Adoption rates for Exchange, Teams, SharePoint, OneDrive and other M365 workloads across managed tenants.
Adoption rates for Exchange, Teams, SharePoint, OneDrive and other M365 workloads across managed tenants.
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
Adoption rates for Exchange, Teams, SharePoint, OneDrive and other M365 workloads across managed tenants.
EVALUATE
ROW(
"AvgServicesUsed", AVERAGE(BI_Lighthouse_Adoption[services_active]),
"ExchangeRate", DIVIDE(CALCULATE(COUNTROWS(BI_Lighthouse_Adoption), BI_Lighthouse_Adoption[exchange_active] = TRUE()), COUNTROWS(BI_Lighthouse_Adoption)),
"PowerBIRate", DIVIDE(CALCULATE(COUNTROWS(BI_Lighthouse_Adoption), BI_Lighthouse_Adoption[powerbi_active] = TRUE()), COUNTROWS(BI_Lighthouse_Adoption))
)Percentage of tenants actively using each M365 service.
| Service | MAU |
|---|---|
| DiscoverAndRespond | 278,206 |
| AADP | 241,453 |
| Outlook | 207,295 |
| Exchange | 202,213 |
| Teams | 127,055 |
Exchange and Teams are near-universal at 98.6% and 94.1% adoption respectively. The real opportunity lies in the middle tier: SharePoint (72.8%) and Intune (54.2%) represent proven services with room for growth. Power Automate and Power BI show the lowest adoption but the highest growth rates, suggesting early-adopter momentum that could be accelerated with targeted workshops.
EVALUATE SUMMARIZECOLUMNS('BI_Lighthouse_Service_Usage'[service_name], "MAU", SUM('BI_Lighthouse_Service_Usage'[monthly_active_users]))Tenants with the most unused services relative to their license entitlements.
| Tenant | Services Used | Entitled | Gap | Unused Services | License Tier |
|---|---|---|---|---|---|
| Datum Corp | 3 | 8 | 5 | Intune, Defender, Power Automate, Power BI, SharePoint | E5 |
| Northwind Traders | 3 | 8 | 5 | Intune, Defender, Power Automate, Power BI, SharePoint | E3 |
| Proseware Inc | 4 | 7 | 3 | Defender, Power Automate, Power BI | E3 |
| Tailspin Toys | 4 | 8 | 4 | Intune, Power Automate, Power BI, Defender | E5 |
| Lucerne Publishing | 5 | 7 | 2 | Power Automate, Power BI | E3 |
| Woodgrove Bank | 5 | 8 | 3 | Power Automate, Power BI, Defender | E5 |
Datum Corp and Northwind Traders only use 3 of 8 available services despite holding E5 and E3 licenses respectively. Datum Corp is particularly concerning since their E5 license includes advanced security and analytics capabilities that sit completely unused. A dedicated adoption workshop for these two tenants could unlock significant value.
EVALUATE
SUMMARIZECOLUMNS(
BI_Lighthouse_Adoption[tenant_name],
"ServicesUsed", CALCULATE(DISTINCTCOUNT(BI_Lighthouse_Adoption[service_name]), BI_Lighthouse_Adoption[is_active] = TRUE()),
"ServicesEntitled", DISTINCTCOUNT(BI_Lighthouse_Adoption[service_name])
)
ORDER BY [ServicesUsed] ASCDetailed view per tenant with key metrics highlighted.
| Tenant | Licenses | Affected | Impact | Severity | Status |
|---|---|---|---|---|---|
| Contoso Ltd | 2,840 | 142 | $3,120 | ||
| Fabrikam Inc | 1,920 | 86 | $1,548 | ||
| Woodgrove Bank | 1,580 | 24 | $432 | ||
| Adventure Works | 1,240 | 67 | $1,206 | ||
| Trey Research | 1,120 | 12 | $216 | ||
| Datum Corp | 860 | 45 | $810 | ||
| Proseware Inc | 720 | 8 | $144 | ||
| Lucerne Publishing | 980 | 92 | $1,656 | ||
| Tailspin Toys | 640 | 38 | $684 | ||
| VanArsdel Ltd | 680 | 5 | $90 |
Contoso Ltd has the highest absolute impact with 142 affected licenses representing $3,120/month. Lucerne Publishing is proportionally worse at 9.4% of their licenses affected. Three tenants are in healthy status with fewer than 25 affected licenses each.
How this metric has changed over the past 6 months.
| Month | Total | Affected | Rate | Change MoM | Status |
|---|---|---|---|---|---|
| Nov 2025 | 6,940 | 285 | 4.1% | -- | |
| Dec 2025 | 7,020 | 298 | 4.2% | +0.1% | |
| Jan 2026 | 7,110 | 324 | 4.6% | +0.4% | |
| Feb 2026 | 7,180 | 351 | 4.9% | +0.3% | |
| Mar 2026 | 7,290 | 378 | 5.2% | +0.3% | |
| Apr 2026 | 7,393 | 412 | 5.6% | +0.4% |
The affected rate has climbed from 4.1% to 5.6% over six months, a 36.6% increase. The trend is accelerating: the month-over-month change grew from +0.1% in December to +0.4% in April. Without intervention, this metric is on track to exceed 6% by June.
Managed tenants where this metric is not being tracked.
| Tenant | Licenses | Last Activity | Risk | Recommended Action |
|---|---|---|---|---|
| Bellows College | 188 | Never synced | Enable monitoring | |
| Adatum Corporation | 112 | 2025-11-18 | Check connector | |
| Wingtip Toys | 142 | 2026-01-05 | Update permissions |
Three tenants representing 442 licenses have no active monitoring for this metric. Bellows College has never synced data. The combined blind spot covers 6.0% of your managed license base.
The gap between top and bottom performers is wider than expected. The bottom 20% scores more than 25 percentage points below the portfolio average, indicating structural issues that require targeted intervention.
Entities in the moderate risk category show a declining trend over the past quarter. Without intervention, 3-4 of these entities may shift to the high-risk category within 60 days.
The top 30% of the portfolio maintains stable performance above target, indicating current best practices are effective and can serve as a model for the rest.
1. Conduct a targeted review of all high-risk entities within 2 weeks. Document the root cause for each entity and create a remediation plan with clear deadlines and accountable owners.
2. Implement automated monitoring for the moderate-risk group. Set thresholds that trigger an alert when performance drops 5 percentage points below target, enabling early intervention before entities slip into high risk.
3. Schedule this report monthly as part of the QBR process. Use the trend data to verify that improvement initiatives are delivering measurable results across multiple quarters.
A service is considered adopted when at least 10% of licensed users have been active in the last 30 days. Individual user adoption is measured by any meaningful interaction with the service.
Power BI requires more specialized skills than basic productivity tools. Most organizations need training or a champion user to drive adoption beyond IT.
Start with lunch-and-learn sessions for underutilized services. Create template solutions (Power Automate flows, Power BI dashboards) that demonstrate immediate value.
Yes. Research shows that customers using 5+ M365 services have 3x lower churn rates than those using only 2-3 services. Adoption is your best retention tool.
DAP (Delegated Admin Privileges) grants broad admin access to all tenants. GDAP (Granular Delegated Admin Privileges) allows role-specific, time-limited access. Microsoft is deprecating DAP in favor of GDAP for better security.
Track the percentage of baseline policies applied, security defaults enabled, and core workloads activated. A tenant is fully onboarded when all Lighthouse baseline recommendations show as compliant.
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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