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Licensing: Microsoft 365 Backup

How Microsoft 365 licensing works in Netstream Security Service: changes, seat definition and subscription options.

Chargeable seats

The Microsoft 365 seats to which a seat licence applies are:

  • Mailbox
  • OneDrive
  • Public folder
  • Mailbox and/or OneDrive with access to backed-up SharePoint sites and/or Microsoft Teams.

Each Microsoft 365 service used, such as OneDrive or public folders, requires a licence. However, licensing is not based directly on the number of services used, but on the email address, which serves as a unique identifier. 

When you back up a SharePoint or Teams site, every user who has access to the site is counted, even if that user is not protected separately (as a mailbox/OneDrive). This already includes what is known as "Limited Access", i.e. shared access to individual folders or files for internal M365 users.

Example: max.muster@muster.ag has a mailbox, access to OneDrive and is a member of your Teams group. Licensed services: 3, seats required: 1

Free seats

The following items are not charged (shown as Microsoft 365 shared seats):

  • Shared mailboxes
  • Rooms and equipment
  • External user(s) with access to backed-up SharePoint sites and Microsoft Teams.
  • Licensing of deactivated items (not licensed on the Microsoft side): Mailbox, OneDrive, SharePoint, Microsoft Teams

Please note that even if a user's Microsoft 365 licence has been revoked, their data can still be backed up and will use up the quota. This can only be resolved once the user has been deleted from the Microsoft 365 admin centre or removed through an Active Directory synchronisation.

Downloading the report

Company administrators can download a report on the protected Microsoft 365 seats and their licensing. The report is in CSV format and contains information on the licensing status of a seat and the reason why a licence is used. The report also contains the name of the protected seat, the associated email, the group, the Microsoft 365 organisation, and the name and type of the protected workload.

To download the licensing report for Microsoft 365 seats:

  1. Log in to the Cyber Protection service console as a company administrator.
  2. Click the account icon in the top right corner.
  3. Click Microsoft 365 seats licensing report.

Note that the same user can appear several times in the report if they have several items that require a licence. In such a case, however, only one licence is used for this user. The number of M365 seat licences used in the console may therefore differ from the number of items in the report.