Managing instance-based usage

Last published : Apr 02, 2026
Backup Exec is moving to Subscription-based licensing with the aim to simplify and consolidate all licenses into a single edition. This edition includes all features offered by Backup Exec including the new Microsoft 365 feature. The subscription metering is instance-based. An instance is a virtual machine or physical machine or 10 Microsoft 365 users.
The calculation is based on backups done in the past 30 days and you can manage your instance-based license usage. If you back up more number of instances than what you are entitled for, Backup Exec goes into a 30-day Grace Period state that is followed by the Enforcement state. In the Enforcement state, backup jobs for only the entitled instances are allowed to run. Backup jobs for the remaining instances fail with a licensing error. You can change your selection any number of times when Backup Exec is running in the Grace Period state and only three times when Backup Exec is running in Enforcement state.
For details on updated licensing, see the Backup Exec Licensing Guide.
To manage instance-based usage
  1. In the System Heath group, under Licensed Status, clickManage Instances.
The Manage Instance Usage panel displays the following fields:
Physical/Virtual Machines The number of physical or virtual machines that are protected. Each physical or virtual machine is equal to one instance.
Microsoft 365 Users The number of instances in which data of Microsoft 365 users is protected. Each instance is equal to 10 Microsoft 365 users.
For example, if you are protecting 8 Microsoft 365 users, it is displayed as 1 (8 users). Here you are protecting 1 instance that has 8 users.
If you are protecting 20 Microsoft 365 users, it is displayed as 2 (20 users). Here you are protecting 2 instances that have 20 users.
Total selected instances The number of instances that are currently selected.
Total entitled instances The number of licensed instances.
  1. Select the Physical/Virtual Machinesor theMicrosoft 365 Users tab.
The table within each tab displays the instances or Microsoft 365 users backed up in the last 30 days. You can also search for an instance name or user using the Search option.
  1. If you select the Physical/Virtual Machines tab, you can view or update the table depending on whether you are in the grace period or enforcement state.
    Instance Name Server or machine name that is backed up.
    VM Resource Display name of the virtual machine, if applicable.
    Clustered/Distributed Application Node Server or machine name that is part of a cluster, SharePoint, or Enterprise Vault.
    Job Name Name of the last backup job that was run for the server.
  2. If you select the Microsoft 365 Users tab, you can view or update the table depending on whether you are in the grace period or enforcement state.
    User ID Unique Microsoft ID of the user.
    Tenant ID Unique Microsoft ID of the tenant.
    Application Name of the Microsoft 365 application that is protected.
    Job Name Name of the backup job.
    Backup Start Time Time when the backup started.
  3. (Optional) Click Export to create a CSV file of the instance usage details.
  4. Click OK.
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