When to run a review
- About 90 days before a renewal.
- After a period of growth, redundancies, a merger or a reorganisation.
- When a new product, such as Copilot, is being considered.
- When the bill rises and nobody is sure why.
A review checklist
- Compare licences bought, assigned and used for each plan. Microsoft explains how subscriptions and licences fit together.
- List inactive users and confirm each with a manager. See unused Microsoft 365 licences.
- Look for duplicate and overlapping assignments.
- Ask whether each group still needs its current plan.
- Check which security features depend on each licence.
- Record the decisions and the date each change can take effect.
Review or audit?
A Microsoft 365 licence audit gathers detailed evidence for every licence. A review uses the same ideas with less detail, and is the right size for a regular routine. If a review turns up something large, move to an audit.
Include security in the review
Licences are tied to protections such as Conditional Access and device management. Review cost and security together, using ten security controls to set first as a guide.
Make it stick
Put the review in the calendar, name an owner, and keep the record. Between reviews, a short monthly routine from Microsoft 365 licence management keeps the list tidy.
Frequently asked questions
How long does a review take?
For a small business, a few hours once you have the exports. The slow part is confirming findings with people.
What do we do with the findings?
Group them by risk, act on the safe ones first and schedule the rest around your renewal date. See reduce Microsoft 365 licence costs.
Can we outsource it?
Yes. An expert-led assessment covers the licence analysis and the wider picture.
Innoligo is an authorised Microsoft CSP partner. This page is general information and applies whoever you buy your licences from. Microsoft changes its plans, prices and admin screens, so check the linked Microsoft pages for current detail. Microsoft, Microsoft 365, Entra and Copilot are trademarks of the Microsoft group of companies; this page is independent and is not published or endorsed by Microsoft. About Innoligo.