Which Microsoft licenses should I choose for my organization?

Microsoft offers a wide range of subscriptions for organizations. With varying prices and features, it can be challenging to identify the best option for your company or nonprofit. In this article, Mozzaik sheds light on the different plans offered by the software provider and provides guidance for selecting the right Microsoft license. Enjoy the read!

How do Microsoft 365 licenses work?

Microsoft licenses are subscriptions granting access to a suite of productivity and collaboration tools like Word, SharePoint, Excel, Outlook, Teams, and OneDrive. Various Microsoft licenses cater to specific needs in terms of features, the number of users, and budget.

Microsoft licenses are billed per user per month with an annual subscription. To choose the right Microsoft license for your company or nonprofit, assess your current and future needs (number of users, services, storage, security, compliance, etc.) and determine your budget for the Microsoft subscription.‍

What is the difference between Microsoft 365 and Office 365?

Microsoft 365 and Office 365 differ in their features. Office 365 is a cloud-based productivity application suite. It includes classic software like Outlook, Word, Excel, and PowerPoint, as well as cloud services such as Exchange, OneDrive, and SharePoint.

Microsoft 365 offers a more comprehensive solution than Office 365. In addition to Office 365 features, Microsoft 365 includes security options, device management, data protection, and advanced identity management.

What are the three types of Microsoft licenses?

Microsoft subscriptions are grouped into three main types of licenses, each with specific characteristics:

• Microsoft 365: A complete service suite tailored to large enterprises, including productivity solutions (Word, Excel, PowerPoint, etc.), the Windows operating system, and advanced security features (threat protection, data security, etc.).
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• Microsoft 365 Business: A version of Microsoft 365 adapted for small and medium businesses (SMBs) and nonprofits. This solution includes Office applications (Word, Excel, PowerPoint, etc.), cloud services (Teams, OneDrive, SharePoint, etc.), and some advanced security features.
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• Office 365: Suitable for businesses of all sizes, it includes Office applications (Word, Excel, PowerPoint, etc.), cloud services (Teams, OneDrive, SharePoint, etc.), and basic security features.
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Which Microsoft license should I choose for an SMB?

The most suitable Microsoft licenses for SMBs are Microsoft 365 Business licenses. Within this category, several plans cater to different needs and budgets:

Microsoft 365 Business Basic

The Microsoft 365 Business Basic license includes:

• Web and mobile versions of Office applications (Word, Excel, PowerPoint, Outlook);
• Secure cloud services (Teams, SharePoint, OneDrive, Exchange);
• 1 TB of OneDrive storage per employee;
• A personalized professional email address.

This subscription is ideal for SMBs with up to 300 users seeking online collaboration tools at a low cost: €5.60 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 Business Standard

The Microsoft 365 Business Standard license includes all the features of the Microsoft 365 Business Basic plan, plus Microsoft Loop and desktop versions of Word, Excel, PowerPoint, and Outlook.

This subscription is suitable for SMBs needing locally installed software and advanced collaboration tools (Microsoft Loop, Teams, etc.). The Microsoft 365 Business Standard license is billed at €11.70 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 Apps for Business

The Microsoft 365 Apps for Business plan is an intermediate option between the two previous subscriptions. It includes:

• Desktop versions of Word, Excel, PowerPoint, and Outlook;
• File storage service OneDrive (1 TB per user).

This plan is suitable for SMBs that need desktop Office applications at an affordable price: €9.80 (excl. VAT) per user per month with an annual subscription.

Which Microsoft license should I choose for a large company?

Large companies can choose between two main types of Microsoft licenses: Microsoft 365 licenses and Office 365 licenses.

Microsoft 365 Solutions

Organizations looking for a comprehensive and secure solution can opt for a Microsoft 365 license. Various options are available, each with specific features:

Microsoft 365 E3 EEE (without Teams)

The Microsoft 365 E3 EEE license (without Teams) includes:

• Desktop and mobile versions of Office applications (Word, Excel, PowerPoint, etc.);
• Cloud services (OneDrive, SharePoint, Exchange, etc.);
• Tools for creating apps and automations (Power Automate, Power Apps);
• Essential security and identity management features;
• 1 TB of online storage per user.

This subscription is ideal for large companies aiming to enhance team collaboration and productivity through cloud tools. It is priced at €35.70 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 E5 EEE (without Teams)

The Microsoft 365 E5 EEE subscription includes all the features of the Microsoft 365 E3 EEE license, with advanced security and compliance features (threat protection, information management) and advanced analytics tools (Power BI Pro).

This plan suits large organizations requiring high security and compliance standards. The cost for this license is €57.70 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 F3

The Microsoft 365 F3 plan is designed for frontline or field workers. It includes:

• Web and mobile versions of Office applications (Word, Excel, Outlook, etc.);
• The collaborative communication app Teams;
• Tools for creating custom apps and workflows (Power Automate, Power Apps, Power Virtual Agent);
• Basic security features;
• 2 GB of OneDrive online storage per user.

This license is suited for large enterprises with a significant population of frontline workers. It is competitively priced at €7.50 (excl. VAT) per user per month with an annual subscription.

Office 365 Solutions

In addition to Microsoft 365 licenses, large companies can opt for more affordable Office 365 subscriptions.

Office 365 Apps for Enterprise

The Microsoft 365 Apps for Enterprise license provides access to 1 TB of online storage on OneDrive and, most importantly, Office applications (Word, Excel, PowerPoint, Outlook) in their web, desktop, and mobile versions, with automatic updates.

This option suits large companies that primarily need access to Office applications. It is priced at €14.30 (excl. VAT) per user per month with an annual subscription.

