Microsoft 365 Help Check a user’s account and licences
Find a person’s work address, sign-in status, roles and assigned Microsoft 365 products.
Before you start
- An admin role that allows you to view the person.
- User Administrator or Licence Administrator permission for approved licence changes.
Follow these steps
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Find the user
Go to Users → Active users. Enter the name or full work email in the search box, then open the correct result.
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Read the account details
On Account, check the display name, username, sign-in status and assigned roles. These details help identify whether you are looking at the right person; do not change them just to explore.
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Open Licences and apps
Select Licences and apps (the interface may spell it “Licenses”). Read the assigned product names and usage location. Expand Apps when you need to check whether a service is included and enabled.
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Check what the person needs
Confirm the approved product with the licence owner. A licence for browser Office does not necessarily include the installed desktop Office apps. Teams may need its own included or separate entitlement.
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Make only an approved licence change
If authorised, choose the correct usage location, tick the agreed available licence, and select Save changes. Do not untick existing products until IT has confirmed the replacement includes the services the person still needs.
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Verify the saved assignment
Close and reopen Licences and apps. Confirm the expected product remains selected. Allow time for provisioning, then ask the person to sign out and back in to the affected app.
You have finished when…
- You have confirmed the correct account and product assignments.
- Any approved licence change is visible when the account is reopened.
Helpful tips
- Removing a licence can stop email or app access and affect data retention. Escalate licence swaps and removals when the impact is uncertain.
- Manage group-assigned licences through the licensing group.
- For a subscription a user purchased through self-service, an admin must take over the purchase or trial before assigning or unassigning its licences.
- For bulk assignment, go to Billing → Licences, open the product and select Assign licences. Add up to 20 users and/or groups at a time.
Something looks different?
No licences are available
Ask the licence owner to check spare seats and subscriptions. Do not buy a new product without an agreed need.
A licence is assigned but the app still fails
Confirm that the correct work account is signed into the app and that the required service under Apps is enabled. Give the change time to take effect.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.