Manage services

Move users to different subscriptions

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As your users change roles, they may need features that aren't available in their current Microsoft 365 Business subscription. When this happens, you can add a new subscription that includes those features, and assign licenses to the people who need them.

Add a new subscription

  1. In the Microsoft 365 admin center, in the left navigation pane, select Billing > Purchase services.

  2. Choose the subscription you would like to add, and then select Buy.

  3. Choose how you want to pay and the number of licenses you need, and then select Check out now.

  4. Review your order, and then choose Next.

  5. Confirm your total, and select Place order.

Change the license assigned to a user

  1. In the Microsoft 365 admin center, in the left navigation pane, select Users> Active users.

  2. Select the name of the user, and then select Licenses and apps.

  3. Under Licenses, you'll see your new subscription. Select the check box next to the new subscription, and clear the check box next to the old subscription.

  4. Select Save changes. The license for the new subscription is now assigned to this user.

Remove an unused license

  1. In the Microsoft 365 admin center, select Billing> Products & services.

  2. Select the subscription you want to change, and then select Add/remove licenses.

  3. Use the down arrow to reduce the number of licenses for this subscription, and then select Submit change. You now have the right number of licenses for your users.

As your users change roles, they may need features that aren't available in their current subscription. When this happens, you can add a new subscription that includes those features, and assign licenses to the people who need them.

Let's take a look at that process now.

First, let's add a new subscription. From the Microsoft 365 admin center, select Billing, then Purchase services. Review your options, and choose the subscription you would like to add. Select Buy, choose how you want to pay, and the number of licenses you need. Select Check out now. Review your order, choose Next, confirm your total, and select Place order. Your new subscription has been added to your account.

Now let's change the license that is currently assigned to a user.

Select Users, Active users, the name of the user, and Licenses and apps. Under Licenses, you'll see your new subscription. Select it, then deselect the old subscription. Choose Save changes. The license for the new subscription is now assigned to this user. You now have an unused license in your other subscription. You can assign this to another user, or remove that license so that you're not paying for more than you need. 

To remove the extra license, select Products and services, then go to the subscription you want to change, and choose Add/remove licenses. Choose the down arrow to reduce the number of licenses for this subscription, then Submit change. You now have the right number of licenses for your users.

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