Tenant Analysis Service Free — Microsoft 365 Usage & Licensing Insights
Tenant Analysis Service Free is a no-cost Microsoft 365 tenant analysis service for organizations that want quick, high-level visibility into user activity, licensing, and application usage across their Microsoft 365 environment.
What this engagement is
This service provides reports and high-level insights into a Microsoft 365 tenant so the customer can understand key metrics and trends such as user activity, license usage, application usage, Teams and group activity, and Microsoft 365 app usage. The service is free of charge, prepared quickly from a growing list of standard, pre-built reports, and delivered within a 4-day window. Reporting covers user activity, licensing, and application usage across the Microsoft 365 ecosystem — including Teams, OneDrive, and SharePoint — with report review and explanatory notes agreed during scoping. It is a reporting and visibility engagement: recommendations and remediation are scoped separately.
Success criteria
What you receive
How the work unfolds
Day 1 — Kickoff and scope confirmation. Confirm the customer tenant, reporting objectives, standard report set, any custom report or in-depth analysis items, required contacts, access method, data privacy expectations, and whether named-user reporting is permitted.
Day 1 — Access setup and validation. Request and validate least-privilege Microsoft 365 administrative access, delegated partner access, or customer-assisted data export capability required to generate the reports.
Day 1 to Day 2 — Data collection. Collect available Microsoft 365 tenant data from Microsoft 365 admin center reports, Microsoft Graph/reporting APIs, workload admin centers, or approved export methods for users, licenses, app usage, Teams, groups, OneDrive, SharePoint, Exchange, and related workloads where applicable.
Day 2 to Day 3 — Report preparation. Populate the agreed report templates, normalize license and usage data, apply agreed filters or grouping, and include available cost information where licensing cost data is accessible or supplied by the customer.
Day 3 — Quality review. Perform internal checks for data completeness, duplicate or inconsistent records, missing permissions, unexpected anonymization, report refresh issues, and obvious outliers that require notation.
Day 4 — Handoff and review. Deliver the report package, walk through the key views and metrics with the customer when scheduled, capture questions, and identify any follow-up items that would require a separate advisory, remediation, optimization, or implementation engagement.
Day 4 — Closure. Confirm delivery completion, document known limitations in the report output, and remove or reduce temporary access where applicable.
Prerequisites
Who does what
IT Partner
- Confirm the engagement scope, standard report set, any custom report or in-depth analysis items, reporting period assumptions, access requirements, and delivery schedule.
- Provide clear access requests and use least-privilege permissions where practical for the reports being generated.
- Collect available Microsoft 365 reporting data using approved tools, Microsoft admin portals, Microsoft Graph/reporting APIs, or customer-approved export methods.
- Prepare the agreed tenant analysis reports and apply reasonable formatting, filtering, and validation for readability and completeness.
- Identify visible data limitations, missing permissions, anonymized fields, unavailable reports, or Microsoft reporting constraints that affect the output.
- Conduct a report handoff or review interaction when scheduled and explain the meaning of the main metrics in plain language.
- Handle customer data professionally and remove or reduce temporary access after completion where applicable.
Your team
- Assign a sponsor or primary contact for the engagement and respond to access or clarification requests during the 4-day service window.
- Approve the analysis of Microsoft 365 tenant usage, licensing, and activity data in accordance with internal policies.
- Provide or approve the required administrative roles, delegated access, temporary account, or export process needed to generate the reports.
- Confirm whether identifiable user, group, and site names may be included in reports or whether anonymized output is required.
- Provide license pricing assumptions, contract-specific pricing, department mappings, or other business context if cost-related views are expected to reflect the customer's real commercial position.
- Attend the report review or designate reviewers who can validate business context and ask follow-up questions.
- Decide whether any follow-up remediation, license optimization, adoption, governance, security, or custom reporting work should be scoped separately.
What's not included
Limitations & technical notes
Frequently asked questions
What is Tenant Analysis Service Free for Microsoft 365?
Tenant Analysis Service Free is a no-cost Microsoft 365 tenant analysis service that provides quick, high-level visibility into user activity, licensing, and application usage across a Microsoft 365 environment. It is intended to help organizations understand key metrics and trends such as user activity, license usage, Microsoft 365 app usage, Teams activity, and group activity.
How much does Tenant Analysis Service Free cost?
Tenant Analysis Service Free is free of charge — $0. It is a standalone analysis service; any follow-up advisory or remediation work is quoted separately.
How long does Tenant Analysis Service Free take?
The service takes 4 days. The schedule within that window — access setup, data collection, report preparation, and handoff — follows the implementation plan and is agreed at kickoff.
What reports are included in Tenant Analysis Service Free?
Tenant Analysis Service Free includes standard reports covering essential Microsoft 365 tenant metrics from a growing list of pre-built reports. Listed examples include a Users Report, M365 Report, MS 365 App Usage Insights report, and Teams and Groups Report. Agreed custom report views and review iterations are confirmed during scoping.
What does the Users Report include?
The Users Report includes user and licensing metrics such as total number of users, blocked users and the cost of their licensing, members and guests with licensing costs, licensed users, dynamics of user activity, platform usage by users, and monthly trends of new users. This report is informational and is designed to show high-level user and license patterns in the tenant.
What does the M365 Report include?
The M365 Report includes the ratio of activated Office 365 licenses to assigned licenses, the costs of activated, assigned, and unactivated licenses, usage of shared computers by users, and application usage activity for Outlook, Teams, OneNote, Excel, Word, and PowerPoint. It helps identify broad Microsoft 365 license activation and app usage trends.
What does the MS 365 App Usage Insights report include?
The MS 365 App Usage Insights report includes usage of Microsoft apps such as Teams, OneDrive, SharePoint, Exchange, and Viva Engage (formerly Yammer), along with the number of licensed and unlicensed users and user activity over the last 180 days. It is designed to provide high-level insight into how Microsoft 365 apps are being used across the tenant.
What does the Teams and Groups Report include?
The Teams and Groups Report includes Teams activity such as calls, meetings, messages, and private messages in the last 180 days, the number of users using Teams, user activity over the last 180 days, activity across different platforms, total number of groups, group activity, and number of users in each group. It provides an informational view of collaboration usage in Microsoft Teams and Microsoft 365 groups.
Are custom reports included in Tenant Analysis Service Free?
Agreed custom report views and review iterations can be included within the free-service scope, which emphasizes standard informational reports. Confirm the practical boundaries with IT Partner before kickoff; deeper custom analysis is available through the Premium tenant analysis service.
Does Tenant Analysis Service Free include recommendations for optimization or remediation?
Reports are informational and may not include tailored recommendations. The free service is best understood as a reporting and visibility engagement; recommendation-level analysis and remediation planning are scoped separately or delivered through the Premium tenant analysis service.
What Microsoft 365 data period is covered by the reports?
Some listed reports include user and app activity over the last 180 days, including MS 365 App Usage Insights and Teams and Groups activity. The exact historical range depends on the report type and the Microsoft 365 reporting data available in the tenant; confirm any required reporting period with IT Partner.
Will Tenant Analysis Service Free cause downtime or affect users?
No. The service is analysis and reporting only — no production configuration changes are made. Data is collected with least-privilege, read-oriented access approved by the customer, so users are not affected.