Users with E3 license not using Outlook in last 12 month

Last updated Oct 17, 2026 Policies Licences & Costs

AI summary

Identify users assigned E3 licenses who have not used Outlook in the past 12 months to evaluate whether they still require this licensing level. By reassigning or downgrading licenses for users whose actual usage does not justify E3's advanced features, you can optimize your license assignments based on real usage patterns.

Severity: Low Costs Generally available

What it detects

Show Users with E3 license not using Outlook in last 12 month.

Why it matters

Identify and review users with an E3 license who have not used Outlook in the past 12 months to determine if they still require this level of licensing. Reassign or downgrade their licenses to a more cost-effective option if the advanced features of E3 are not necessary. Rencore Governance helps Organizations implementing a regular audit process to continuously manage and optimize license assignments based on actual usage.

The rule

Every User that has any License assignments where SKU Part number contains 'E3' and any User Activity where Service equals 'Exchange' and Last Activity Date is more than 12 months ago

In Rencore Governance

Details

Applies to	User
Connector	Microsoft 365
Severity	Low
Category	Costs
Recommended	No
Recommended automation	None
License type	Standard

Other policies that check User objects:

Copilot adoption opportunity - E3/E5 users (Medium)
Copilot license assigned to disabled account (High)
Inactive Copilot users - 30 days (Medium)
Excessive draft agent creation pattern (Medium)
External users (Information)
External users with pending acceptance (Low)
Users with Power Platform Premium license (Information)
Users with passwords not changed in last 6 months (Medium)
Disabled user accounts (Medium)
Admin accounts with an Office 365 E3 license assigned (Medium)
Administrators without MFA (High)
External users invited 3 month ago with pending acceptance (Low)
Disabled user accounts with assigned licenses (High)
Global administrators without MFA (High)
Guest users with a Dynamics license assigned (Medium)
Inactive external users (Medium)
Inactive internal users (Medium)
Over-licensed user accounts (High)
Users who are creating Microsoft Loop Teams components (Medium)

Frequently asked questions

What does the users with E3 license not using Outlook in last 12 month policy detect?

The Users with E3 license not using Outlook in last 12 month policy shows Users with E3 license not using Outlook in the last 12 months. The Users with E3 license not using Outlook in last 12 month policy checks User objects from the Microsoft 365 inventory and reports each match as a violation.

How severe is a violation of the users with E3 license not using Outlook in last 12 month policy?

Violations of the Users with E3 license not using Outlook in last 12 month policy have Low severity. The policy is in the Costs category.

Which module includes the users with E3 license not using Outlook in last 12 month policy?

The Users with E3 license not using Outlook in last 12 month policy comes with the Microsoft 365 connector in the Digital Workplace module of Rencore Governance, which every Plan includes.

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