Which Microsoft 365 services your clients actually open, which ones they ignore, and where license spend goes to waste. Generated by AI via Proxuma Power BI MCP server.
Which Microsoft 365 services your clients actually open, which ones they ignore, and where license spend goes to waste. Generated by AI via Proxuma Power BI MCP server.
The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.
Who should use this: Microsoft 365 administrators, security teams, and account managers
How often: Weekly for license management, monthly for adoption reviews, quarterly for optimization
Which Microsoft 365 services your clients actually open, which ones they ignore, and where license spend goes to waste. Generated by AI via Proxuma Power BI MCP server.
EVALUATE
TOPN(
10,
ADDCOLUMNS(
VALUES('BI_Lighthouse_Service_Usage'[service_name]),
"total_mau",
CALCULATE(SUM('BI_Lighthouse_Service_Usage'[monthly_active_users]))
),
[total_mau], DESC
)All M365 services ranked by cumulative MAU across managed tenants. This is the answer: these are the apps your clients actually use.
| # | Service | Total MAU | % of Top | Category |
|---|---|---|---|---|
| 1 | Intune | 278,206 | 100% | Security |
| 2 | Azure AD Premium | 241,453 | 86.8% | Identity |
| 3 | Azure AD Auth | 220,135 | 79.1% | Identity |
| 4 | Outlook | 207,295 | 74.5% | Productivity |
| 5 | Exchange | 202,213 | 72.7% | Productivity |
| 6 | OneDrive | 151,579 | 54.5% | Productivity |
| 7 | Office ATP | 146,525 | 52.7% | Security |
| 8 | Excel | 141,075 | 50.7% | Productivity |
| 9 | Word | 130,190 | 46.8% | Productivity |
| 10 | Teams | 127,055 | 45.7% | Productivity |
EVALUATE
TOPN(
10,
ADDCOLUMNS(
VALUES('BI_Lighthouse_Service_Usage'[service_name]),
"total_mau",
CALCULATE(SUM('BI_Lighthouse_Service_Usage'[monthly_active_users]))
),
[total_mau], DESC
)Core collaboration and productivity tools compared. Outlook leads, Teams trails behind all other productivity apps.
Outlook at 207K MAU is the dominant productivity app. That makes sense: email remains the primary workflow for most end users. Exchange sits just below at 202K, confirming that the vast majority of Outlook users are on Exchange Online rather than POP/IMAP connections.
The gap between Outlook and Teams is significant. Teams at 127K MAU sits 39% below Outlook. For MSPs selling collaboration, this is the biggest adoption opportunity in the stack. Every E3 and F3 license includes Teams. The usage gap means tens of thousands of licensed users have access but do not use it regularly.
Excel (141K) and Word (130K) fall between Outlook and Teams. OneDrive at 151K edges past both, which suggests file storage is more widely adopted than the desktop Office apps themselves.
EVALUATE
ADDCOLUMNS(
FILTER(
VALUES('BI_Lighthouse_Service_Usage'[service_name]),
'BI_Lighthouse_Service_Usage'[service_name] IN
{"Outlook", "Exchange", "OneDrive", "Excel", "Word", "Teams"}
),
"total_mau",
CALCULATE(SUM('BI_Lighthouse_Service_Usage'[monthly_active_users]))
)
ORDER BY [total_mau] DESCSecurity and identity services dominate the top 3. That is unusual for MSP environments and signals strong management practices.
| Service | Description | Total MAU | Share of Intune | Status |
|---|---|---|---|---|
| Intune | Device management and compliance | 278,206 | 100% | Strong |
| Azure AD Premium | Conditional Access, MFA, Identity Protection | 241,453 | 86.8% | Strong |
| Azure AD Auth | Authentication requests, sign-in activity | 220,135 | 79.1% | Strong |
| Office ATP | Advanced threat protection for email and docs | 146,525 | 52.7% | Gap |
Intune leads the entire M365 stack at 278K MAU. That is a strong signal: managed devices are enrolled and actively reporting. Azure AD Premium follows closely at 241K, meaning Conditional Access policies and MFA enforcement are broadly deployed.
The drop-off to Office ATP at 146K is the main concern. ATP sits at only 52.7% of Intune adoption. Since ATP protects against email phishing and malicious attachments, any tenant with Outlook but without ATP has an unprotected mail flow. With 207K Outlook users and only 146K ATP users, roughly 60K users receive email without advanced threat scanning.
EVALUATE
ADDCOLUMNS(
FILTER(
VALUES('BI_Lighthouse_Service_Usage'[service_name]),
'BI_Lighthouse_Service_Usage'[service_name] IN
{"Intune", "AADP", "AADAuth", "OATP"}
),
"total_mau",
CALCULATE(SUM('BI_Lighthouse_Service_Usage'[monthly_active_users]))
)
ORDER BY [total_mau] DESCLicense counts by SKU showing allocated seats, consumed seats, and waste across the managed tenant base
| Metric | Value |
|---|---|
| SKU Plans | 453 |
| Active Units | 8,489 |
| Consumed Units | 6,082 |
| Utilization | 71.6% |
| Users | 1,765 |
E3 and F3 licenses are well-utilized at over 98%. The problem sits with Office 365 E1: 303 of 398 licenses are unused. That is a 76% waste rate. At roughly $8/user/month, those idle E1 seats cost clients about $2,424 per month, or $29,000 per year, for licenses nobody touches.
