These policies provide recommended practices for identifying and preventing license waste, while also ensuring the protection of valuable data.
The list below provides an overview of the License management Out-of-the-Box policies, what type of remediation action they are set to execute, and which remediation settings you can configure.
Inactive users with Microsoft 365:
E1, E3, E5, F1, F3, G1, G3, G5 Plans
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Description
This playbook provides insights into users who have been inactive for the last 90 days but are assigned the Microsoft 365 Plan.
It captures the user's principal name, the licenses they hold, account creation date, and the specific active plans, including details of their manager, display name, OneDrive URL, and their Exchange and OneDrive plans.
This tool is valuable for assessing plan utilization and managing licenses within your organization.
Remediation action
- Send attestation to the manager or to a specific recipient
- User's mailbox is converted into a shared one giving access to a named user; user's OneDrive permission is given to a new owner
- License is removed
What you can configure
- Select the recipient (manager or custom address)
- Insert an additional message
- Select the new OneDrive owner (manager or custom address)
- Select the person who has access permission to the mailbox (manager or custom address)
- Set time-out days (min. 15 days – max 180 days)
- Schedule the recurrence of the remediation action
- Enable/disable the email alert if the workflow fails
Licenses Assigned to Guest Users
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Description
This playbook focuses on tracking licenses assigned to guest users.
It provides the user principal name, recipient type details to confirm guest status, and shows that licenses have been allocated.
It's a valuable tool for managing guest user access and ensuring proper license distribution within your organization.
Remediation action
- Send attestation to the manager or a specific recipient
- Execute the action “Remove all licenses”
What you can configure
- Select the recipient (manager or custom address)
- Insert an additional message
- Set time-out days (min: 1 day – max: 180 days)
- Schedule the recurrence of the remediation action
- Enable/disable the email alert if the workflow fails
Licenses Assigned to basic Shared Mailboxes
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Description
This playbook is designed to show basic shared mailboxes that have licenses assigned to them.
It lists the user principal name, confirms the mailbox type, and verifies that licenses are indeed allocated. Additionally, it provides details such as mailbox size, archive status, and whether litigation hold is enabled for each mailbox.
This tool is practical for license optimization and ensuring compliance with organizational policies on mailbox usage.
Remediation action
- Send attestation to a specific recipient
- Execute the action "Remove all licenses"
What you can configure
- Select the recipient (manager or custom address)
- Insert an additional message
- Set time-out days (min: 1 day – max: 180 days)
- Schedule the recurrence of the remediation action
- Enable/disable the email alert if the workflow fails
Disabled users with an assigned license
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Description
This playbook highlights users whose accounts are disabled but still have licenses assigned to them.
It lists the user principal name, confirms their account status as disabled, and shows the licenses that remain allocated to that inactive account.
This tool enables efficient license management by identifying accounts that may no longer require an assigned license, allowing administrators to reclaim and redistribute those licenses as needed across the organization.
Remediation action
- Send attestation to the manager or a specific recipient
- Execute the action “Remove all licenses”
What you can configure
- Select the recipient (manager or custom address)
- Insert an additional message
- Set time-out days (min: 1 day – max: 180 days)
- Schedule the recurrence of the remediation action
- Enable/disable the email alert if the workflow fails