Transitioning plans in Office 365

1. Transitioning plans in Office 365

2. Table of Contents Switching plans in Advisor Manual transitions in Open Moving from Advisor to Open

3. Switching plans in Advisor

4. Switch Office 365 Plans in Advisor Whether to account for a growing number of employees or for changing IT needs, customers may need to switch between Office 365 plans. This can be accomplished through the Switch Plans Wizard within the Office 365 administration center. Top Supported Transitions Frequently asked questions Who is eligible to upgrade their Office 365 plan? Customers who have purchased through Advisor or direct from Office.com, may upgrade their plans with the switch plans tool. Syndication customers should contact their partners to switch plans. Other customers can upgrade in family at renewal by purchasing a new subscription and reassigning their users. Microsoft is working on expanding the switch plans tool to customers who have bought through other channels, including the Open program. Why am I not eligible to switch plans? We have prioritized the top transitions but some scenarios are not currently supported, such as customers with multiple subscriptions or customers with add-ons. Will upgrading effect all of my users or can I choose only a subset to upgrade? You must move all users on an individual subscription. If a customer has multiple subscriptions in the Enterprise family, it is possible to move only your users on a single subscription. If you are in the Small Business or Midsize Business families and moving to another family, you must move all users to the new family. What about moving between other Office 365 plans? For more detail about the above, as well as other Commercial, Academic and Government plans, please visit Office.com. http://aka.ms/switchO365plan

5. Advisor Office 365 admin console > licensing Click “Switch Plans” link to the right of subscription “Switch Plans” feature available for direct or advisor customers.

6. Advisor Choose a new plan page See a list of all available plans that you may switch too with new subscription pricing

7. Advisor Review and pay for new plans Old subscription will be automatically cancelled and a prorated credit for any unused service will be returned Follow the steps to pay and you are done! Note: This process signs the customer up for a new Office 365 subscription, with a new end date of 1 year from use of Switch Plans tool.

8. Manual transitions in Open

9. Moving Office 365 plans in Open The “Switch Plans” feature is not available for customers who have purchased Office 365 with an Open Product Key. Why can’t I use the “Switch Plans” feature? • The “Switch Plans” feature is available for customers who have a direct billing relationship with Microsoft, in order to issues credits for the original subscriptions during the upgrade. • Customers who buy Office 365 through Open purchase directly from a partner and therefore do not have a billing relationship with Microsoft. Microsoft current has no ability to understand the purchase price (as partners can set their own prices) or to issue a refund for the original subscription. Lack of billing relationship w/ Microsoft Solution: Upgrade customer through Manual Transitions Top Supported Manual Transitions Customers who have purchased Office 365 through Open are able to manually upgrade their subscriptions, with some limitations: Manual upgrades are only available within the same Office 365 product family (i.e. Enterprise E1 > Enterprise E3) Customers are not able to receive a refund for unused or cancelled subscriptions Customers will need to manually re-assign licenses for each Office 365 user, from the old subscription to the new subscription (see following screenshots for walkthrough of this process) Note: The customer may continue to get renewal reminders on the original subscription. These can be ignored. When should I discuss upgrading plans with my customer? Partners should look to upgrade customers close to their Office 365 subscription renewal date. Since Microsoft is unable to provide a refund for unused or cancelled subscriptions, upgrading close to the renewal date limits the time the customer is paying for extra licenses. Ideally, the new subscription would be purchased during the last month of the old subscription.

10. Open Office 365 admin portal > licensing Here you will see your active Office 365 subscriptions. Example Customer with 25 seats of Enterprise E1, set to expire March 30, 2014 Customer would like to move to Enterprise E3 for all 25 users Product Key Expires March 30, 2014 E1 Current subscription approaching expiration Note lack of “Switch Plans” option. Feature not available for subscriptions setup through Open

11. Open Office 365 admin portal > users and groups > [user] No action on this page. Visit this location to see current licensing status for your users. Plan E1 (Plan 1) (Plan 1)

12. Open Go to office.com/setup365 On the right side, sign into your Office 365 account (if you are not already signed in) Customer needs to purchase the necessary licenses from their partner. In this example, 25 licenses of Office 365 Enterprise E3. Very Important: Confirm you are logged into the Office 365 tenant in which you would like to add the licenses. DO NOT create a new Office 365 account

