; it is not a live count of sign-ins, user activity or MFA coverage.
Paid, free, trial, and uncapped licenses
The portfolio and client summary totals focus on paid products. Free and trial products are excluded from these totals and from the Needs attention signal. In a client’s Licensing view, turn on Show free & trial licenses to include those products in the list. They display Free or Trial badges; the paid-product summary stays the same.
An uncapped product shows actual usage as N in use · no seat limit instead of a capacity or utilization bar. It does not add an artificial seat limit to Capacity or Available. Usage from a paid uncapped product still contributes to the paid usage total.
Follow up on an outlier
Compare spare or constrained capacity with the client’s assigned users and the vendor subscription before making a commercial decision. Changes to Microsoft 365 subscriptions and user assignments must be made through the appropriate Microsoft or provider workflow; reviewing this page does not change a subscription.
