How to assign licenses in Spanning Backup for Microsoft 365

After installing and authorizing the Spanning Backup for Microsoft 365 app, you will need to assign licenses to users in your tenant to begin protecting them.  There are three methods for assigning licenses:

  1. Manually in the product UI for all or specific users
  2. Automatically based on Azure AD Group Membership. More details on this advanced method can be found here.
  3. Dynamically using the Spanning Backup for Microsoft 365 API to assign and remove licenses from users. More details on this advanced method can be found here.

In this article we will focus on the first two basic methods.

Manually Assigning Spanning Backup for Microsoft 365 Licenses

  1. Log into Spanning Backup for Microsoft 365 as an admin user.
  2. Click the 'Manage Licenses' button in the upper-right corner of the screen or from the left-side menu.
  3. (Optional) Search for users by name or e-mail address
  4. (Optional) Search for users by using the advanced filters. This will allow you to search across all columns and values on the page.
  5. To enable/disable backup license for a user, use the respective icon (Unlicensed, Archived License, Standard License) next to their name.
  6. To enable/disable backup licenses for multiple users in one action, select users from the list and use desired action (note: bulk select checkbox will be applied to results currently displayed in the list. If more results falls under current search criteria, please scroll the list to load further results and use the checkbox then).
  7. It is also possible to enable backup for all users in your tenant in one action, using 'Activate Licenses' button. If any filter is applied, the 'Activate Licenses' action will apply to all results falling under currently used criteria (not only loaded on the UI at this time).
  8. When 'Activate Licenses' action is used, you can select desired license type you wish your users to be protected with.


  • Spanning synchronizes with your tenant's Azure Active Directory to populate the Spanning Backup user list
    • It can take up to 24 hours for changes to appear
  • During a trial, organizations are limited to assigning 100 Standard backup licenses

Please contact support if you have any questions.

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