Microsoft 365 Plans: Choosing the Best Option For Your Business

Microsoft 365 Plans for Small and Medium Businesses

Microsoft 365 offers a range of plans designed to meet the diverse needs of small and medium-sized businesses (SMBs). These plans are tailored to help organizations grow, regardless of their size or industry. To assist businesses in choosing the most suitable plan, Microsoft provides a plan chooser tool that makes recommendations based on factors such as business size, field of work, device usage, and specific feature requirements .

Business Basic

Microsoft 365 Business Basic is an entry-level plan that provides essential services for SMBs. Priced at CAD $8.10 per user per month, it includes:

1. Identity, access, and user management for up to 300 employees
2. Custom business email (you@yourbusiness.com mailto:you@yourbusiness.com)
3. Web and mobile versions of Word, Excel, PowerPoint, and Outlook
4. Microsoft Teams for chat, calls, and video conferencing
5. 1 TB of OneDrive cloud storage per user
6. Additional apps like Microsoft Bookings, Planner, and Forms
7. Automatic spam and malware filtering
8. Anytime phone and web support

This plan is ideal for businesses looking to kickstart their productivity with cloud-based tools and services.

Business Standard

Building upon the Basic plan, Microsoft 365 Business Standard offers a more comprehensive set of features at CAD $17.00 per user per month. In addition to the Basic plan offerings, it includes:

9. Desktop versions of Word, Excel, PowerPoint, and Outlook
10. Webinar capabilities with attendee registration and reporting
11. Collaborative workspaces using Microsoft Loop
12. Video editing and design tools with Microsoft Clipchamp

Business Standard is suitable for SMBs that require full access to Office applications across desktop, web, and mobile platforms, along with advanced collaboration tools.

Business Premium

Microsoft 365 Business Premium is the most comprehensive plan for SMBs, priced at CAD $29.80 per user per month. It combines all the features of Business Standard with enhanced security and device management capabilities:

13. Advanced identity and access management
14. Enhanced cyberthreat protection against viruses and phishing attacks
15. Enterprise-grade device and endpoint protection
16. Tools to discover, classify, and protect sensitive information

Key security features include:

• Microsoft Entra ID for identity protection
• Intune for device and application data protection
• Microsoft Defender for online threat protection
• Microsoft Purview for information protection and governance

Business Premium is designed for organizations that require robust security measures alongside productivity tools. It enables employees to work securely, whether on-site or remotely, while defending against sophisticated cyberthreats .

Apps for Business

For SMBs that primarily need access to Office applications without additional services, Microsoft 365 Apps for Business is available at CAD $11.70 per user per month. This plan includes:

17. Desktop versions of Word, Excel, PowerPoint, and Outlook
18. 1 TB of OneDrive cloud storage per user
19. Anytime phone and web support

This plan is suitable for businesses that already have email and collaboration solutions in place but require the latest versions of Office applications.

Across all plans, Microsoft offers the flexibility to change or mix plans as organizational needs evolve. Additionally, Microsoft 365 Copilot is available as an add-on for businesses seeking AI-powered assistance in their productivity tools.

When selecting a plan, SMBs should consider their specific business needs, including the size of their workforce, required features, IT support, and security requirements . In some cases, combining multiple plans or maintaining separate personal and business subscriptions may be the optimal solution .

Microsoft 365 Plans for Enterprise Users

Microsoft 365 offers comprehensive solutions for enterprise users, with two primary plans: E3 and E5. These plans are designed to meet the diverse needs of large organizations, providing a suite of productivity apps, security features, and compliance tools.

As of April 1, 2024, Microsoft has unbundled Teams from its Microsoft 365 and Office 365 E3 and E5 subscriptions globally. This change was initially implemented in the European Economic Area (EEA) and Switzerland in response to regulatory concerns and has now been extended worldwide to streamline licensing and reduce customer confusion. New subscribers will need to purchase Teams separately, while existing customers can continue with their current plans or switch to the new lineup upon renewal. This move aims to provide more flexibility and clarity for enterprise customers in managing their collaboration tools.

E3 Plan Features (no Teams)

Microsoft 365 E3 combines best-in-class enterprise productivity apps with core security and compliance capabilities . This plan includes essential applications such as Word, Excel, PowerPoint, Outlook, OneNote, SharePoint, OneDrive, and Windows. It aims to improve productivity and foster a culture of collaboration with connected experiences .

Key features of the E3 plan include:

20. Exchange Online: Provides 100 GB of business-class email and calendaring
21. OneDrive: Offers 1-5 TB (or more) of personal cloud storage
22. SharePoint: Enables sharing and management of content, knowledge, and apps
23. Microsoft 365 Apps: Allows installation on up to five PCs or Macs, five tablets, and five phones per user
24. Basic security and compliance tools: Includes Microsoft Purview Information Protection, Data Loss Prevention, and basic auditing capabilities

E5 Plan Features (no Teams)

Microsoft 365 E5 builds upon the E3 plan, offering advanced security, compliance, and analytical capabilities. This comprehensive plan is designed to extend identity and threat protection with integrated and automated security features .

