Audit Inactive Microsoft 365 Users & Email License Reports

Find inactive Microsoft 365 users—and email your license savings report automatically

This n8n workflow audits Microsoft 365 users monthly via Microsoft Graph, identifies licensed accounts that have been inactive beyond your threshold, estimates potential reclaimable license cost, and emails an Excel report with an HTML summary (or an all-clear message) using Microsoft Outlook.

What this workflow does

• Runs monthly on the 1st of the month at 7:00 AM to keep license usage review consistent.
• Loads audit settings including the inactive-day threshold, recipient, company name, and a license price map.
• Retrieves subscribed SKUs from Microsoft Graph and then fetches all Microsoft 365 users using pagination, including assigned licenses and sign-in activity.
• Filters candidates to enabled, licensed users whose last interactive or non-interactive sign-in is older than the threshold (or never signed in).
• Estimates monthly savings by mapping licenses to SKU part numbers and applying your configured price map.
• Generates outputs: when inactive licensed users are found, it creates an Excel report plus an HTML summary with total estimated savings and top candidates.
• Sends results by email via Microsoft Outlook—or sends an all-clear email if no inactive users are detected.

Use cases

• Reduce Microsoft 365 spend by spotting inactive licensed accounts before renewal cycles.
• Support SaaS operations and IT audits with repeatable, scheduled license governance.
• Create a consistent internal reporting loop for license optimization using email alerts.

Technical details

• Microsoft Graph: OAuth2 authentication to read subscribed SKUs and user sign-in activity (e.g., Directory.Read.All, AuditLog.Read.All, plus User.Read.All as needed).
• Microsoft Outlook: sends the Excel report and HTML summary (or all-clear notice).
• n8n nodes/workflow logic: if, set, code, sticky note, http request, convert to file.