Switch Office 365 for business plans manually

Step 1: Decide how to switch plans

The best way to switch all your users from one plan to another is to use the Switch plans button. Sometimes this isn't possible. Do a manual switch instead:

  • If the Switch plans button isn't there.

  • When you select the Switch plans button, the plan you want isn't listed.

  • You don't want to switch all your users in the same way. Some businesses need different users subscribed to different plans. Use a manual switch for this.

To continue with a manual switch, read Step 2: Buy a new subscription in this topic.

Step 2: Buy a new subscription

Already purchased? If you have a subscription you want to move users to, skip this step and go to Step 3 in this topic.

- OR -

Purchase a new subscription and licenses: Follow the steps in Buy another Office 365 for business subscription to buy a new subscription.

Make sure you purchase a subscription for the same organization that the users are in now. For example, check the email addresses for the Office 365 users you want to move. If their email addresses include @contoso.com, you must purchase a new subscription for contoso.com. Include a license for each user that you want to move.

If you need help choosing a plan, see the Office 365 for business product comparison page, or call support.

If you need help choosing a plan, see the Office 365 for business product comparison page, or call support.

If you need help choosing a plan, see the Office 365 for business product comparison page, or call 21Vianet Support.

Step 3: Check your new subscription and licenses

  1. In the Admin center, go to the Subscriptions page, or choose Billing > Subscriptions.

    If you're using Office 365 Germany, go to this Subscriptions page.

    If you're using Office 365 operated by 21Vianet, go to this Subscriptions page.

  2. Verify that both subscriptions are listed and active

    The subscription that you're moving users from and the subscription that you're moving users to must be listed together. If the new subscription isn’t there when you first check, try again later. Check that both subscriptions are listed under ACTIVE. The new subscription isn't listed, or isn't active.

    The subscription page showing the number of licenses for the new subscription.
    The new Office 365 for business subscription with available licenses
  3. Check that you have enough licenses for each user

    Each user needs a license that matches their subscription. So if you want to move ten users to Office 365 Enterprise E5, you'll need to make sure ten licenses are available. In the picture here, ten licenses were purchased for Office 365 Enterprise E5, and all ten licenses are available for assignment.

  4. Need more licenses for the new subscription? Go to the Subscriptions page and Buy more licenses.
    What about the old licenses?

The new subscription isn't listed, or isn't active

  • If you purchased a subscription by invoice and a credit check is required, it can take up to two working days before the subscription is available.

  • If you purchased two subscriptions and they are not both listed here, they may have been purchased for different organizations (for different domains). Subscriptions can't cross organization boundaries.

  • If you know you have an additional subscription, and it's not listed here, or not listed under ACTIVE, call support.

What about the old licenses?

The licenses for the current subscription will be removed later; you'll only pay for the new user licenses from then on.

Step 4: Reassign licenses

Reassign a license for one user

  1. In the Admin center, go to the Active users page, or choose Users > Active users.

    If you're using Office 365 Germany, go to this Active users page.

    If you're using Office 365 operated by 21Vianet, go to this Active users page.

  2. On the Active users page, select the box next to the name of the user who you want to assign a license to.

  3. On the right, in the Product licenses row, choose Edit.

  4. In the Product licenses pane, switch the toggle to the On position for the license you want to assign to this user. By default, all services associated with that license are automatically assigned to the user.

    Tip: To limit which services are available to the user, switch the toggles to the Off position for the services that you want to remove for that user. For example, if you want the user to have access to all available services except Skype for Business Online, you can switch the toggle for the Skype for Business Online service to the Off position.

    Setting license assignments for a user.
  5. Switch the toggle to the Off position for licences that this user no longer needs.

  6. At the bottom of the Product licenses pane, choose Assign > Close > Close.

Reassign licenses for multiple users at once

  1. In the Admin center, go to the Active users page, or choose Users > Active users.

    If you're using Office 365 Germany, go to this Active users page.

    If you're using Office 365 operated by 21Vianet, go to this Active users page.

  2. Select the boxes next to the names of the users who you want to replace existing licenses for.

  3. In the Bulk actions pane, choose Edit product licenses.

  4. In the Assign products pane, select Replace existing product license assignments > Next.

  5. Switch the toggle to the On position for the products you want to assign to these users.

    Tips: 

    • To limit which services are available to the user, switch to toggles to the Off position for the services that you want to remove for that user. For example, if you want the user to have access to all available services except Skype for Business Online, you can switch the toggle for the Skype for Business Online service to the Off position.

    • Any previous license assignments for the selected users will be removed.

    Setting license assignments for a user.
  6. At the bottom of the Replace existing products pane, select Replace > Close.

Step 5: Cancel subscriptions or remove licenses that you no longer need (Optional)

If you moved all users from one subscription to another, and you no longer need the original subscription, you can cancel the subscription.

If you moved only some users to a different subscription, remove licenses that you no longer need.

Call support to help you switch plans

Phone Call Microsoft Support

Phone Call Microsoft Support

Phone Call 21Vianet Support

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