Selecting the proper Microsoft license for your non-profit organization can result in significant cost savings while providing essential tools for your team. Below are the standard options that will fit most non-profit needs, their features, and the best use cases for each.
1) Business Premium - Non-profit pricing - $5.50/license/month after initial free 10 licenses
Benefits:
Office Desktop - Access to Office 365 desktop apps on up to 5 separate devices (PC/Mac/Phone/Tablet): Access, Excel, OneDrive, Outlook, OneNote, PowerPoint, Publisher, Teams, Word
Office Online - Access to Office 365 Web Apps from any browser: Access, Excel, OneDrive, Outlook, OneNote, PowerPoint, Publisher, Teams, Word
MFA - MFA - Includes access to MultiFactor Authentication (Microsoft Authenticator/Hardware Key). Usable in office, remotely, and on mobile devices
Best Use - Provides comprehensive access to all standard Office 365 features. Ideal for users who need full access to Office applications and work both in-office and remotely.
Cost Comparison - Non-profit cost is $5.50 license/month compared to $22.00 license/month regular business cost.
2) Business Standard - Non-profit pricing - $3.00/license/month
Benefits:
Office Desktop - Access to Office 365 desktop apps on up to 5 separate devices (PC/Mac/Phone/Tablet): Access, Excel, OneDrive, Outlook, OneNote, PowerPoint, Publisher, Teams, Word
Office Online - Access to Office 365 Web Apps from any browser: Access, Excel, OneDrive, Outlook, OneNote, PowerPoint, Publisher, Teams, Word
MFA - Not Included - should only be used inside the office network
Best Use - Suitable for users who need access to desktop applications but do not require remote or mobile access due to the lack of MFA
Cost Comparison - Non-profit cost is $3.00 license/month compared to $12.50 license/month regular business cost
3) Business Basic - Non-profit pricing - Free (up to 300)
Benefits:
Office Desktop - Not Included
Office Online - Access to Office 365 Web Apps from any browser: Access, Excel, OneDrive, Outlook, OneNote, PowerPoint, Publisher, Teams, Word
MFA - Not Included - should only be used inside the office network
Best Use - Ideal for employees who work only in the office and do not need the full suite of desktop applications. Provides free email access
Cost Comparison - Non-profit cost is $0.00 license/month up to 300 licenses compared to $6.00 license/month regular business cost
4) Shared Mailbox - Free
Benefits - Does not require a license. Allows licensed users to access, send as, or send on behalf of the mailbox.
Best use:
Scenario 1 - Organizationally controlled method for maintaining access to accounts without tying them to transient users. (e.g., Adobe, GoDaddy, ISP accounts).
Solution - Create a shared mailbox (e.g., [email protected]). Register the account with this email and assign access to appropriate people.
Scenario 2 - Positions with frequent changes requiring continuity of communication (e.g., [email protected], [email protected], [email protected]).
Solution - Use a shared mailbox for position-based correspondence, allowing access to be transferred without losing past communications.
Summary - A non-profit organization will definitely want to leverage the initial free Business Premium licenses, regardless of size. For additional licenses, Business Premium provides the best overall value at $5.50/license/month for comprehensive access and security. Business Standard and Business Basic licenses offer cost-effective solutions for users with specific needs, while shared mailboxes ensure continuity and organizational control for specific roles and external accounts.