E1 licenses include Exchange Online, OneDrive, and Teams (web-only). If those users have been migrated to E3 or F3, the E1 seats should be deallocated. If the E1 seats were purchased for contractors or part-time staff who never onboarded, that is a procurement issue to raise in the next QBR.
EVALUATE ROW("TotalSKUs", COUNTROWS('BI_MicrosoftPartnerCenter_Subscribed_Skus'), "TotalActiveUnits", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[active_units]), "TotalConsumedUnits", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units]), "TotalUsers", COUNTROWS('BI_MicrosoftPartnerCenter_Users'))The adoption data tells a clear story: security and identity services are the most actively used M365 services across your client base. Intune, Azure AD Premium, and Azure AD Authentication hold the top three positions. That means your device management and Conditional Access policies are actively enforced, not just configured. This is unusual in MSP environments where productivity tools typically lead.
Productivity apps show a consistent pattern. Outlook (207K) and Exchange (202K) are tightly coupled, as expected. OneDrive (152K) sits comfortably above Excel (141K) and Word (130K), suggesting file-level cloud adoption is ahead of desktop app usage. SharePoint is not in the top 10, which means clients are using OneDrive for individual storage rather than SharePoint for team document management.
Teams at 127K is the biggest underperformance. It is the lowest-ranked service in the top 10, sitting 39% below Outlook. Every E3, F3, and E1 license includes Teams. With 2,186 total licenses and only 127K monthly active users across tenants, the per-seat adoption rate suggests many organizations have Teams available but have not embedded it into daily workflows. This is the single largest adoption gap in the stack.
On the security side, Office ATP at 146K leaves roughly 60K Outlook users without advanced threat protection. That is not a licensing issue since ATP is included in E3. It is a deployment issue. Tenants where Outlook is active but ATP shows no MAU likely have the feature disabled or misconfigured. Each of those users receives email without link detonation or attachment scanning.
The license waste on O365 E1 is straightforward: 303 unused seats at ~$8/month = ~$29K/year. Cleaning this up is a quick win that saves clients real money and builds trust ahead of renewal conversations.
5 priorities based on the findings above
With 207K Outlook MAU and only 146K ATP MAU, roughly 60,000 users receive email without advanced threat protection. Pull a tenant-level breakdown and identify which clients have Outlook active but ATP disabled. For E3 tenants, ATP is already licensed. Turning it on is a configuration change, not a cost conversation. For F3 tenants, ATP requires a Defender for Office 365 Plan 1 add-on. Either way, this is the most urgent security finding in the report.
Only 95 of 398 E1 licenses are consumed. The remaining 303 cost roughly $29,000 per year with zero usage. Work with the clients holding these licenses to either reassign them to active users, downgrade to a lower tier, or cancel them outright. This is a tangible cost saving you can present in the next QBR. Clients notice when you save them money unprompted.
Teams sits 39% below Outlook in MAU. Identify the tenants where Teams MAU is lowest relative to Outlook MAU, and propose a paid adoption engagement: Teams configuration review, channel structure setup, training sessions, and a 90-day adoption tracker. MSPs that sell Teams adoption services typically charge $2,000 to $5,000 per engagement. The data in this report gives you the opening.
OneDrive at 151K MAU is well-adopted, but SharePoint is absent from the top 10. That suggests clients store files individually on OneDrive but have not adopted SharePoint for shared document libraries or team sites. For organizations past 50 users, this creates version control problems and data silos. Offering a SharePoint migration and governance setup is a natural next step.
Intune at 278K MAU and Azure AD Premium at 241K show that your managed environment has industry-leading security adoption. Use this data in QBRs and proposals. When prospects ask what makes your MSP different, show them this chart. Security-first adoption at this scale is a differentiator. It also justifies your per-seat pricing for clients who question why managed services cost more than break-fix.
Microsoft 365 Lighthouse collects service usage metrics from all managed tenants. Proxuma Power BI pulls this data through the Lighthouse connector into the BI_Lighthouse_Service_Usage table. Each row contains the service name and its monthly active user count for a given tenant and reporting period. The AI then aggregates MAU across all tenants using DAX queries.
MAU counts unique users who performed at least one intentional activity within a service during the last 28-day window. For Outlook, that means opening and reading an email. For Teams, it means sending a message or joining a meeting. For Intune, it means the device checking in with the management service. A user who logs in once per month counts the same as a daily user.
Intune counts managed devices, not just users who actively open an app. Every enrolled device that checks in with Intune during the month registers as an active user. Since many users have multiple devices (laptop, phone, tablet), the Intune MAU count can exceed the actual headcount. Outlook, by contrast, counts the user once regardless of how many devices they use.
Unused means the license is allocated (purchased and available in the tenant) but not assigned to a user, or assigned but the user has never signed in. The consumed count comes from Microsoft's license reporting API. The gap between allocated and consumed is seats you are paying for with no one using them.
Yes. The underlying data includes a tenant identifier. Add a filter on the tenant name or ID in the DAX query to see app adoption for a single client. This is useful for QBR preparation: generate a client-specific version showing which apps they use and where their adoption gaps are, compared to your portfolio average.
Yes. Connect Proxuma Power BI to your Microsoft 365 Lighthouse data, add an AI tool (Claude, ChatGPT, or Copilot) via MCP, and ask the same question. The AI writes the DAX queries, runs them against your real tenant data, and produces a report like this in under fifteen minutes.
Connect Proxuma Power BI to your PSA, RMM, and M365 environment, use an MCP-compatible AI to ask questions, and generate custom reports - in minutes, not days.
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