13. Open Add more user licenses Enter the Enterprise E3 product key code in here (purchased from partner for 25 seats) 25 user licenses

14. Open Office 365 admin portal > licensing You can now see your newly added licenses for Enterprise E3 Product Key Expires March 30, 2014 E1 Expires March 18, 2015 Existing E1 licenses still set to expire on March 30, 2014. Minimal overlap limits any extra cost associated with upgrade New Enterprise E3 licenses now appear along with previous E1 licenses

15. Open Office 365 admin portal > users and groups > [user] User is current assigned an E1 license. You can see the 25 new Enterprise E3 licenses that were purchased. Plan E1 New licenses now appear. User is still licensed for E1 (Plan 1) (Plan 1) 25

16. Open Office 365 admin portal > users and groups > [user] Manual upgrade for this user is complete. Replicate for all additional users. 1 Plan E1 (Plan 1) (Plan 1) 24 User is now licensed for E3 Click Save, and repeat for each user you would like to upgrade

17. Moving a customer from Advisor to Open

18. Moving a customer from Advisor > Open For many reasons, either a customer or partner may want to move a customer from an Office 365 subscription purchased through the Advisor model to a subscription purchased through the Open model. Overview of steps • Near or during the renewal month for the existing Office 365 subscription purchased through Advisor, the customer should purchase the equivalent Office 365 SKU and licenses from their partner in Open. (i.e. if a customer has 5 seats of Enterprise E1 in Advisor, purchase 5 seats of Enterprise E1 in Open) • Redeem Open licenses at http://office.com/setup365 and activate using the customer’s existing Office 365 account • Customer or partner must turn-off the auto-renew option, in order to avoid the Advisor subscriptions being renewed. Alternatively, the customer or partner may choose to cancel the existing Advisor subscription. See detail below on limitations of cancelling a subscription. • If purchasing the same Office 365 SKU and # of seats, the customer does NOT need to do any re-assignment of licenses. The Advisor subscription will expire and the customer will be covered automatically by the Open subscription. • If the customer is purchasing an upgraded SKU (i.e. if a customer has 5 seats of Enterprise E1 in Advisor and chooses to purchase 5 seats of Enterprise E3 in Open), the customer needs to follow the steps outlined above in “Manual Transitions in Open” to manually re-assign licenses for each user. Limitations to understand As with Manual Transitions in Open, this cross-channel movement only works within the same family (i.e. Midsize Business subscription in Advisor to Midsize Business subscription in Open, Enterprise E1 subscription in Advisor to Enterprise E1 or E3 subscription in Open) Most Office 365 subscriptions purchased through Advisor are 1 year agreements. If attempting to move a customer during the middle of their Advisor term the customer will be subject to the early termination fee. Termination of Subscription language from MOSA: If you terminate a Subscription with a one year Term within 30 days of the date on which the Subscription became effective or was renewed, you must pay for the initial 30 days of the Subscription. No payments will be due for the remainder of the Subscription. If you terminate a Subscription at any other time during the Term, you must pay 25% of the Subscription fee otherwise due for the remainder of the one year Term.

19. Advisor to Open Go to office.com/setup365 On the right side, sign into your Office 365 account (if you are not already signed in) Customer needs to purchase the necessary Open licenses from their partner to replace their existing Advisor licenses. Very Important: Confirm you are logged into the Office 365 tenant in which you would like to add the licenses. DO NOT create a new Office 365 account

20. Advisor to Open Add Open user licenses Enter the Open product key code in here (purchased from partner for necessary number of seats) 25 user licenses

21. Advisor to Open Office 365 admin portal > licensing View of customer who has purchased equivalent Office 365 subscription in Open, to replace their Advisor subscription. Advisor sub: $6000/ year Switch Plans Auto-renews March 30, 2014 E1 Open sub: Expires March 18, 2015 25 users licenses Product Key Switch Plans is not applicable in this case…only will move customer to new subscriptions in Advisor model. Need to cancel or turn off auto-renewal for Advisor subscription

22. Advisor to Open Licensing > select Advisor subscription > Subscription details Turn off auto-renewal Click here to change auto-renewal policy

23. Advisor to Open Office 365 admin portal > users and groups > [user] License assignment page. You can see the 25 new Open licenses. Plan E1 50 (Plan 1) New licenses now appear, company has 50 licenses until Advisor subscription expires or is cancelled. (Plan 1)