Author: Lizza Shine

Managing licenses efficiently is a crucial task for administrators in organizations using Microsoft 365. Assigning licenses ensures users have access to the tools and services they need while keeping the organization’s costs in check. In this blog, we will provide a step-by-step guide on how to assign licenses to users through the Microsoft 365 Admin Center. We’ll also touch on the role of the portal.office.com portal for family accounts and personal use.

Understanding Microsoft 365 Licensing

Before diving into the steps, let’s briefly understand what a Microsoft 365 license is and why it’s important:

1. What is a Microsoft 365 License? A license grants a user access to specific Microsoft 365 services, such as Word, Excel, PowerPoint, Teams, OneDrive, and Exchange Online.
2. Why Assign Licenses? Assigning licenses ensures that only eligible users can access these services. It helps manage compliance and optimize organizational resources by aligning service access with individual or departmental needs.
3. Admin Roles Required: To assign licenses, you need to be a Global Administrator, Billing Administrator, or a role with equivalent permissions.

Prerequisites

Before assigning licenses, ensure the following:

• Available Licenses: Ensure your organization has purchased enough licenses from Microsoft 365.
• User Accounts Created: Verify that user accounts have been created for employees or members requiring access.
• Admin Permissions: Verify you have the necessary permissions to manage licenses.

Steps to Assign Licenses Using the Microsoft 365 Admin Center

The Microsoft 365 Admin Center provides a straightforward way to assign licenses. Follow these steps:

Step 1: Sign In to the Admin Center

1. Open a browser and go to the Microsoft 365 Admin Center.
2. Sign in with your admin account credentials.

Step 2: Navigate to Users

1. In the left-hand navigation menu, select Users > Active users.
2. This page lists all active users in your organization.

Step 3: Select a User

1. Locate the user to whom you want to assign a license. You can use the search bar for quick access.
2. Click on the user’s name to open their account settings.

Step 4: Assign or Modify Licenses

1. In the user’s account settings, select the Licenses and Apps tab.
2. Under the “Licenses” section, you’ll see a list of available licenses.
3. Check the box next to the license you want to assign to the user.
4. Under “Apps,” you can fine-tune which services are included in the license. For example, you can toggle access to Teams, OneDrive, or Power BI.

Step 5: Save Changes

1. Click Save changes to apply the license.
2. A confirmation message will appear, indicating that the license has been successfully assigned.

Assigning Licenses to Multiple Users

If you need to assign licenses to multiple users simultaneously, follow these steps:

Step 1: Select Multiple Users

1. In the Active users section, check the boxes next to the users you want to update.
2. A bulk action panel will appear on the right-hand side.

Step 2: Assign Licenses

1. Click Manage product licenses in the bulk action panel.
2. Select the licenses to assign to all selected users.
3. Click Apply to save changes.

Managing Licenses via Groups

Microsoft 365 allows you to manage licenses at scale by assigning them to groups. This feature is particularly useful for larger organizations.

Steps to Assign Licenses to a Group:

1. In the Admin Center, go to Groups > Active groups.
2. Select the group you want to manage.
3. Click Licenses in the group’s settings.
4. Assign the desired license to the group. All members of the group will automatically receive the assigned license.

Revoking or Changing Licenses

If a user no longer requires a license or needs a different license:

1. Go to the Active users section.
2. Click on the user’s name.
3. In the Licenses and Apps tab, uncheck the assigned license or select a new one.
4. Save changes to update the account.

Revoking a license will immediately remove access to the associated services.

Using Portal.office.com for Family Accounts

For personal and family accounts, license management is different. Here’s how it works:

Step 1: Sign In to portal.office.com

1. Go to portal.office.com.
2. Sign in with your Microsoft account credentials.

Step 2: Manage Subscriptions

1. Click on Services & subscriptions in your account dashboard.
2. Here, you can view and manage your current subscriptions, such as Microsoft 365 Family or Personal.

Step 3: Sharing Licenses (Family Plan)

1. For family subscriptions, click Sharing to invite family members.
2. Enter the email addresses of family members to share your subscription.
3. Each invited member will receive an email with instructions to access their Microsoft 365 services.

Best Practices for License Management

1. Monitor Usage: Regularly review license usage to ensure optimal allocation.
2. Audit Licenses: Periodically audit your licenses to identify unused or underutilized ones.
3. Plan for Growth: Purchase licenses in advance if you anticipate organizational growth.
4. Automate Assignments: Use group-based licensing for efficiency in large organizations.
5. Communicate Changes: Inform users when their licenses are assigned, modified, or revoked.

Common Issues and Troubleshooting

1. Insufficient Licenses:
   • Ensure your organization has enough licenses available before attempting to assign them.
2. Permission Errors:
   • Verify that your admin account has the necessary permissions to manage licenses.
3. License Assignment Delays:
   • Changes may take a few minutes to reflect across Microsoft 365 services.
4. User Not Found:
   • Confirm the user’s account is active and correctly spelled in the Admin Center.

Conclusion

Assigning and managing licenses in Microsoft 365 Admin Center is a critical responsibility for administrators. By following the steps outlined in this guide, you can ensure your organization’s users have access to the tools they need while maintaining control over licensing costs. For personal and family accounts, portal.office.com provides an intuitive platform for managing subscriptions and sharing services. With best practices and periodic audits, you can streamline license management and maximize your Microsoft 365 investment.