Does your organization strive to achieve a consumption based licensing model for your Office 365 environment?  This blog post explains how you can use the Power BI Adoption Preview content pack and the Office 365 Portal to generate Office 365 Consumption Reports that you will need to properly manage your Office 365 environment.  MetrixData360 is here to help you in your quest to optimize your organization’s Microsoft licensing (all licensable products deployed in the cloud, on-premise or in hybrid environments).  Let us know if you’d like our help.

1       Office 365 Service Descriptions

The following link provides detailed descriptions of the services and features that are available with Office 365:

https://technet.microsoft.com/en-us/library/office-365-service-descriptions.aspx

2      Office 365 Business Plan Comparison Matrix

The following link compares features across the Office 365 Business Plans:

https://products.office.com/en-CA/business/compare-more-office-365-for-business-plans?legRedir=true&CorrelationId=cd322a5e-7b9c-467b-96d7-16b8074b9dda

3      View and work with the reports in the Office 365 Adoption Content Pack in Power BI

The dashboard provides you with a quick overview of the main usage and adoption metrics. By clicking on the top level metrics you can access the more detailed underlying reports. Each report tab contains data visualizations specific to an aspect of Office 365 adoption for your organization. The data collected is explained in the title of each report and also a tile that contains further information about the visualizations on the report tab that you are viewing.

To get started with your reports, here are some tips:

  • Use the navigation tabs on the bottom of the dashboard to navigate to different reports.

  • Many reports contain a slicer where you can filter to the product, or activity you want to view. These can be either single-select, or multi-select.

  • Hover over data points to view a callout that contains details.

Source: https://support.office.com/en-us/article/Working-with-the-reports-in-the-Office-365-adoption-content-pack-286fcf0b-ffc7-4593-8073-d7a4a5dd2b45?ui=en-US&rs=en-US&ad=US

4      Definition of Active User in Usage Reports

An active user of Office products for the Office 365 Adoption content pack and the Activity Reports in the Office 365 admin center is defined as follows.

Definition of an active user Notesange Online Any user who has read or sent an email. No calendar information is represented, this will be added in an upcoming update. SharePoint Online Any user who has interacted with a file by creating, modifying, viewing, deleting, sharing internally or externally, or synchronizing to clients on a team site or a group site. This definition will be enhanced in the future with additional user activity information, such as page views, number of times a user has visited a page, and number of pages a user has visited. It will also capture activity from all site types in addition to groups and team sites. Metrics between the Office 365 Admin center usage reports and the Adoption content pack may get out of synchronization. Updates to the content pack will be released periodically to keep them synchronized. OneDrive for Business Any user who has interacted with a file by creating, modifying, viewing, deleting, sharing internally or externally, or synchronizing to clients. Yammer Any user who has read, posted, or liked a message on Yammer. Skype for Business Any user who has participated in a peer-to-peer session (including instant messaging, audio and video calls, application sharing, and file transfers) or who has organized or participated in a conference. Office Any user who has activated their Office 365 Pro Plus, Visio Pro or Project Pro subscription on at least one device. Office 365 Groups Any group member that has mailbox activity (if a message has been sent to the group) This definition will be enhanced with group site file activity and Yammer group activity (file activity on group site and message posted to Yammer group associated with the group.) This data is currently not available in the Of

Source: https://support.office.com/en-us/article/Active-user-in-Office-365-usage-reports-093a6d0d-890b-489e-9f46-b15687d3fe4f?ui=en-US&rs=en-US&ad=US

5      Power BI – Office 365 Adoption Preview

Navigate to your organization’s Power BI Office 365 Adoption Preview dashboard using your Internet Browser.

5.1     Dashboard

  1. On the main dashboard, click the button (identified with red box in previous screenshot) to share the dashboard with the MetrixData360 team (obtain email address from your MetrixData360 Account Manager).
  2. If you chose to share your dashboard with the MetrixData360 team you can skip to section 6.
  3. Alternatively, please print the screen, selecting a method to Save as PDF.
  4. Click the “Last month: % of users active in a product” tile (identified with the blue box in previous screenshot) to load the Product Usage Overview.

