How to Upgrade Microsoft 365 Licenses:
- Admin Center: Use Microsoft 365 Admin Center to manage upgrades.
- Select Users: Choose users requiring upgraded licenses.
- Switch Plans: Upgrade from Business to Enterprise easily.
- No Data Loss: Data and settings remain intact during the upgrade.
- Billing Adjustments: Charges adjust automatically after the upgrade.
How to Upgrade Microsoft 365 Licenses
Determine Your Current License Type
Before upgrading, it’s crucial to identify which Microsoft 365 license you currently have.
Depending on your existing license type, different upgrade paths are available.
- Example: If you are currently using Microsoft 365 Business Basic, you need to determine if you want additional features like desktop Office apps or advanced security options, which might mean moving to Microsoft 365 Business Standard or Business Premium.
- How to Check: Go to the Microsoft 365 Admin Center, navigate to Billing > Your products, and find the subscription information. This will show you which license you have and its current status.
Understand Your Business Needs
When considering an upgrade, assess your organization’s specific requirements. Consider how an upgrade can improve efficiency and address your current limitations.
Key Considerations:
- Advanced Security: If your team needs more advanced security tools like Microsoft Defender for Office 365, upgrading to a higher-tier license, like Microsoft 365 Business Premium, might be the best choice.
- Desktop Applications: If employees need full versions of Office apps installed on their devices rather than web versions, consider upgrading from Business Basic to Business Standard.
- Scalability: Does your business need tools to accommodate growing users or increased file storage? Upgrading your Microsoft 365 plan can provide these additional resources.
Example: A small business using Microsoft 365 Business Basic might want to upgrade to Business Premium to take advantage of enhanced security features and access to desktop apps.
Compare Microsoft 365 Plans
Microsoft offers several plans, each with different features tailored to the needs of various organizations. Comparing these options helps you choose the most appropriate upgrade for your business.
Microsoft 365 Plan Comparisons:
- Business Basic: Includes web and mobile versions of Office apps, Teams, and 1 TB of OneDrive storage per user. It does not include desktop apps.
- Business Standard adds desktop versions of Office apps, making it suitable for businesses needing offline capabilities.
- Business Premium: Includes everything in Business Standard, plus advanced security features like Azure Information Protection and Intune for device management.
- Enterprise Plans (E3, E5): Designed for larger businesses, these plans offer enterprise-level security, compliance, and additional productivity features, such as Power BI and advanced data analytics.
Example:
- Scenario: A marketing firm using Microsoft 365 Business Standard wants to improve data security. Upgrading to Business Premium would offer advanced security features, including Azure Information Protection to protect sensitive data and Intune for better device management.
Access the Microsoft Admin Center
The easiest way to upgrade your Microsoft 365 license is through the Microsoft Admin Center, where administrators manage user accounts, licenses, and services.
Step-by-Step Instructions:
- Sign In: Log in to the Microsoft 365 Admin Center using your admin credentials.
- Navigate to Billing: On the left-hand menu, click Billing, then select Your Products.
- Select the Subscription: Click on the subscription you want to upgrade.
- Upgrade Options: You will see the available upgrade options. Click Upgrade to proceed.
Example: If your current license is Business Basic, and you decide to move to Business Standard, the Admin Center will show this as an available option, including the price difference.
Complete the Upgrade Process
After selecting the desired upgrade, follow the on-screen prompts to complete the upgrade process.
Things to Keep in Mind:
- Billing Adjustments: The cost will be adjusted based on your upgrade. Microsoft may issue a pro-rated bill if you upgrade mid-billing cycle.
- User Assignments: Ensure each user receives the correct upgraded license during the upgrade. If you have a mix of license types, you may need to manually assign upgraded licenses.
Example:
- Scenario: A mid-sized company is upgrading from Microsoft 365 Business Standard to Business Premium. After confirming the upgrade, they need to reassign licenses to ensure all employees have access to new features, such as advanced threat protection and device management.
Verify Licensing Changes
Once you’ve completed the upgrade process, verifying that the changes have been successfully implemented is important.
Verification Steps:
- Check User Licenses: Return to the Microsoft 365 Admin Center, click on Users, and verify that each user has been assigned a new license.
- Test Features: Ensure upgraded features, such as desktop Office apps or security tools, function as expected.
- Communicate to Users: Inform your users about the new features and provide necessary training.
Example:
- Scenario: After upgrading to Business Premium, a company might need to verify that features like Microsoft Defender and Intune are accessible to all employees. They might conduct a simple test by ensuring that the security tools can be accessed and that new apps are available for download.
Tips for a Successful Upgrade
- Plan Ahead: Schedule the upgrade during non-peak hours to minimize disruptions.
- Backup Data: While data loss is rare during upgrades, it’s a good idea to back up critical files before making significant changes.
- Communicate with Users: Inform your employees about upcoming changes so they understand how to maximize new features.
Example:
- Scenario: A company upgrades its license over the weekend to ensure minimal disruption. Before initiating the upgrade, they email all staff members the new features and instructions on accessing them.
Upgrade Microsoft 365 Licenses FAQ
How can I assign licenses in Microsoft 365?
Go to Admin Center, click Users > Active Users, select a user and assign the license from the product list.
How to remove a Microsoft 365 license from a user?
In Admin Center, navigate to Users, select the user, and choose Unassign Licenses under their profile.
Can I transfer a Microsoft 365 license to another user?
Yes, unassign the license from one user and assign it to another user within the Admin Center.
What is the difference between Microsoft 365 Business and Enterprise licenses?
Business licenses are for small to medium businesses, while Enterprise licenses offer advanced features for larger organizations.
How to add more users to my Microsoft 365 subscription?
In the Admin Center, go to Users, then Add a User, and follow the prompts to assign a license.
What happens if my Microsoft 365 subscription expires?
Your access will be limited, and after a grace period, your data will be deleted if the subscription isn’t renewed.
How do I change my billing frequency for Microsoft 365?
Visit the Billing section in the Admin Center, select your subscription, and modify the billing frequency to monthly or annually.
Can I downgrade my Microsoft 365 license?
Downgrades aren’t supported directly. You must cancel the current subscription and purchase a new one with fewer features.
How to check the number of available licenses in Microsoft 365?
Go to Billing > Your Products in the Admin Center to view available and assigned licenses.
How do you manage Microsoft 365 license renewals?
License renewals can be set to automatic or manual in the Billing section of the Admin Center.
How to switch between Microsoft 365 plans?
In Billing, choose the plan you want to switch to and follow the upgrade or change plan steps.
Can I combine different Microsoft 365 licenses in my organization?
You can assign different licenses to various users based on their specific needs.
How do I cancel my Microsoft 365 subscription?
Navigate to Billing > Your Products, select the subscription, and choose Cancel Subscription.
How long does it take to upgrade Microsoft 365 licenses?
License upgrades usually take effect immediately after completing the process in the Admin Center.
What support options are available for Microsoft 365 license issues?
Contact Microsoft 365 support via the Admin Center, where live chat and ticket options are available.
