The Ultimate Nonprofit Guide to Choosing the Right Microsoft Subscription

Choosing the right Microsoft 365 subscription for your nonprofit can feel overwhelming, especially with recent licensing changes. But don’t worry, we’ve got you covered. Whether you're a grassroots charity or a large-scale organisation, this guide will help you find the best plan for your needs.

Last updated 05/08/2025

In this article:

• Microsoft 365 Business Basic (still free!)
• Microsoft 365 Business Standard
• Microsoft 365 Business Premium (now discounted)
• Microsoft 365 E3
• Microsoft 365 E5
• What’s changing in 2025?
• How Xtreme Productivity can help

1. The Free Plan: Microsoft 365 Business Basic

Price: Free (Grant) for up to 300 users 

Despite recent changes, Business Basic remains a go-to for nonprofits wanting essential tools with no cost attached. It's a cloud-based solution perfect for light users, volunteers, or admin staff.

What you get:

• Microsoft Teams for virtual meetings and collaboration
• Web/mobile versions of Word, Excel, PowerPoint
• 1 TB OneDrive cloud storage per user
• SharePoint for internal document sharing
• Business-class email (Outlook web & mobile)
• Standard security and admin tools

Ideal for:

• Small nonprofits
• Volunteer-driven organisations
• Teams using web-based apps only

Examples:

• A community garden project managing volunteers
• A local food rescue charity coordinating daily operations

We’ve helped dozens of small nonprofits unlock this free grant and migrate seamlessly. If you’re unsure where to start, we’re here to help, contact us today. 

2. More Tools: Microsoft 365 Business Standard

Price: NZ$4.90/month per user (at time of writing)

When you need more than just the web apps, Business Standard steps up. It’s ideal for growing nonprofits that want to host webinars, create rich content, or manage more complex admin tasks.

What you get:

• Everything in Business Basic, PLUS:
• Full desktop apps (Word, Excel, PowerPoint, Outlook)
• Webinar hosting and registration features in Teams
• Customer appointment booking tools
• Greater offline functionality and local file storage

Ideal for:

• Mid-sized organisations
• Admin-heavy teams
• Staff who prefer using desktop apps

Examples:

• An advocacy nonprofit running public webinars
• A regional mental health charity coordinating client appointments

3. The Secure Choice: Microsoft 365 Business Premium

Price: NZ$8.90/month per user (formerly free for 10 users)

Microsoft has retired the 10-seat grant for Business Premium as of July 2025, but nonprofits can still access it at a 75% discount.

Why consider Premium now? Security matters more than ever. Business Premium is designed for organisations handling sensitive data, whether it's donor info, case notes, or financial records.

What you get:

• Everything in Business Standard, PLUS:
• Microsoft Defender for Office 365 (anti-phishing, anti-malware)
• Conditional Access and MFA
• Intune for mobile device management
• Data Loss Prevention (DLP) for Teams and email

Ideal for:

• Nonprofits managing confidential data
• Organisations needing compliance support
• Mobile or hybrid teams

Examples:

• A social services nonprofit protecting client data
• A national charity managing mobile staff and BYO devices

4. Enterprise-Level Capability: Microsoft 365 E3

Price: NZ$15.40/month per user

Need enterprise features without the enterprise price tag? E3 is a robust option for larger or more complex nonprofits.

What you get:

• Everything in Business Premium, plus:
• Larger-scale webinar tools (up to 1,000 attendees)
• Advanced identity and access management
• Data governance and archiving
• Information protection for compliance

Ideal for:

• Larger nonprofits with distributed teams
• Organisations handling large-scale events or sensitive compliance data

Examples:

• A global NGO hosting virtual training across time zones
• A large education trust with strict data policies

5. Full Control and Visibility: Microsoft 365 E5

Price: NZ$36.90/month per user

This is the most powerful plan available for nonprofits. It includes everything in E3 plus high-end security, compliance, and analytics tools. It also unlocks full support for Microsoft Copilot (AI).

What you get:

• Everything in E3, PLUS:
• Advanced Threat Protection with Microsoft Defender
• eDiscovery and audit tools for legal compliance
• Power BI Pro for data analytics and reporting
• Microsoft Teams Phone for integrated voice calling

Ideal for:

• Legal, research, and data-heavy nonprofits
• Those investing in AI or working at national/global scale

Examples:

• A legal aid organisation managing sensitive casework
• A global health nonprofit using analytics to track field operations

What’s Changing in 2025?

• Free Business Premium plans (10 users) retired from 1 July 2025
• Office 365 E1 (grant) retired for most nonprofits
• Business Basic remains free for up to 300 users
• Discounts (up to 75%) still available on all paid nonprofit plans
• Enterprise Agreements may still qualify for free E1 with 250 paid seats

Microsoft now provides 90 days’ notice before retiring legacy plans and another 90 days of data access after expiry.

How Xtreme Productivity helps nonprofits navigate change

We’re more than just your Microsoft partner. We specialise in working with nonprofits to:

• Review current licensing and eligibility
• Help you secure grants and discounts
• Migrate your data safely and securely
• Implement the right security settings
• Train your team and provide ongoing support

Whether you’re in early discussions or racing against a renewal deadline, we can help.