Assigning Licenses and User Management Demo
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In this course, we take an introductory look at administration within Microsoft 365.

Learning Objectives

  • Describe the capabilities of the Microsoft 365 admin center
  • Describe user licensing, roles, and reporting in the Microsoft 365 admin center
  • Explain how Microsoft 365 helps manage applications and devices
  • Understand the Microsoft support structure for Microsoft 365 services

Intended Audience

  • Users new to Microsoft 365
  • Users who want to learn the administrative tools and capabilities available within Microsoft 365


To get the most out of this course, you should have an understanding of general technical concepts. 


Here we are in the Microsoft 365 admin center. For the purpose of this example, let's say that we just started with our Microsoft 365 license and we want to set up our users with licenses and roles. First thing we want to do is simply navigate over to the user's option on the navigation bar and click on 'Active users'. From here, we can see a list of all the users within our organization. Currently as you can see, we only have myself as a listed user. 

So, first thing we need to do is come over here and click out a user. We enter their name which will autogenerate their display name. We can adjust their display name if we want and afterwards we have options for setting up their password. So, I will have it automatically create a password and also check this box so the first time they log in, they're prompted to customize their password. Once we've done that, we can click 'Next' and move on to assigning the licenses. This will show all of your available licenses you can add to the user. Just to showcase the customizability of this, if I chose Office 365 E5, you'll notice that below the app section has many more options. 

I can then scroll down and adjust what specific access I want them to have. For example, if I wanted to remove Microsoft bookings, I simply scroll down, find bookings, uncheck that box, and now they have all of the E5 license without Microsoft bookings. However, since I don't have another license for E5, we'll simply scroll back up and choose Microsoft Viva Insights for now. From there, we hit 'Next' and move on to user roles. If I wanted to give John admin access, I could click here and choose which admin role I would like to give him. For now, let's just leave him as a standard user. We can then verify all the info and click 'Finish adding'. 

Now if we already had users and wanted to adjust their roles or licenses, we navigate to the same place and users and then active users. The only difference is instead of adding a user, we select the user we want to edit and then choose from the options that pop up. To add a new role, we navigate over to Roles under the account tab and hit 'Manage roles'. From here, simply choose a role and save changes. To add a license, we instead click on the licenses in Apps tab and just like we saw when creating a new user, we click the license we want that user to have. Then simply save changes and we're all set.


About the Author
Learning Paths

Lee has spent most of his professional career learning as much as he could about PC hardware and software while working as a PC technician with Microsoft. Once covid hit, he moved into a customer training role with the goal to get as many people prepared for remote work as possible using Microsoft 365. Being both Microsoft 365 certified and a self-proclaimed Microsoft Teams expert, Lee continues to expand his knowledge by working through the wide range of Microsoft certifications.