Additional features exclusive to the E5 plan include:

26. Microsoft Defender XDR: Protects against sophisticated attacks like phishing and zero-day malware .
27. Microsoft Defender for Cloud Apps: Identifies and combats cyberthreats, monitoring data travel in real-time .
28. Power BI Pro: Delivers insights for fast, informed decision-making with business analytics .
29. Advanced eDiscovery: Helps organizations find relevant data quickly and cost-effectively .
30. Microsoft Purview Insider Risk Management: Intelligently identifies and investigates insider risks .
31. Azure AD Premium P2: Provides advanced identity and access management solutions .

Comparing E3 and E5

While both E3 and E5 plans offer robust enterprise solutions, there are significant differences in their capabilities:

32. Security: E5 provides more advanced security features, including Microsoft 365 Defender, which offers a full extended detection and response (XDR) capability .
33. Analytics: E5 includes Power BI Pro, enabling deeper insights into business operations .
34. Compliance: E5 offers advanced compliance tools such as Insider Risk Management and Customer Lockbox .
35. Communication: E5 includes Microsoft Teams Phone System and Audio Conferencing, consolidating all communication needs .
36. Identity Management: E5 features Azure AD Premium P2, providing robust identity governance and protection .

A Forrester study found that organizations upgrading to Microsoft 365 E5 experienced a 50% reduction in security and communication help desk calls, with a 15% decrease in average resolution time. Additionally, the risk of a security breach decreased by 50% after deploying E5-level solutions .

When choosing between E3 and E5, enterprises should consider their specific needs for advanced security, analytics, and compliance features. While E3 provides a solid foundation for productivity and basic security, E5 offers a more comprehensive suite of tools for organizations requiring advanced capabilities and consolidated solutions.

Microsoft 365 Plans for Frontline Workers

Microsoft offers specialized plans designed to empower frontline workers with secure, intuitive, and connected experiences. These plans cater to employees who are often on the go, use mobile devices, and interact directly with customers or the general public . By providing purpose-built tools and solutions, Microsoft aims to help organizations transform their business processes and enhance productivity among their frontline workforce .

F1 Plan Overview

The Microsoft 365 F1 plan, also known as the “frontline worker plan,” is a cost-effective solution for businesses with many frontline workers who need basic communication and collaboration tools. This plan includes:

37. Web and read-only mobile versions of Office applications (Word, Excel, PowerPoint, OneNote)
38. Microsoft Teams for chat, meetings, and file sharing
39. 2 GB of OneDrive personal cloud storage
40. Microsoft Stream for intelligent video engagement
41. Microsoft Bookings for simplified appointment scheduling
42. SharePoint for content and knowledge management
43. Microsoft Viva Connections for employee engagement

It’s important to note that F1 users have read-only access to documents in Microsoft 365 for the web and mobile apps . Additionally, while a mailbox is provisioned through the Exchange Kiosk plan, F1 users are not entitled to use it, and it’s recommended to disable Outlook on the web for these users .

F3 Plan Overview

The Microsoft 365 F3 plan builds upon the F1 plan, offering more comprehensive features for frontline workers who require additional capabilities. Key features of the F3 plan include:

44. Full access to web and mobile versions of Office applications
45. 2 GB user email mailbox
46. Power Apps and Power Automate for Microsoft 365
47. Advanced security and compliance features
48. Microsoft Viva Learning and Insights (with add-ons)
49. Microsoft Planner and To Do for task management

F3 users have full access to documents in Microsoft 365 for the web and mobile apps, providing more flexibility in document creation and editing compared to F1 users.

Key Differences

When comparing the F1 and F3 plans, several key differences emerge:

50. Office Applications: F1 offers read-only access, while F3 provides full access to web and mobile versions .
51. Email: F1 users don’t have mailbox rights, whereas F3 includes a 2 GB user email mailbox .
52. Storage: F1 offers 2 GB of OneDrive storage, while F3 may provide more (specific amount not mentioned in the sources) .
53. Productivity Tools: F3 includes additional tools like Power Apps and Power Automate, which are not available in the F1 plan .
54. Advanced Features: F3 offers more advanced security, compliance, and analytics capabilities compared to F1 .
55. Cost: F1 is generally more affordable than F3, making it suitable for businesses with budget constraints .

Both plans include Microsoft Teams, SharePoint, and other collaboration tools, but the extent of functionality may vary. It’s worth noting that neither F1 nor F3 plans include desktop versions of Microsoft 365 apps, and they are limited to devices with integrated screens smaller than 10.9 inches for mobile apps .

When choosing between F1 and F3 plans, organizations should consider their specific needs, budget constraints, and the level of functionality required for their frontline workers. For businesses that need more advanced features or full access to Office applications, the F3 plan may be more suitable. However, for those primarily focused on basic communication and collaboration tools, the F1 plan could be a cost-effective solution .

