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sourceDocument: Australia Asset Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/it-asset-management

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ft:locale :

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ft:publication_title :

    - Australia Asset Management

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---

# Reclamation rules for Microsoft 365 integration

# Reclamation rules for Microsoft 365 integration {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read

Reclamation rules for Microsoft 365 integration sets the minimum usage threshold for a subscription. If a subscription remains inactive for a specified period, Software Asset Management marks the subscription as a potential reclamation candidate.
{#m365-reclamation-rules__table_el3_1wh_ddc__entry__3}

| Reclamation rule | Justification | Description |
|-|-|-|
| * Power BI * Exchange Online * SharePoint Online * OneDrive for Business * Teams * Project Online * Visio Online * Microsoft 365 Copilot {#m365-reclamation-rules__ul_gxq_dwh_ddc} | Low Usage | If these individual subscriptions show low usage, Software Asset Management recommends reclaiming the low usage subscriptions. |
| Office 365 | * Low Usage * Downgrade {#m365-reclamation-rules__ul_eqw_hxh_ddc} | * Low usage For example, if Office 365 individual subscriptions or subscriptions suites show low usage, Software Asset Management recommends reclaiming the low usage subscriptions. * Downgrade For example, if an Office 365 E5 subscription including advanced features and capabilities with Power BI isn't being used, Software Asset Management recommends switching to a downgraded Office 365 E3 subscription. {#m365-reclamation-rules__ul_itz_tzh_ddc} |
| Microsoft 365 | * Overlapping * Low Usage * Downgrade * Consolidate {#m365-reclamation-rules__ul_kxp_czh_ddc} Note: The Overlapping and Consolidate use cases are applicable to all Microsoft 365 integration subscriptions. | * Overlapping For example, both Microsoft 365 E3 and Office 365 E3 subscriptions exist, leading to unnecessary duplicate access to Office applications and additional services already included in Microsoft 365 E3. Software Asset Management recommends reclaiming the Office 365 E3 subscriptions and using the Microsoft 365 E3 subscriptions instead. * Low usage For example, if Microsoft 365 individual subscriptions or subscriptions suites show low usage, Software Asset Management recommends reclaiming the low usage subscriptions. * Downgrade For example, if a Microsoft 365 E5 subscription including advanced features and capabilities with Power BI isn't being used, Software Asset Management recommends switching to a downgraded Microsoft 365 E3 subscription. * Consolidate For example, if Office 365 Enterprise E5, Windows, and EMS subscriptions exist, Software Asset Management recommends using a single license such as Microsoft 365 Enterprise E5 to cover these multiple products at a lower cost. |
[ ]

{#m365-reclamation-rules__table_el3_1wh_ddc}
**Related concepts**   

* [Evaluating software usage activity for Microsoft 365 subscriptions](https://servicenow-prod.fluidtopics.net/GarLSJy~bZd0gzaePv4SOg "Evaluating software usage activity helps you discover active, inactive, and unassigned subscriptions among all subscriptions found on the Microsoft 365 portal.")
* [Integrating with Microsoft 365](https://servicenow-prod.fluidtopics.net/~F~fz_~FgvbYkcYkeXzbAg "Integrating the Software Asset Management application with the Microsoft 365 service enables you to track your software subscriptions and software usage to determine license compliance and act on optimization opportunities.")  
**Related tasks**   

* [Review a software reclamation rule](https://servicenow-prod.fluidtopics.net/QjHAOC5kmvypyG1Pph5iIQ "Use reclamation rules to cancel user subscriptions that have limited to no activity.")  
**Related reference**   

* [Publisher optimizations for Microsoft](https://servicenow-prod.fluidtopics.net/AOWR6KO4MQpJvT16occJLg "View licensing optimizations for Microsoft by selecting Microsoft from the Publisher drop-down list.")