BIG CHANGES TO MICROSOFT’S FREE LICENSES FOR CHARITIES: WHAT YOU NEED TO KNOW
If your charity uses Microsoft 365 Business Premium or Office 365 E1 through the Microsoft Donation Program (or via TechSoup), there’s a change coming you should know about: these donated licenses won’t be renewed going forward.
That means you’ll need to either switch to a different product or begin paying for the current one.
But don’t worry—you’re not being left in the lurch. We’re here to help you navigate the change and find the most cost-effective option that still meets your needs.
WHAT’S CHANGING?
Microsoft is phasing out these two grant-based offers. This means if your charity relies on them, they’ll disappear at your next renewal date after July 1. For example, if your donation license subscription expires in October 2026, you can continue to use your licenses until then. For many nonprofits in Vancouver, this could impact your daily work, email, file sharing, and team communication tools.
WHAT YOU’LL STILL GET FOR FREE
The good news? Microsoft will still offer up to 300 free licenses of Microsoft 365 Business Basic to eligible nonprofits.
This includes:
- Web-based versions of Word, Excel, PowerPoint, and Outlook
- Business email (50 GB inbox per person)
- Microsoft Teams for communication
- 1 TB of cloud storage per user
- Online collaboration with SharePoint and Bookings
These tools are more than enough for many nonprofits—especially those with remote or hybrid teams who need reliable access from anywhere.
NEED MORE THAN THE BASICS?
If your team needs desktop apps or advanced security, Microsoft is offering a steep 75% discount on paid plans like Business Premium. That brings costs down to around $7.50 per user per month—still budget-friendly for most organizations.
What Should You Do Next?
- Check your renewal date – That’s when the change will hit.
- Make a list of what your team actually uses – Not every feature needs replacing.
- Talk to an IT support partner – Especially one who understands nonprofits and grant timelines.
❓ FREQUENTLY ASKED QUESTIONS ABOUT THE MICROSOFT 365 CHANGES
Will we lose access to our current files?
No. After your license expires, you’ll have 30 days of access to transition, followed by 60 days where your data is still recoverable. That’s 90 days total before anything is permanently deleted.
Can we upgrade later if we choose Business Basic now?
Yes. You can always switch to a paid plan like Business Premium later, if your team needs more features or security.
What if we have more than 300 users?
The free Business Basic plan covers up to 300 users. If you need more, Microsoft offers options that support larger teams. The Human IT Company can guide you through the process.
What’s the difference between Business Basic and Business Premium?
- Business Basic gives you email, cloud storage, and online versions of Office apps.
- Business Premium includes all that plus installed desktop apps and better security tools—ideal if your team handles sensitive data or needs full desktop access.
What happens if we don’t act in time?
You won’t lose your data immediately. There’s a 90-day window (30 days of access, 60 more days of retention). But acting early ensures a smooth, stress-free transition.
Can we mix free and discounted licenses?
Absolutely. Many charities use a mix—up to 300 free Business Basic seats and then add discounted Business Premium licenses for staff who need more features.
HOW WE CAN HELP
The Human IT Company specializes in IT support for Vancouver nonprofits and charities. That means we understand grant cycles, tight budgets, and how important it is to protect donor data. We can help you:
- Understand your options and expiry dates
- Transition smoothly to new Microsoft plans
- Keep your team productive and connected
- Avoid surprise costs or lost data
- Get real answers—in plain English
Still not sure what to do? Don’t hesitate to call us. Let’s talk about how we can help you adapt gently and affordably.