Have You Reviewed Your Microsoft Licensing?

When assessing your Microsoft licensing agreements, it’s best to work with an experienced managed services provider (MSP), who can assist with optimizations, upgrades, duplication issues, costs, and more.

Nov 05, 2020 | 3 min read

Man using laptop in office with word LICENSING on the screen

Keeping track of your business processes, technology, and services is a major component of your day-to-day activities. But don’t forget about managing your organization’s hardware, software, and other licensing measures, which can all easily fall off your radar. 

This also includes compliance and security—both even more paramount with the increases of remote workers and bring-your-own-device measures. 

With many business functions built on Microsoft 365 platforms, it’s crucial to ensure your software licensing is up to date and compliant. 

Learn how a well-versed Managed Services Provider (MSP) can help with licensing pain points such as accuracy, compliance, updates, costs, and more.

Schedule Discussion

 

What to Look For

It’s important to take inventory on licensing for current Microsoft products, to help prevent overpayment due to duplicate and inactive licenses, whether on-prem or cloud licensing.  Also it’s critical to be aware of End-of-Life products such as Exchange 2010, Windows 7, and others, due to the vulnerabilities they may expose.

If you weren't already aware, Microsoft has made changes to its licensing structure. If you haven't recently reviewed or assessed your licensing plans and their inclusions, now is as a good a time to take advantage of these added benefits.

It’s important to take inventory on licensing for current Microsoft products, to help prevent overpayment due to duplicate and inactive licenses, whether on-prem or cloud licensing.  Also it’s critical to be aware of End-of-Life products such as Exchange 2010, Windows 7, and others, due to the vulnerabilities they may expose.

Since email can be a huge target for attempts of malicious attacks, this can be a good time to audit your security measures for compliance and data privacy.

Within this realm, how are you protecting your cloud data?  Are you backing it up?  This should be a critical part of your review and audit process, and we recommend you use a third party backup and not rely exclusively on Microsoft for backup of your email and file data stored within these applications. 

 

Helpful Tips & Best Practices

Consider the following potential pitfalls when examining your licensing. If you’re still unsure, enlist the assistance of a knowledgeable MSP:

  • Duplicative & Unused Licenses: Ensure you aren’t paying for licenses used by former employees or unsupported software. Utilizing or duplicating the same product key on more than one device isn’t recommended due to security, privacy issues, and legal ramifications.
  • A la Carte Licensing: For organizations using even just a few Microsoft 365 programs, such as Word and PowerPoint, it’s more economical to purchase the entire suite for cost-savings, long-term features, and cohesiveness.
  • Removing Duplicate Applications: With many upgrades and improvements facilitated by Microsoft Teams, OneDrive, and InTune, you might be paying additional fees for other similarly branded applications already offered through the Microsoft platform.
  • Understand Current Licensing: Check on active employees vs. amount of email addresses you have for each. This is also important for remote workers with multiple email addresses. You will be charged for this email—regardless of whether it’s being used or not—so it’s best to consolidate or scrub any inactive accounts.
  • Check Your Inventory: For midsize or larger organizations, it’s recommended to keep track of multiple seats and licenses through an inventory management platform. 

Help is on the Way


Whether you’ve just begun to review your Microsoft licensing or haven’t even thought to do so, it’s best to work with a trusted MSP for best practices and guidance. 

Schedule Discussion

 

Learn how LincolnIT can assist your organization with review and compliance regarding Microsoft licensing measures. Click here to schedule a discussion today.

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