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Home > Reports > View and Export License Reports > Manage Subscriptions and User Licenses > Manage User Licenses

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Manage User Licenses

In the License report > Users, when you have the Manage licenses permission, you can assign licenses to Microsoft 365 users, change licenses for Microsoft 365 users, and unassign licenses from Microsoft 365 users. Refer to the instructions below to manage user licenses.

You can manage licenses for one user at a time or manage licenses for multiple selected users individually. You can also manage licenses for multiple users in batch.

Note the following

- When managing licenses for multiple users in batch, users’ previous licenses will be removed, and new licenses will be assigned. - To assign INFORMATION_PROTECTION_COMPLIANCE license that contains the Office 365 Privileged Access Management service and the Customer Lockbox service to a user, SharePoint (Plan 2), Exchange Online (Plan 2), or Exchange Foundation is required to be assigned to the user as well. You can view and assign the required license by clicking **Show associated subscriptions** and selecting a subscription from the table in the **Show associated subscriptions** panel to assign the corresponding license. - If you are managing licenses for more than 50 users at a time, a license update job will start to run. You can go to **Job monitor** to view the job status, details and export the job report.

Manage Licenses for One User

To manage licenses for one user, follow the steps below:

  1. Select one of the following methods to go to the Manage licenses page:

    • Locate a user, click the more actions (Button: More actions) button, and then select Manage licenses.

    • Select a user and click Manage licenses on the ribbon.

      *Note: If you cannot find the Manage licenses button, click the ellipsis (Button: Ellipsis) button on the ribbon.

    • Select a user and click View active time. In the opened panel, click Manage licenses.

  2. On the Manage licenses page, you can see the user’s current usage location and licenses. You can update the usage location and select a subscription to assign the license or deselect a subscription to remove the license from the selected user.

  3. In the Apps column, you can click the number of apps selected to manage the available apps under each subscription for the user.

  4. After selecting the subscriptions and available apps you would like to assign to the user, you can click the License Intelligence below the table. You will be able to see if there are any license upgrades, downgrades, or duplications detected in the license update you are about to perform that requires your attention.

  5. Click Save.

Manage Licenses for Multiple Users in Batch

To manage licenses for multiple users in batch, follow the steps below:

  1. Select the users and click Manage licenses on the ribbon.

  2. Select Manage user licenses in batch to enter the Manage licenses page.

  3. Select the usage location and subscriptions you want to assign to the selected users.

  4. In the Apps column, click the number of apps selected to manage the available apps under each user subscription.

  5. Click Save to update the licenses. When you save the setting, users’ previous licenses will be removed, and the new licenses will be assigned.

Manage Licenses for Multiple Users Individually

  1. To manage licenses for multiple users individually, follow the steps below:

  2. Select the users and click Manage licenses on the ribbon.

  3. Select Manage user licenses individually to enter the management page.

  4. You can see the selected users on the left pane, and you can select the user you would like to manage licenses by clicking the username.

  5. Select the usage location and subscriptions you want to assign to the user.

  6. In the Apps column, click the number of apps selected to manage the available apps under each user subscription.

  7. After selecting the subscriptions to assign to the user, you can click the License Intelligence below the table. You will be able to see if there are any license upgrades, downgrades, or duplications detected in the license update you are about to perform that requires your attention.

  8. Click Save and next to proceed, and the user licenses will be updated.

  9. After all user licenses have been finished managing, click Save and close to update the licenses for the last user.