Office 365 E1 EEE (without Teams)

The Office 365 E1 EEE subscription (without Teams) includes web and mobile versions of key Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, OneNote) and 1 TB of online storage on OneDrive.

This license is ideal for organizations seeking affordable solutions to improve team collaboration without requiring desktop software installation. It costs €7.40 (excl. VAT) per user per month with an annual subscription.

Office 365 E3 EEE (without Teams)

The Office 365 E3 EEE plan (without Teams) includes all the features of the Office 365 E1 license, plus desktop versions of Office applications (Word, Excel, PowerPoint, etc.) and advanced security and compliance features (message encryption and rights management, data loss prevention for emails and files).

This subscription is ideal for large organizations needing desktop-installed software and enhanced security options. It is priced at €23.10 (excl. VAT) per user per month with an annual subscription.

Office 365 E5 EEE (without Teams)

The Office 365 E5 EEE license (without Teams) includes all the services of the Office 365 E3 subscription, with enhanced security (threat protection) and advanced marketing analytics features (Power BI Pro).

This plan is tailored for companies with high compliance and security requirements. It is priced at €39.50 (excl. VAT) per user per month with an annual subscription.

Which Microsoft licenses are suitable for frontline workers?

Among the many subscriptions Microsoft offers, some are specifically designed to facilitate the work of field teams and help companies retain their frontline workers.

Microsoft 365 F1 License for Frontline Workers

The Microsoft 365 F1 subscription provides access to web and mobile versions of Office applications (Word, Excel, PowerPoint, and OneNote) in read-only mode, the collaborative communication app Microsoft Teams, a professional email and calendar solution (Exchange), and task management tools (Planner, Bookings).

This plan is perfect for field workers needing basic tools for communication and task management. It is affordably priced at €2.10 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 F3 License for Frontline Workers

The Microsoft 365 F3 plan includes all the features of the Microsoft 365 F1 license, plus Outlook messaging, 2 GB of OneDrive file storage per user, and tools for creating custom applications and automated workflows.

Choose the Microsoft 365 F3 license if your frontline workers need broader access to collaboration, storage, and management tools. This more comprehensive plan costs €7.50 (excl. VAT) per user per month with an annual subscription.

Alternatives to Microsoft 365 F1 and F3 Licenses

If you already use Microsoft solutions for your office staff and need a complementary option to extend collaborative and communication tools to field teams, consider these alternatives:

• Mozzaik365 Mobile App: Mozzaik365’s Digital Workplace is a SharePoint Online extension for creating collaborative, versatile, engaging intranets integrated into your Microsoft 365 environment. Available as a mobile app, it simplifies the user interface, making your digital workspace fully accessible to frontline workers. Learn more here.
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• Microsoft Guest Access: This feature allows intranet users in a Microsoft 365 environment to share resources or collaborative tools with external users who don’t have a Microsoft license. This option is ideal for occasional use and comes at no extra cost to your company.

Which Microsoft licenses should nonprofits choose?

Microsoft offers various licenses tailored to nonprofits of different sizes. To support nonprofit organizations, Microsoft even provides special "nonprofit staff" pricing and grants for this specific audience.

Microsoft 365 Business Basic

The Microsoft 365 Business Basic subscription includes:

• Web and mobile versions of Microsoft 365 applications (Word, Excel, PowerPoint, Outlook);
• The Microsoft Teams collaborative communication app;
• Cloud services (OneDrive, SharePoint);
• 1 TB of OneDrive storage.

This plan enables small and medium nonprofits (up to 300 users) to provide their staff with affordable online communication and collaboration tools. The price is available upon request and may be eligible for a grant.

Microsoft 365 Business Standard

The Microsoft 365 Business Standard license includes all the features of the Microsoft 365 Business Basic subscription, plus desktop versions of Office applications with premium features, as well as advanced management and collaboration tools.

This plan is ideal for small and medium nonprofits needing locally installed applications on their devices. It is priced at €2.80 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 Business Premium

The Microsoft 365 Business Premium plan combines all the benefits of the Business Standard license with enhanced security, threat protection, and advanced device management.

This subscription is designed for small and medium nonprofits seeking a highly secure working environment. It is free for up to 10 users and then costs €5.10 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 E3

The Microsoft 365 E3 license includes:

• Desktop, web, and mobile versions of Microsoft 365 applications (Word, Excel, PowerPoint, OneNote, Outlook);
• Microsoft Teams for teamwork and communication;
• Cloud storage (OneDrive, SharePoint);
• Compliance and security features;
• Advanced analytics tools (Power BI Pro).

This plan meets the productivity and collaboration needs of large nonprofits while offering basic security. It is available at a special "nonprofit staff" rate of €9.40 (excl. VAT) per user per month with an annual subscription.

Microsoft 365 E5

The Microsoft 365 E5 subscription includes all features of the Microsoft 365 E3 plan, with additional:

• Security options (threat protection, identity management);
• Data analytics tools (Viva Insights).

This plan is recommended for large nonprofits requiring enhanced security and advanced analytics tools. It is priced at €23.90 (excl. VAT) per user per month with an annual subscription.

Which Microsoft licenses should I choose for my organization? Conclusion.

Whether your organization is an SMB, a large enterprise, or a nonprofit, you will undoubtedly find a Microsoft license that fits your needs and budget.

To choose the ideal Microsoft subscription, consider:

• The size of your organization (number of internal users);
• The use cases the technology must address (field communication, etc.);
• Your specific expectations and constraints (internal servers, sensitive databases, etc.);
• Your budget.

Take the time to study each Microsoft license in detail. Lastly, consider opting for a plan with additional features beyond your requirements. Ensuring a good digital experience for your employees is always a worthwhile investment!