How to Run a Light Review of Microsoft 365 Resources From small businesses to large enterprises, unused resources can accumulate within a Microsoft 365 environment over time. In this video, we'll explain how MSPs can run a Microsoft 365 resource review of licenses, mailboxes, and other resources to optimize Microsoft 365 licensing. Before we begin, be sure to subscribe to NinjaOne’s IT video hub and our YouTube channel for more tech content like this. Review Licensing and User Accounts Identifying unused Microsoft 365 licenses should be your first priority. Unused licenses can quickly get out of hand and lead to high costs for clients. Start by checking inactive accounts still using paid licenses and cross-reference active accounts with Microsoft 365 user records and license assignments. Next, review users with premium licenses. If they aren't making use of advanced features, consider moving them to a lower-cost license tier. Audit Inactive Mailboxes and Shared Accounts Unused mailboxes from shared accounts or disabled users can consume resources and create potential security risks. Review the last login activity for mailboxes via PowerShell or Microsoft 365 Admin Center reports. Also, check if all shared and role- based accounts should be active. Lastly, check whether any disabled accounts still have access to licensed mailboxes. Check Teams and SharePoint Usage Inactive collaboration tools such as Microsoft Teams, OneDrive, and SharePoint complicate infrastructure and pose security risks. The Microsoft 365 Admin Center can generate reports for any activity from the past 90 days, so that you can identify inactive Teams, SharePoint sites, or OneDrive locations with little or no user activity. You can archive or delete these resources, or implement governance and lifecycle policies to help prevent future sprawl. Document Findings in Business Language Once you've collected your data, translate the technical findings into business language that stakeholders and IT leaders can easily understand. Focus on cost, productivity, and business outcomes to help clients see the benefits and results of your work. Summarize your findings in a concise, easy-to-digest report or slide. Integrate into QBRs or Renewal Discussions During Quarterly Business Reviews, or QBRs, show your clients cost savings, risk reductions, and increased IT efficiency. Cleanup of your Microsoft 365 resources helps simplify IT management and reduce administrative overhead. Use clear visuals and simple metrics to help non-technical stakeholders quickly understand the business impact of your recommendations. Automate Your M365 License Usage Report Running a light review of unused Microsoft 365 resources allows you to reduce costs, minimize security risks, streamline license management, and demonstrate ongoing value to clients. Consider using an IT management platform that centralizes documentation, automation, and endpoint management to simplify Microsoft 365 resource reviews and ongoing optimization. For more information, check out our official blog post on how to run a light review of unused Microsoft 365 resources, linked in the description below.