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Microsoft 365 License Management

Make every Microsoft 365 license accountable.

OfficeBoard helps your organization understand how Microsoft 365 licenses are allocated, identify where money is being wasted and make better licensing decisions using actual user and application data.

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  • Read-only access
  • Daily refresh
  • Entra ID SSO
  • No access to business content
Built for organizations managing
Microsoft-365 Microsoft 365 Entra-ID Entra ID Exchange Exchange Microsoft Teams Teams Sharepoint SharePoint
The cost-control challenge

Microsoft 365 license costs are difficult to control without the right visibility.

As organizations grow, license management becomes more complex, distributed and expensive.

01

Licenses remain assigned

Inactive or disabled accounts continue consuming paid subscriptions.

02

Available capacity is missed

New licenses are purchased while existing licenses remain unassigned.

03

Plans are oversized

Higher-cost plans remain assigned without reviewing actual application usage.

04

Ownership is unclear

IT, finance and departments work from separate data and spreadsheets.

05

Renewals repeat old assumptions

Previous-year quantities are renewed without a proper utilisation review.

06

Evidence arrives too late

Cost issues become visible only after procurement decisions have been made.

Consolidated visibility

See where your Microsoft 365 license budget is going.

OfficeBoard brings license allocation, user status and usage information into one place, giving IT and finance teams an updated view of the organization every day.

  • Understand licenses purchased, assigned and available
  • Identify inactive, disabled and never-logged-in users
  • Uncover potential right-sizing opportunities
  • Review allocation by department, role, domain and license type
  • Estimate monthly and annual savings
Example finding

A sample OfficeBoard analysis identified approximately $7,968 in potential annual Microsoft 365 license savings by reviewing inactive, unused and unnecessary licenses.

Recover avoidable spend

Reclaim licenses from inactive and disabled users.

OfficeBoard identifies accounts that may no longer require a paid license, allowing administrators to validate the user, follow internal approvals and reuse capacity before purchasing more.

42 Inactive users with licenses
18 Disabled users with licenses
27 Never-logged-in users
168 Available licenses

Illustrative data shown for page design. Actual results depend on the connected tenant.

User status review Action required
  • AM Ava Mitchell Sales Operations Inactive 94 days
  • DC Daniel Chen Finance Account disabled
  • NS Nina Singh Customer Success Never logged in
Potential annual reclaim value $1,380
Usage-based optimisation

Right-size licenses using actual application usage.

Move users to the right plan based on the applications and services they genuinely need.

Current License Microsoft 365 E3
Actual Usage
Recommended Review Microsoft 365 Business Standard
Potential Annual Saving $228
Identify users who may not require higher-cost plans
Preserve access to the applications users need
Review recommendations before any change
Organizational accountability

Understand license allocation across departments, users and plans.

Move beyond tenant-level totals. OfficeBoard helps IT, finance and procurement understand who is consuming licenses, where capacity exists and which business units need review.

  • Allocation by department and business unit
  • License position by user, role and account status
  • Cost visibility by license type
  • Clearer evidence for renewal and procurement decisions
Renewal review 74 days remaining
Current annual license spend $597,000
Potential optimisation $31,440
Renewal readiness

Prepare for Microsoft 365 renewals with better information.

Your next renewal should not begin with last year’s license count. Review the current environment first and enter procurement discussions with clear, defensible evidence.

  • Review licenses currently assigned and available
  • Identify inactive users before contract renewal
  • Validate right-sizing opportunities
  • Forecast upcoming license requirements
  • Estimate potential monthly and annual savings
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Measurable evidence

Turn license data into a clear savings case.

Give decision-makers a concise view of the issue, financial impact and recommended next action.

Potential annual saving $7,968
Recoverable licenses 60 Inactive and disabled accounts
Potential right-sizing reviews 27 Require role and compliance validation
Available for immediate reuse 168 Before additional purchasing
Shared operational view

One platform for IT, finance and procurement.

CIOs and IT leaders

Create accountability for Microsoft 365 spending and align license investments with business requirements.

Microsoft 365 administrators

Identify inactive users, disabled accounts, available licenses and allocation issues without manual reporting.

Finance and procurement

Support budgeting, contract discussions and renewal planning with current license information.

Business-unit leaders

Understand how licenses are allocated within the department and validate whether plans match user needs.

How it works

A controlled process for Microsoft 365 license optimisation.

  1. 1

    Connect your tenant

    Authorize OfficeBoard through an application configured for your Microsoft 365 tenant.

  2. 2

    Collect information

    Retrieve authorised license, user and usage information using read-only permissions.

  3. 3

    Analyse allocation

    Identify inactive users, available licenses and possible right-sizing opportunities.

  4. 4

    Review recommendations

    IT, finance and procurement validate the business context and proposed actions.

  5. 5

    Implement through existing processes

    Approved changes remain under your administrators’ control.

Enterprise trust

Designed to provide visibility without accessing business content.

OfficeBoard uses authorised management information to surface license and governance insights while keeping control of access and changes with the customer.

  • Read-only access to authorised management information
  • No access to email content
  • No access to Microsoft Teams messages
  • No access to SharePoint documents or files
  • Microsoft Azure single sign-on
  • Customer-controlled application permissions
Microsoft 365 License Assessment

Find out where your Microsoft 365 license budget is being wasted.

Get a clear view of inactive users, unused licenses, allocation issues and potential right-sizing opportunities across your Microsoft 365 environment.

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Sample savings report Preview
Potential annual savings $7,968
60 Recoverable
27 Right-size
168 Available
Frequently asked questions

What buyers usually ask before connecting OfficeBoard.

Clear answers for IT, security, finance and procurement stakeholders.

Does OfficeBoard automatically remove or change licenses?

No. OfficeBoard provides visibility, analysis and recommendations. Approved changes remain under the customer’s control.

Does OfficeBoard access user emails or documents?

No. OfficeBoard does not access email content, Microsoft Teams messages or SharePoint files.

Can OfficeBoard identify inactive users with paid licenses?

Yes. It can help identify inactive, disabled and never-logged-in users who may still have licenses assigned.

Can OfficeBoard recommend a lower-cost license?

It can highlight potential right-sizing opportunities. Final decisions should be reviewed against role, security, compliance and application requirements.

How often is the information updated?

OfficeBoard refreshes Microsoft 365 management information daily.