5.2     Product Usage Overview

In this report, you can see which products are being used in your organization and how they’re being used. For activity reports, select a product to analyze, or click to expand the product name and select a specific action. Looking at activity trends can show which Office 365 products people prefer for communication and collaboration.

By default, Exchange is selected when it is initially loaded.

  1. Print the screen, selecting a method to Save as PDF.
  2. Select OneDrive and unselect Exchange from the Select a product or activity tile (identified by red box in previous screenshot).

  1. Print the screen, selecting a method to Save as PDF.
  2. Select SharePoint and unselect OneDrive

  1. Print the screen, selecting a method to Save as PDF.
  2. Select Skype and unselect SharePoint

  1. Print the screen, selecting a method to Save as PDF.
  2. Click on the “Office activation” tab along the bottom to navigate to the Office Activations screen.

5.3     Office Activation

This report shows how many users have been activated (and on what devices) compared to the number of enabled Office 365 users.

Select the Office product within the Select an “Office product” tile to view the details by product.

  1. Print the screen, selecting a method to Save as PDF.
  2. Select the next product and unselect the current product within the “Select an Office product tab”.
  3. Repeat #1 and #2 for all products listed in the “Select an Office product” tile.
  4. Within the bottom navigation menu, scroll all the way to the right using the right arrow (identified by blue box in previous screenshot) and select the “Assigned licenses” tab.

5.4     Assigned Licenses

This report provides a way to view the number of users subscribed by product.

  1. Print the screen, selecting a method to Save as PDF.

6      Office 365 Portal

6.1     Usage Reports

Navigate to your organization’s Office 365 Portal Usage Reports by clicking on this link:

https://portal.office.com/adminportal/home#/reportsUsage

  1. Click on the “180 days” filter (identified by purple box in previous screen shot).
  2. Print the screen, selecting a method to Save as PDF.
  3. Click on the “Email Activity” tile to drill down into the data and follow instructions in section 6.2.
  4. Click on the “OneDrive files” tile to drill down into the data and follow instructions in section 6.2.
  5. Click on the “SharePoint files” tile to drill down into the data and follow instructions in section 6.2.
  6. Click on the “Skype for Business activity” tile to drill down into the data and follow instructions in section 6.2.
  7. Click on the “Office activations” tile (you may need to scroll down to see the next row of tiles) to drill down into the data and follow instructions in section 6.2.
  8. Click on the “Yammer activity” tile to drill down into the data and follow instructions in section 6.2.

6.2     Activity Data by Product

  1. Click on the “Users” selection (identified by red box in previous screen shot).
  2. Print the screen, selecting a method to Save as PDF.
  3. Click on the “Export” link at the top right of the data table to export the data (identified by blue box in previous screen shot).
  4. Click on the “Usage” navigation breadcrumb link (identified by yellow box in previous screenshot) to navigate back to Usage Report.
  5. Refer to section 6.1 for a complete list of products to obtain detailed activity data.

6.3     Licenses

Navigate to the Licenses Summary page by clicking on this link:

https://portal.office.com/adminportal/home#/licenses

  1. Print the screen, selecting a method to Save as PDF.

6.4     Users

Navigate to the Active Users (all configured users) page by clicking on this link:

https://portal.office.com/adminportal/home#/users

  1. Click the Export button (identified by red box in previous screenshot) to export the complete list of Office 365 users complete with licenses/subscriptions assigned.

Now you have the materials that you’ll need to understand your organization’s Office 365 usage.  You will have to generate these reports on a regular basis (weekly, bi-weekly or monthly) so that you/your team can actively manage your organization Office 365 licenses/subscriptions.

If you would like MetrixData360 to help you achieve your organization’s Microsoft license optimization goals, click here to book a free consultation with the MetrixData360 team.


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