Table of Contents
Welcome to our step-by-step guide designed for business users who wish to downgrade from Microsoft 365 Copilot to the classic version. This guide will not only help you minimize costs but will also walk you through the essential processes required to ensure a smooth transition. By the end of this guide, you’ll be equipped with the tools and knowledge necessary to manage your Microsoft 365 subscriptions effectively.
Introduction
Microsoft 365 Copilot offers advanced features that enhance productivity; however, for some organizations, the costs may outweigh the benefits. This guide aims to provide non-technical business managers with an efficient way to downgrade to the classic version of Microsoft 365 while saving costs. We will also discuss alternatives to certain Copilot features that you may find beneficial in your business processes.
Prerequisites
- A Microsoft 365 admin account to manage subscriptions and user licenses.
- Access to Microsoft 365 admin center.
- Basic understanding of user roles and licenses within Microsoft 365.
- Prepared communication strategy for users affected by the downgrade.
Downgrade Process
Follow these steps to successfully downgrade from Microsoft 365 Copilot to the classic version:
- Step 1: Log into the Microsoft 365 Admin Center
Visit the Microsoft 365 Admin Center and log in with your admin credentials
- Step 2: Navigate to Billing
Expand the Billing section on the left navigation pane. Click on Products & services.
- Step 3: Review Current Subscriptions
Identify the licenses related to Microsoft 365 Copilot in the subscriptions listed. Note which users are currently assigned these licenses.
- Step 4: Remove Copilot Licenses
Select the users you want to downgrade and click on Remove License.
- Step 5: Assign Classic Licenses
Once the Copilot license is removed, you can assign a classic Microsoft 365 license to the same users. Click on the user, navigate to the licenses section, and select the classic license option.
- Step 6: Confirm Changes
Review the changes and ensure that users have been assigned the correct classic licenses effectively.
- Step 7: Monitor License Usage
Regularly check the Billing section to ensure that license assignments are up-to-date and avoid unnecessary charges.
Data Backup Procedures
Before making changes to user licenses, it is crucial to back up important data. Follow these procedures to ensure data integrity:
- Step 1: Identify Critical Data
Determine which data is essential for your business operations. This may include emails, documents, and spreadsheets stored in OneDrive and SharePoint.
- Step 2: Use Microsoft 365 Backup Solutions
Leverage third-party backup solutions or built-in Microsoft features to back up critical data. Consider using options like Azure Backup or SharePoint Backup for comprehensive protection.
- Step 3: Execute Backup
Follow the instructions provided by the chosen backup solution to back up data securely. Ensure that backups are completed before making any licensing changes.
- Step 4: Verify Backups
After executing backups, verify that your data has been successfully stored. Test restoring a small dataset to ensure the backups work as intended.
User Communication Strategies
Effective communication is vital during the downgrade process to keep all stakeholders informed and minimize potential disruptions to workflows. Consider these strategies:
- Prepare a Clear Message: Draft a coherent message explaining the reasons for the downgrade and the benefits associated with using the classic version.
- Involve Key Stakeholders: Reach out to department heads and gather input. Their support can help in addressing any concerns from users.
- Set Expectations: Communicate timelines and any changes users can expect regarding their workflows and features.
- Provide Support Resources: Offer resources such as FAQs, contact points, and training sessions on using the classic version effectively.
Conclusion
Downgrading from Microsoft 365 Copilot to the classic version can lead to significant cost savings for your organization. By closely following this step-by-step guide, you can manage your Microsoft 365 subscriptions more efficiently while ensuring vital data remains secure. Exploring Microsoft 365 Copilot alternatives can also help you maintain productivity levels and adjust workflows in an optimized manner.
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