Office 365 Licensing: Frequently Asked Questions

General Questions

How do I access the reports?

Using your web browser, navigate to PowerBI.com and sign in using your organisation credentials.

From the Workspaces menu on the left-hand bar, choose Office 365 License Usage. Then, click Reports from the top menu and click O365 License Usage to open the report.

The report will load with a number of different pages shown along the bottom, each showing different licensing information. There is a full-screen button at the top (two arrows).

What do the reports show?

The reports tell you how your Office 365 Licenses are being used in your organisation. As well as the number of licenses your organisation has purchased, the reports show how many of those licenses have been assigned to users and how many are unused. Licenses are shown split across countries and departments, allowing you to accurately report on usage within your organisation.

The reports show licensing data in a number of different ways, designed to answer any questions you may need to answer about how your organisation uses Office 365 licenses. The best way to discover which reports are best for you is to explore them and see what each one tells you. Some reports will be more useful to you than others, and over time you will reports which you can use to answer specific questions quickly.

How do I use the reports?

The following tips can be used anywhere in the reports to enhance your experience:

Many of the visuals can be clicked on in order to filter the data. Try clicking on a bar-chart line for a specific country to filter the report just by that country. This is useful to quickly compare different sets of data. To remove the filter click on the visual again. In general, clicking to filter data affects all data on that page.

Where you see check-boxes, date sliders or lists, you can filter the reports on that page by selecting them.

Tabular data can be sorted by clicking the column headings.

You can also right-click any report and choose 'Show Data' to view more details about a visualisation, including the data that makes up the visual. From here, you can also export the data to Microsoft Excel (click on the ellipses in the top-right of the visual).

Is it safe to make changes?

It is completely safe to explore changing different filters and altering how the data looks. Nothing you can do will alter the underlying data. If you find that you can't undo or get back to the correct view of the data, refreshing the entire page will reset the reporting experience.

When is the data refreshed?

Data is collected monthly, at the start of the month. Each month shows the current state of license assignment, as well as a comparison to the previous month. You don't need to do anything to manually refresh the data, once it is available the next time you visit the reports website you will see the latest data.

About each Report Page

There are 9 different report pages. Although they all show information about Office 365 Licensing in your organisation, different pages are designed to answer different questions by providing a different view of the same data. 

License Assignment Overview

 Modality Office 365 Licensing: License Assignment Overview

Modality Office 365 Licensing: License Assignment Overview

This page provides a global overview of Office 365 license usage in your organisation. At the highest level this allows you to see the total number of assigned licenses month-on-month. The histogram in the centre of the report shows the different license types assigned, and the chart on the right shows distribution amongst different locations.

The world map shows the worldwide distribution of licenses - with the larger, darker circles indicating a larger number of licenses being used.

The filters in the top-left section allow you to customise the overview and focus on a particular license, country or department.

Month Global

 Modality Office 365 Licensing: Month Global

Modality Office 365 Licensing: Month Global

Shows information about license usage in the current month (shown at the top-left). Shows how licenses have been assigned, split by license type, country and department. Click on any of the values to filter the other visuals by that value. For instance, click one of the license names on the left to see a breakdown of just that license type across different countries & departments, or click a country to see which different licenses are being used by that country.

Look out for the 5 black boxes at the top of the screen. These give you "at-a-glance" values for how many licenses you have (Valid), how many have been issued to a user (Assigned), how many are waiting to be issued to a user (Unassigned), and the costs of both Assigned and Unassigned licenses. As you filter data, these boxes will update to reflect your selection.

Month Detail

 Modality Office 365 Licensing: Month Detail

Modality Office 365 Licensing: Month Detail

This shows the same information as the Month Global page, but offers a greater level of detail, specifically showing exactly who in each country and department has licenses. This is useful for answering questions such as "Who in the Luxembourg office currently has a PowerBI license?". Use the ellipsis in the top-right corner of each visual to export the data to Microsoft Excel.

You can also use this report to see all licenses assigned to an individual, by using the 'Account' filter. Enter one or more aliases to show which licenses those users currently have assigned. 

Monthly Trend: Newly Assigned

 Modality Office 365 Licensing: Month Trend: Newly Assigned

Modality Office 365 Licensing: Month Trend: Newly Assigned

Shows which licences have been assigned since the previous month. This provides a trend of license assignment over time. By default, all licenses and countries are shown, but by clicking on either license or country this can be filtered.

Note that this report does not show the total number of assigned licenses - just the number which have been newly assigned since the previous month. For the current number of assigned licenses, use the Month Global or Month Detail pages.

The table on the right-hand side shows in detail which users have been newly assigned licenses.

By default, the Date filter in the top-left shows all months for which there is data. This allows you to view the trend of license assignment. However, you can also select a month in order to show just licenses assigned in that month (compared to the previous month). This will update the numbers of each assigned license to show just licenses assigned in that month.

Monthly Trend: Unassigned

 Modality Office 365 Licensing: Monthly Trend: Unassigned

Modality Office 365 Licensing: Monthly Trend: Unassigned

In contrast to the previous page, this shows which licenses have been un-assigned since the previous month. This provides a trend of license un-assignment over time. By default, all licenses and countries are shown, but by clicking on either license or country this can be filtered.

Note that this report does not show the total number of unassigned licenses - just the number which have been un-assigned since the previous month (and may since have been re-assigned). For the current number of assigned licenses, use the Month Global or Month Detail pages.

The table on the right-hand side shows in detail which users have had their licenses removed.

By default, the Date filter in the top-left shows all months for which there is data. This allows you to view the trend of license un-assignment. However, you can also select a month in order to show just licenses unassigned in that month (compared to the previous month). This will update the numbers of each unassigned license to show just licenses unassigned in that month.

Account Change Summary

 Modality Office 365 Licensing: Account Change Summary

Modality Office 365 Licensing: Account Change Summary

This shows how many unique users were assigned and un-assigned in the current month compared to the previous month, split by both country and department. This allows you to track either new users or users leaving the organisation to ensure that license assignment is in line with expectations. Note that this shows user accounts, not licenses (a user may be assigned more than one license).

Account Changes

 Modality Office 365 Licensing: Account Changes

Modality Office 365 Licensing: Account Changes

This shows in detail which accounts were assigned and un-assigned in the current month compared to the previous month. In the first two columns, a complete list of all users and a total license cost for each user is shown for the previous month and the current month. In the third column, individual aliases of added and removed users are shown, along with a total cost of licenses assigned or un-assigned.

These tables of data can be filtered using the boxes on the left-hand side to restrict what data is shown.

License Change Summary

 Modality Office 365 Licensing: License Change Summary

Modality Office 365 Licensing: License Change Summary

This shows how many unique licenses were assigned and un-assigned in the current month compared to the previous month, split by both country and department. This allow you to track license either new users or users leaving the organisation to ensure that license assignment is in line with expectations. Note that this shows individual licenses, not users (a user may be assigned more than one license).

License Changes

 Modality Office 365 Licensing: License Changes

Modality Office 365 Licensing: License Changes

This shows in detail which licenses were added and removed in the current month compared to the previous month. In the first two columns, a complete list of all license types, qualities and a total license cost is shown for the previous month and the current month. In the third column, the difference between the previous and current month is shown.

These tables of data can be filtered using the boxes on the left-hand side to restrict what data is shown.