TL;DR: Microsoft’s pulled the plug on free Business Premium licences for charities. But with the right mix of discounted upgrades, clever tools, and a bit of IT housekeeping, you can still run a productive, secure setup, without rinsing the budget.
Why are charities & not-for-profits frustrated with Microsoft right now?
Because one of the best licensing deals in the tech world just disappeared. Microsoft’s decision to remove free Business Premium licences and replace them with Business Basic (plus some discounted upgrades) has left a lot of charities wondering: how do we keep working effectively without breaking the bank?
If you’re in the third sector, you’ve already got enough to juggle. Fundraising, community outreach, volunteer management and now this. It’s one disruption too many. But… it could also be a nudge. A chance to rethink your digital setup and make sure you’re only paying for what you really need.
1. Be picky with your Business Premium licences
Not everyone needs the bells and whistles.
Microsoft’s offering up to 75% off most services. That gives you room to be strategic. Upgrade the people who need advanced features, like device management or offline Office apps. Leave everyone else on Business Basic (which still includes web apps, Teams, and email).
Who should get Premium?
- Operations and finance
- Anyone managing mobile devices or needing security add-ons
- Roles where offline access is essential
Keep it lean. Keep it smart.
Explore Microsoft’s not for profit pricing
2. Mix in free or cheaper alternatives
Sometimes the best tool isn’t made by Microsoft.
Here are a few nonprofit-friendly options worth a look:
- Google Docs for editing offline
- Zoho Mail or Proton Mail for extra inboxes
- Bitwarden (free for nonprofits) to manage passwords properly
- Notion or Trello for shared to-do lists and project tracking
The point is: you’ve got choices. Loads of them. And many of them play nicely alongside Microsoft 365.
3. Audit what you’re paying for
Yes, that includes the dusty SharePoint site from 2019.
Take an afternoon to check what’s being used and what isn’t. It’s easy for licences and tools to pile up, especially when everyone’s busy. You might find you’re paying for duplicate software, or holding onto seats no one’s using.
Small changes here = real savings later.
4. Train your team on the tools you already have
Business Basic is better than you think, if you know how to use it.
The web-based versions of Office have come a long way. With a bit of guidance, your team can do most of what they were doing before, without installing anything or spending more money.
Why not put together a short “how to make the most of Microsoft 365 Basic” resource sheet? Or ask your IT support if they can walk you through it. Some (like us) are happy to point you in the right direction.
5. Automate your boring tasks
Because you’ve got more important things to do than copy-paste spreadsheets.
Microsoft Power Automate (which many licences still include) lets you automate repetitive admin, even if you’ve never touched a line of code.
Start simple:
- Save email attachments directly to SharePoint
- Set reminders for funding deadlines
- Automatically sync form responses into a spreadsheet
Less admin. More time for the work that matters.
6. Work with people who actually understand your world
Not everyone needs enterprise IT. You just need it to work.
Some IT providers throw jargon and gold-plated solutions at you. Others (like us) focus on what you actually need to stay secure, productive, and stress-free. We get that every pound matters, and that charity IT support isn’t just about cost, it’s about impact.
That’s why we offer friendly, no-pressure consultations to help you make the most of what you’ve already got. No upselling. Just useful advice.
Final word
Yes, Microsoft’s decision is frustrating. But with the right setup and support, you can still keep your team connected, your data secure, and your projects moving, all without burning through your budget.
Need a second opinion on your setup? We’re always happy to chat through your options.
Supporting Penny Brohn UK
At Cloud & More, we proudly support Penny Brohn UK, a national charity dedicated to providing free, integrative care to adults affected by cancer. Their holistic approach addresses not just the physical aspects of cancer, but also the emotional, mental, and spiritual challenges that come with it. Through services like counselling, nutrition advice, and complementary therapies, they empower individuals to live well with and beyond cancer.
Their mission resonates deeply with our values, and we’re committed to supporting their invaluable work.
Need help figuring it out
Give us a shout. We’ll help you stay productive, secure, and focused on what matters most: making a difference.
