Microsoft Office 365 Tenant - Licensed/Unlicensed User Report

Office 365 user accounts and Office 365 licenses do not need to have a one-to-one correspondence: it is possible to have Office 365 users who do not have an Office 365 license, and it is possible to have Office 365 licenses that have not been assigned to a user. With so many different user configurations possible, its only natural that administrators find it hard to track the license assignment and access settings of each user. Using this report, administrators can quickly determine the count of licensed/unlicensed users.

To generate the report, do the following:

  1. Follow the menu sequence: REPORTS BY FUNCTION -> Domain-specific Reports -> Microsoft Office 365 Monitoring -> Microsoft Office 365 Tenant-> Licensed/Unlicensed Users

  2. Figure 1 then appears. In Figure 1, select a criteria for analysis from the Analyze By list box.

    Criteria for Generating User Activities Report

    Figure 1 : Specifying the criteria for generating the User Activities report

  3. Using this report, you can analyze the operations performed by the users on one/more managed components, or those that are part of a zone, service or segment. The options provided by the Analyze By list box are discussed hereunder:

    • Component: Select this option to choose the component(s) from across all the managed components in the environment.
    • Zone: To generate a report for one/more components that are included in a zone, pick the Zone option. A Zone drop-down list will then appear, from which you would have to select the zone to which the components of interest to you belong. A Sub zone flag also appears. Indicate whether the components present within the sub-zones of the chosen zone are also to be to be considered for report generation, by setting the Sub zone flag to Yes.
    • Segment: If you want to generate a report for one/more chosen components that belong to a segment, select the Segment option from Analyze By list box, and then pick the Segment from the drop-down list that appears.
    • Service: If you want to generate a report for one/more components involved in the delivery of a service, select the Service option from Analyze By, and then pick the required Service from the drop-down list that appears.

  4. Choose a Component Type for which the report is to be generated.

  5. The Components list will now be populated with all the components that are managed in your environment for the chosen component type.

  6. Choose a User Type for which the report is to be generated.

  7. The Licenses list now be populated with all the licenses that are assigned to the users only when the User type is selected as Licensed Users. The Licenses list will not be displayed when the User Type is selected as Unlicensed Users or All Users.

  8. In addition to the settings discussed above, this report comes with a set of default specifications. These settings are hidden by default. If you do not want to disturb these default settings, then you can proceed to generate the report by clicking the Run Report button soon after you pick one/more components for report generation. However, if you want to view and then alter these settings (if required), click on the View and Alter icon icon. The default settings will then appear in the MORE OPTIONS drop down window (See Figure 2). The steps below discuss each of these settings and how they can be customized.

    Default Settings for Generating Report

    Figure 2 : The default settings for generating the report

  9. In large environments, reports generated using months of data can take a long time to complete. Administrators now have the option of generating reports on-line or in the background. When a report is scheduled for background generation, administrators can proceed with their other monitoring, diagnosis, and reporting tasks, while the eG manager is processing the report. This saves the administrator valuable time. To schedule background processing of a report, you can either select the Background Save - PDF option from the Report Generation list. To process reports in the foreground, select the Foreground Generation - HTML option from this list.

    Note:

    • The Report Generation list will appear only if the EnableBackgroundReport flag in the [BACKGROUND_PROCESS] section of the eg_report.ini file (in the <EG_INSTALL_DIR>\manager\config directory) is set to Yes.
    • The default selection in the Report Generation list will change according to the Timeline specified for the report. If the Timeline set is greater than or equal to the number of days specified against the MinDurationForReport parameter in the [BACKGROUND_PROCESS] section of the eg_report.ini file, then the default selection in the Report Generation list will be Background Save - PDF. On the other hand, if the Timeline set for the report is lesser than the value of the MinDurationForReport parameter, then the default selection in the Report Generation list will be Foreground. This is because, the MinDurationForReport setting governs when reports are to be processed in the background. By default, this parameter is set to 2 weeks - this indicates that by default, reports with a timeline of 2 weeks and above will be processed in the background.

  10. Click the Done button if any changes were made to the More Options drop down window.

  11. Finally, click the Run Report button to generate the report.

  12. If the Report type is Foreground Generation - HTML, then the Report will appear as soon as you click the Run Report button.

  13. In the generated report (see Figure 3), the Licensed User Details section reports the total count of licensed users, the list of user principal name, display name and the assigned licenses to the licensed users. The Unlicensed Internal User Details section reports the user principal name and display name of the unlicensed internal users.

    Generated Licensed/Unlicensed User Report

    Figure 3 : The generated Licensed / Unlicensed User report