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  • Writer's pictureJJC Systems

Assigning License to User on Office 365

1. Purpose: The purpose of this Standard Operating Procedure (SOP) is to outline the steps to assign a license to a user on Office 365. Assigning licenses ensures that users have the necessary access and permissions to utilize the services and features available within their assigned license plan.

2. Scope: This SOP applies to administrators or authorized personnel responsible for managing user accounts and licenses in Office 365.

3. Prerequisites:

  • Valid administrator credentials with appropriate permissions to manage user licenses in Office 365.

  • Knowledge of the available license plans and the services/features included in each plan.

  • Access to the Office 365 admin portal.

4. Procedure:

Step 1: Sign in to the Office 365 Admin Portal

  • Launch a web browser and navigate to the Office 365 Admin Portal


  • Enter your administrator credentials (username and password) and sign in.

Step 2: Access the User Management Section

  • Once signed in, navigate to the "Users"or "Active Users"section in the admin portal. The exact location of this section may vary depending on the Office 365 admin interface.

Step 3: Locate the User

  • Search for the user to whom you want to assign a license by entering their name or email address in the search bar, or browse through the list of active users.

Step 4: Assign a License

  • Select the user from the search results or user list to access their details and management options.

  • Locate the "Licenses and Apps" or "Licenses" tab within the user management interface.

  • Click on "Edit" or "Assign license" to manage the user's license assignments.

Step 5: Choose the License Plan

  • In the license assignment interface, you will see a list of available license plans.

  • Review the available license plans and select the appropriate plan for the user based on their requirements.

Step 6: Customize License Options (Optional)

  • Some license plans may offer customization options, such as enabling or disabling specific services or features.

  • If necessary, review and customize the license options according to the user's needs.

Step 7: Confirm and Assign the License

  • Once you have selected the appropriate license plan and customized the options (if applicable), review the summary of the license assignment.

  • Ensure that the correct license plan is selected and any customization is accurate.

  • Click on "Assign" or "Save" to assign the license to the user.

Step 8: Verify License Assignment

  • After assigning the license, verify that the user now appears as assigned to the selected license plan.

  • Review the user's license details, services, and features to confirm the assignment was successful.

5. Documentation:

  • It is essential to maintain proper documentation of license assignments for record-keeping and auditing purposes. Maintain a log or record of each user's assigned license, including the date of assignment and any customization details

Note: The steps provided in this SOP may vary slightly depending on the specific version or interface of Office 365 being used. Always refer to official Microsoft documentation or consult with your organization's IT support for any platform-specific variations or updates.

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