License & Subscription Issues

How to Use a Microsoft 365 Business Premium License for One Week

Maira Mehtab Sep 21, 2026 869 views

Question details

An organization needs to add an extra Microsoft 365 Business Premium license for approximately one week during an employee transition and wants to pay only for the exact period used.

Product: Microsoft 365 Business Premium
Device & OS: not provided
Scenario: A temporary overlapping period during an employee transition requires a short-term increase in active software licenses.
Observed behavior: The user wants to increase the license count temporarily and then reduce it, ensuring that billing is prorated for the short usage window.

Before you start

Ensure you have global admin or billing admin permissions in the Microsoft 365 admin center before attempting to add or remove subscription licenses.

Solution 1Recommended

Add and Reduce Licenses via Microsoft 365 Admin Center

You can manually add a license for the transition period and then decrease the quantity once the new employee is settled. Charges are typically prorated if adjusted within the cancellation period.

When you increase your license count and subsequently decrease it within a short window, Microsoft generally prorates the charge based on the exact number of days the license was active. The standard cancellation window for a prorated adjustment is often 7 days, though this depends on your specific billing agreement.

Log into Admin Center

Go to the Microsoft 365 admin center and log in using your administrator credentials.

Navigate to Your Products

Go to 'Billing' in the left-hand navigation menu, then select 'Your products' and click on your Microsoft 365 Business Premium subscription.

Add Temporary License

Select 'Buy licenses' to add the extra license needed for the temporary employee transition.

Reduce License Quantity

Once the one-week transition is complete, return to the 'Your products' page, select 'Remove licenses', and reduce the count back to the original number.

Prorated Billing and Cancellation Windows: If the quantity is reduced within the applicable cancellation period (often 7 days), the charge is prorated based on days used. If more than seven days have passed, you may need to confirm the billing terms with Microsoft.

Solution 2

Contact Microsoft 365 Billing Support

Reach out directly to Microsoft support to confirm your specific account's prorated refund policies before making licensing changes.

Free Microsoft Office alternative

Looking for a Cost-Effective Alternative for Temporary Workers?

If managing short-term licenses for Microsoft 365 Business Premium is too complex or costly during employee transitions, consider using WPS Office. It provides a robust, free office suite that is highly compatible with Microsoft formats, making it perfect for temporary staff without the hassle of prorated billing or strict license management.

1. Download the Installer: Visit the official WPS Office website and click on the free download button.
2. Install WPS Office: Run the lightweight installer on the temporary employee's device.
3. Start Working Instantly: Open the application to immediately view, edit, and save Microsoft-compatible documents without requiring a paid subscription.

Free to download and use, completely eliminating the need for temporary software licenses.Highly compatible with Microsoft Word, Excel, and PowerPoint file formats (.docx, .xlsx, .pptx).Lightweight installation with a familiar user interface for immediate onboarding.No need to navigate complex admin portals or manage prorated billing windows for short-term access.

microsoft office alternative - wps office

Frequently Asked Questions

Will I get a full refund if I cancel a Microsoft 365 license after one week?

Microsoft typically provides a prorated refund based on the exact number of days the license was active, provided you reduce the quantity within the applicable cancellation period (usually 7 days). It is recommended to check with billing support for your specific contract terms.

How do I remove an unused Microsoft 365 Business Premium license?

Sign in to the Microsoft 365 admin center, go to Billing > Your products, select your Microsoft 365 Business Premium subscription, and click 'Remove licenses' to decrease your total license count.

Can Microsoft community moderators help process a prorated refund?

No, community moderators do not have access to backend billing or account details. You must contact Microsoft 365 admin support directly through the admin center to resolve billing and refund inquiries.

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