Assign or remove licenses, or view a list of unlicensed users

In Office 365 for business, users need licenses to use Outlook, SharePoint Online, Lync Online, and other services. As a global or user management admin of Office 365 Enterprise or Office 365 Midsize Business, you can easily assign licenses to new users when creating new accounts, or to users with existing accounts.

When you assign a license to a user, the licensed service is set up for that user:

  • For Exchange Online, a mailbox will be automatically created for the user.
  • For SharePoint Online, edit permissions to the default SharePoint Online team site will be assigned to the user.
  • For Lync Online, the user will automatically have access to the features associated with the license.
  • For Office 365 ProPlus, the user will be able to download the latest version of Office on up to 5 Macs or PCs.

 Note    Not all services are available in all user locations. For a list of restrictions, see License restrictions for Office 365.

What do you want to do?


Figure out how many licenses are valid and available

To find out how many licenses are valid and available for your subscription:

  1. Click Admin > Licensing > Licenses.
  2. Check the Valid, Expired, and Assigned columns for your subscription. To figure out how many valid licenses are still available, subtract the number of Assigned licenses from the Valid licenses.

Assign or remove a license for one user

  1. Go to Admin > Office 365 > Users and groups.
  2. Check the box for the name of the user who you want to add or remove a license for.
  3. Click Edit Edit > Licenses.
  4. On the Assign licenses page, check or uncheck the box for the license you want to add or remove.
  5. Click Save.
  6. If you have removed a license from a user and want to assign it to another user, repeat this procedure.

 Caution    When you remove a license from a user, all the data associated with that user for that service is deleted and—after a grace period of 30 days—can’t be recovered, except for documents saved on SharePoint Online. For example, if you remove a license for Exchange Online from a user, that user’s mailbox is deleted. The mailbox can be recovered within 30 days by reassigning an Exchange Online license to the user associated with it. After 30 days, the mailbox and its contents are permanently deleted. For more options when assigning licenses, see Reassign licenses or change your license amount.

Assign or remove licenses for several users at once

Add or replace a license for several people.

  1. Go to Admin > Office 365 > Users and groups.
  2. Check the boxes for the names of the users who you want to add or remove licenses for.
  3. Click Edit Edit.
  4. On the Details and Settings pages, click Next.
  5. On the Assign licenses page, click Replace existing license assignments or Add to existing license assignments, and then check or uncheck the boxes for the licenses you want to change.
  6. Click Submit > Finish.

 Caution    When you remove a license from a user, all the data associated with that user for that service is deleted and—after a grace period of 30 days—can’t be recovered, except for documents saved on SharePoint Online. For example, if you remove a license for Exchange Online from a user, that user’s mailbox is deleted. The mailbox can be recovered within 30 days by reassigning an Exchange Online license to the user associated with it. After 30 days, the mailbox and its contents are permanently deleted. For more options when assigning licenses, see Reassign licenses or change your license amount.

View a list of unlicensed users

To see a list of users who don’t have a license assigned to them, on the Users and groups page, click the filter icon Filter. Click the down arrow, and, in the list of views, select Unlicensed users. You can then add licenses to these users one at a time or in bulk by using the instructions in this article.

Licenses for non-user mailboxes

You don’t need to assign licenses to resource mailboxes, room mailboxes, and shared mailboxes, except when they are over their storage quota of 10 gigabytes (GB).

 Note    If your resource, room, or shared mailbox goes over its quota of 10GB and you don’t assign it a license, after one month the shared mailbox will be locked. You can avoid having to assign the license by using archiving to avoid going over your quota.

For more about non-user mailboxes, see:

Who can assign licenses?

Different types of admins can work with licenses in different ways, depending on their roles. The following table lists the most common options. For a complete list of admin roles and privileges, see Assigning admin roles.

Admin role Assign a license Remove a license Purchase more licenses Delete a user
Global admin Yes Yes Yes Yes
Billing admin No No Yes No
User management admin Yes Yes No Yes
Service admin No No No No
Password admin No No No No

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Vlen për:
Office 365 Enterprise admin, Office 365 Midsize Business admin