Key Factors to Consider When Choosing a Plan

Selecting the right Microsoft 365 plan for your organization requires careful consideration of several key factors. By evaluating these aspects, businesses can ensure they choose a plan that aligns with their specific needs, budget, and security requirements.

Number of Users

The number of users is a crucial factor in determining the most suitable Microsoft 365 plan for your organization. Business plans are designed to support up to 300 users, making them an excellent choice for small and medium-sized businesses. If your team consists of 300 or fewer employees, a business plan might be the best fit. However, for organizations with more than 300 employees, Enterprise Plans are the recommended option as they support unlimited users.

Required Features

Different Microsoft 365 plans offer varying levels of functionality and access to applications. It’s essential to assess your organization’s specific needs and match them with the features provided by each plan:

56. Office Applications: Determine whether users require desktop, web, or mobile versions of Office apps like Word, Excel, and PowerPoint .
57. Email and Storage: Consider the email storage capacity and OneDrive storage requirements for your team .
58. Collaboration Tools: Evaluate the need for advanced collaboration features such as SharePoint and Microsoft Teams .
59. Advanced Capabilities: Some plans offer additional functionalities like business intelligence tools, advanced security features, or compliance tools .

Review the features of each Business and Enterprise plan carefully to ensure you select a plan that provides the necessary tools without overspending on unused features .

Budget Constraints

Cost is a significant factor when choosing a Microsoft 365 plan. Business Plans are generally more affordable, ranging from CAD 8.10 to CAD 29.80 per user per month, while Enterprise Plans range from CAD 10.90 to CAD 74.30 per user per month . If you’re working with a tight budget but still want to leverage the Microsoft Office 365 suite, consider the basic plans. However, if budget isn’t a primary concern, explore the premium plans that offer more advanced features .

It’s important to note that while higher-tier plans may seem costly, they often provide better value in terms of features and capabilities. Carefully assess your organization’s needs and compare them against the pricing to find a plan that offers the best balance between functionality and cost-effectiveness .

Security Needs

Security should be a top priority for businesses of all sizes. Different Microsoft 365 plans offer varying levels of security features:

1. Basic Security: Entry-level plans typically include essential security measures such as Advanced Threat Protection (ATP)
2. Advanced Security: Enterprise plans offer more comprehensive security features, including:
3. Microsoft Advanced Threat Analytics
4. Device Guard
5. Credential Guard
6. App Locker
7. Enterprise Data Protection
8. Compliance Tools: Some plans include advanced compliance features for organizations with specific regulatory requirements .

For businesses that handle sensitive data or operate in regulated industries, opting for a plan with robust security and compliance features is crucial to protect against cyber threats and ensure regulatory compliance .

By carefully considering these key factors – number of users, required features, budget constraints, and security needs – organizations can make an informed decision when selecting a Microsoft 365 plan. Remember that as your business grows and evolves, you have the flexibility to change or mix plans to better suit your changing needs. Regularly reassess your chosen plan to ensure it continues to meet your organization’s requirements and provides the best value for your investment.

Conclusion

Selecting the right Microsoft 365 plan has a significant impact on an organization’s productivity and efficiency. By carefully considering factors such as the number of users, required features, budget constraints, and security needs, businesses can find a plan that aligns with their goals and operational requirements. Whether opting for SMB, Enterprise, or Frontline Worker plans, Microsoft 365 offers a range of options to cater to diverse organizational needs.

As technology continues to evolve, Microsoft 365 plans will likely adapt to meet changing business demands. To stay ahead of the curve, organizations should regularly reassess their chosen plans and take advantage of new features and capabilities as they become available. By doing so, businesses can ensure they’re making the most of their Microsoft 365 investment and empowering their workforce to thrive in an increasingly digital landscape.

If you need expert advice on choosing the right Microsoft 365 plan for your business, feel free to reach out to Softlanding. Our licensing specialists will guide you and help you get the most out of your Microsoft 365 investment.

FAQs

What distinguishes the Microsoft 365 plans for frontline workers from those for information workers?

Frontline worker plans are tailored for employees needing mobile access to applications, suitable for use on phones or tablets, allowing them to access information while on the move. In contrast, information worker plans are geared towards those who primarily work from desktops or laptops, focusing on tasks like writing, editing, and sharing documents, though they also include mobile app access.

Is Microsoft 365 a good investment for small businesses?

Absolutely, Microsoft 365 is highly beneficial for small businesses. It provides a comprehensive suite of tools that not only enhances operational efficiency but also elevates a brand’s professionalism through sophisticated, user-friendly applications.

How do Microsoft 365 Enterprise plans differ from Business plans?

Microsoft 365 Business plans are intended for smaller organizations, supporting up to 300 users, and focus on essential office productivity tools. On the other hand, Enterprise plans cater to larger organizations and offer advanced features that meet complex and diverse business needs.

What is Microsoft 365 Frontline?

Microsoft 365 Frontline is specifically designed for workers who require intermittent access to Cloud PCs, rather than round-the-clock use. It supports organizations with a more flexible, distributed workforce, particularly beneficial for employees who work on a rotational basis across various devices.