Assign or remove licenses in Office 365 operated by 21Vianet (Small Business)

A subscription to Office 365 is made up of a number of licenses to services that users can access. For example, when you assign a license to a user for Exchange Online, a user can access the features associated with Exchange Online, such as a mailbox. Global admins and user management admins can assign or remove users’ licenses to use individual Office 365 services. In most cases, this is done when the user account is first created. For more information on creating user accounts, see Create or edit user accounts.

Caution:  When you remove a license from a user, all of the data associated with that user for that service will be 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:

  • The user’s mailbox and all messages in it are deleted. The mailbox can be recovered within 30 days by reassigning a license to it. After 30 days, the mailbox and its contents are permanently deleted.

  • All email aliases associated with the user account are deleted. If you need someone in your company to receive email at those aliases, assign them to another user.

  • The user's Lync Online Contacts list may be deleted. If you restore the Exchange Online license within 30 days, the Contacts list will be restored as well.

Add licenses

Add a license for one person:

  1. Go to Admin >Office 365 > Users and groups > Add users, reset passwords, and more.

  2. Choose the user to whom you want to assign a license, and then click Edit Edit .

  3. On the Assign licenses page, check the box for the license that you want to assign, and then click Save.

Add or replace a license for several people:

  1. Go to Admin >Office 365 > Users and groups > Add users, reset passwords, and more.

  2. Choose the users to whom you want to assign or replace a license, and then click Edit Edit .

  3. Click Next at the bottom of the screen until Licenses (on the left side) is selected.

  4. Click Replace existing license assignments or Add to existing license assignments, and then check the box for the licenses you want to assign.

  5. Click Submit, and then click Finish.

Note:  Not all services are available in all user locations.

Remove a license from a user

If a user’s job responsibilities change, a global admin or user management admin can remove the licenses that the user no longer needs. In addition, if you have more users assigned to a service than you have available licenses, you can remove licenses from users who no longer use them.

Use this procedure to remove a license from a user.

  1. Go to Admin >Office 365 > Users and groups > Add users, reset passwords, and more.

  2. Choose the user whose license you want to remove, and then click Edit Edit .

  3. On the Assign licenses page, uncheck the box for the license that you want to remove, and then click Save.

Reassign a license

To reassign a license, you remove the license from one user and assign it to another.

  1. Go to Admin > Users and groups.

  2. Check the box for the name of the user who you want to remove a license from.

  3. Click Edit Edit > Licenses.

  4. On the Assign licenses page, uncheck the box for the license you want to remove.

  5. Click Save.

  6. On the Active users (or Users & groups) page, check the box for the name of the user who you want to assign a license to.

  7. Click Edit Edit > Licenses.

  8. On the Assign licenses page, check the box for the license you want to add.

  9. Click Save.

Delete a user account to free a license

If an employee leaves your organization, a global admin or user management admin can delete that employee’s account. When you do this, any licenses that had been assigned to that person become available and can be assigned to other users.

Caution:  When a user account is deleted, all data for that user is deleted, except for documents saved on SharePoint Online. Delete users only if you know that they will not need that data in the future.

To delete the account for one or more users

  1. Go to Admin > Users and groups.

  2. Click the names of the users that you want to delete, and then click Delete Delete .

  3. In the confirmation box, click Yes.

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 > Manage and purchase licenses) > 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.

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