A Microsoft 365 subscription
See a subscription in detail, add or remove licences, and cancel or resume it.
This page shows one Microsoft 365 subscription and is where you change the number of licences. The two everyday cases:
- Someone new has started → add a licence.
- Someone has left → remove a licence, or let the subscription end.
Assigning a licence to a named person, creating users and mailboxes is done in Microsoft’s own admin centre — you find it under External portals → Microsoft 365 in the header.
Who can change what
| Member | Admin | Owner | |
|---|---|---|---|
| See the subscription | ✅ | ✅ | ✅ |
| Add licences | ✅ | ✅ | |
| Remove licences, cancel, undo a cancellation | ✅ |
If you cannot make a change, the page says why instead of showing the form.
Being introduced step by step. Changing licences in the portal is being opened to customers gradually. If the page says Changing the quantity here is not open yet, get in touch and we will make the change for you.
What you see
- Part number, Purchased (licences you have now) and At renewal (licences from the next renewal).
- Renewal — when it renews, or that it does not.
- Term — 1 month, 1 year or 3 years. The term is how long you commit to the licences.
- Billed — monthly or yearly, with Price per licence and Total.
- Licences can be removed straight away until — shown only while Microsoft’s cancellation window is open (see below).
Refresh at the top fetches the subscription again. Show list takes you back.
Microsoft’s cancellation window
Microsoft only lets you remove licences straight away for a short period after they are bought or renewed — usually a few days. The page shows the last date as Licences can be removed straight away until.
- Within the window, removed licences disappear at once.
- After the window, you keep the licences until the term ends. What you can do is lower the number at the next renewal, so you do not pay for them in the next term.
The portal works this out for you: you enter the number you want, and the page tells you what will happen before anything is sent.
Change the number of licences
- In New quantity, enter the number of licences you want to have.
- Read the text under the field. It says exactly what will happen, for example Adds 1 licence straight away, about 250 kr/mo more.
- Choose the button that appears — its colour tells you the kind of change: green adds, red removes.
- Confirm with Yes, go ahead, or Cancel. While it is being sent you see a spinning icon and Sending….
- You get Done. with the new number, and the page updates.
What the button says, depending on the change:
| You want to | Button | What happens |
|---|---|---|
| Have more licences | Add | Added at once. You can add at most 100 at a time. |
| Have fewer, within the window | Remove | Removed at once. |
| Have fewer, after the window | Change at renewal | You keep today’s licences until the renewal date; from then you have the new number. At renewal in the list shows the scheduled number. |
| Undo a scheduled reduction | Change at renewal | Enter today’s number again to put the renewal back. |
Incabus does not refund licences that are removed.
Cancel a subscription
To end a subscription entirely, enter 0 in New quantity. Only an owner can cancel.
- Within the window: the button is Remove subscription. The subscription is removed straight away, and you go back to the list. This cannot be undone.
- After the window: the button is Cancel subscription. The subscription keeps working until the end of the term, and then ends. It shows as The subscription is cancelled and ends with the date.
Changed your mind? While a cancelled subscription is still running, choose Withdraw cancellation under the field. The subscription renews as usual again.
If the change does not show at once
Microsoft sometimes takes a little while before a change is visible. The portal waits a few seconds for it. If it still does not show, you see The change was sent to Microsoft but does not show yet — wait a moment and choose Refresh. Do not make the change again.
Other messages you may see:
- The conditions changed while the page was open — nothing was sent. — for example, the cancellation window ended while you had the page open. Reload the page and try again.
- Microsoft did not accept the change. — followed by Microsoft’s reason.
- We do not know whether the change went through. — reload the page and check the number before trying again, so you do not get twice as many licences.
Every change is logged
Each change is recorded with who made it and when, and Incabus is notified. If you ever wonder who changed a subscription, ask us.