Blue Heron Digital Services

Blue Heron Digital Services, LLC · Lakeland, FL

Microsoft 365 License Check

Upload the CSVs you can download yourself from the Microsoft 365 admin center. We estimate license waste at Microsoft's public list price and reply within 2 business days.

Dollar figures use Microsoft's public US list price (annual commitment). They are estimates, not your invoice. A price you already locked in can be lower until renewal.

  1. 1Download the Active users export, and the Microsoft 365 active users report if you have it. The clicks are below.
  2. 2Drop the CSVs here with your email. There is no Microsoft sign-in and no app to install.
  3. 3The free page shows monthly and yearly waste by category. Names and the cleanup steps are in the paid Cloud Cost Audit. You make the license changes yourself.

Looking for a cloud bill? Use Cloud Bill Check.

Send the CSVs

Email and at least one CSV. No Microsoft sign-in. No app registration.

The free page shows waste in dollars only. Names and the cleanup steps stay in the paid Cloud Cost Audit. Scott replies within 2 business days. Nothing is emailed on its own.

Where to download each file

Everything happens in the Microsoft 365 admin center. Send whichever files you already have. The Active users export is enough to start. The usage report is what prices quiet accounts.

Needed

Active users export

This is the list of people and the licenses assigned to them, including blocked sign-in.

  1. 1Open the Microsoft 365 admin center at admin.microsoft.com and sign in with an admin account. This site never asks you to sign in to Microsoft.
  2. 2If you do not see Users, select Show all at the bottom of the left menu.
  3. 3Select Users, then Active users.
  4. 4Select Export users. If a box asks you to continue, select Continue.
  5. 5When the file is ready, download the CSV. It lists each person, the licenses assigned to them, and whether sign-in is blocked.

You do not create an app registration, and you do not give this website a Microsoft password.

Needed for inactivity

Microsoft 365 active users report

This is the usage report with the last activity date for Exchange, Teams, SharePoint, OneDrive, and the other services.

  1. 1In the same admin center, select Show all if you do not see Reports.
  2. 2Select Reports, then Usage.
  3. 3On the Usage page, select Microsoft 365 apps, then the Active users tab. This is the Microsoft 365 active users report.
  4. 4Select 180 days. The file still records each person's last activity date, which is what the 30, 60, and 90 day checks use.
  5. 5Select Export and download the CSV.
  6. 6If the names look like random codes, open the report settings and turn off Display concealed user, group, and site names in all reports, then export again.

Without this file the check can still see overlapping licenses and blocked accounts. It cannot see quiet accounts.

Optional

Licenses export

This is how the check sees seats you bought that are not assigned to anyone.

  1. 1Select Show all if you do not see Billing.
  2. 2Select Billing, then Licenses.
  3. 3If the page has an Export command, download that CSV. It should list each product and how many seats are purchased, assigned, and available.
  4. 4If there is no Export button, skip this file. The rest of the check still runs.

A simple CSV with columns Product name, Purchased, Assigned, and Available works too if you already have one. Do not type employee names into that file.

Optional

Microsoft 365 Apps usage

This file shows whether people use Word, Excel, and PowerPoint, or only Outlook and Teams.

  1. 1Go back to Reports, then Usage.
  2. 2Open Microsoft 365 apps and select the view whose table includes Word, Excel, PowerPoint, and Outlook. That is the apps usage export, not only the Active users tab.
  3. 3Select a range of 90 days or 180 days, then Export.

This file is optional. With it, an expensive plan that is only used for web mail and Teams can be compared with Business Basic. Without it, a cheaper-plan suggestion keeps desktop Office in the picture.