Microsoft Non-profit Licences: What’s Changing, What’s Not, and Why You Shouldn’t Panic

You’ve probably seen the headlines or had a flurry of messages pop up in your charity network:
“Microsoft is pulling the plug on free non-profit accounts!”
Cue the panic. Cue the “We’ll just move to Google, it’s free!” chatter. Cue the digital chaos.

Let’s all just… breathe.

Here’s what we know so far, and what your charity needs to be thinking about before making any rash decisions.

✅ What’s Actually Changing?

The current spin surrounds Microsoft’s 10 free Business Premium licences for non-profit organisations.
These are the ones that include desktop apps like Word, Excel, Outlook, and Teams.

🛑 Those are the licences Microsoft is (likely) retiring.
🟢 The 300 free Business Basic licences are not going anywhere.
Business Basic includes web and mobile versions of Microsoft apps, Teams, and cloud storage, but not the full desktop software.

And let’s be clear:
Microsoft has a track record of changing direction when there’s enough uproar. Outlook Classic was meant to disappear years ago, and yet here we are, still Outlooking classically until at least 2029.

So yes, it’s frustratingly unclear right now. But there’s no confirmed end date, and no need to panic.

🧠 Before You Start Packing for Google, Ask:

Moving from Microsoft to Google is not like switching brand of tea bags.
It’s more like moving house, with all your furniture bolted to the floor.

Here’s what your charity should be thinking about first:

1️⃣ What licences do you currently have, and do you actually need them?

Some charities signed up for the 10 free Business Premium licences just because they were… well, free.
But are you really using all those desktop apps? Or are most of your users just logging into Outlook and Teams via the browser?

💡 You might be over-licenced.

Business Basic might cover everything you need, especially if your team already works entirely in the cloud.

2️⃣ Who’s using the licences, and how?

Are your users paid staff working on charity-provided devices?
If so, desktop apps like Outlook and Excel might be essential for them to do their jobs well. Business Premium (even at discounted rates) could still be worth it.

But what about volunteers?

Volunteers often use their own devices, which means:

• They shouldn’t be storing charity data locally (it’s a security risk)

• They probably don’t need full desktop apps

• They should be doing everything in the cloud

In other words: Business Basic might be ideal for your volunteers.

3️⃣ What’s the real risk of rushing?

We’ve seen the fallout from hasty decisions during IT audits:

🔓 Volunteers storing sensitive data on their personal Google Drive
💾 Unencrypted laptops with vulnerable personal info
🧓 Devices still running Windows 7 or Windows 10 past end-of-life (hello, data breaches!)

We’ve even heard:
“I volunteer, why should I update my computer?”
Or worse:
“It’s my device. I’ll use what I like.”

All while handling data on donors, supporters, or service users.
That’s a GDPR and security disaster waiting to happen.

💬 Talk to Your IT Person. Seriously.

This is not something to figure out in a WhatsApp group.
Your IT partner will:

• Know what licences you’re using

• Understand what you actually need

• Help you transition smoothly if changes are required

They’ll also stop you from:

• Overpaying for licences

• Downgrading when you shouldn’t

• Blocking Microsoft and cutting off vital access

💷 Still a Bargain, Even Without the Free Licences

Even if Microsoft does retire the 10 free Business Premium licences, it’s important to remember that charities still get massive discounts. The non-profit pricing is nowhere near the full commercial rates:

• Business Premium is just £4.20/month (vs. £18.10/month retail)

• Business Standard is £2.30/month (vs. £10.30/month retail)

So while it may no longer be free, it’s still incredibly cost-effective for what you’re getting, especially for charities needing reliable, secure access to the full desktop suite. Think of it as a small investment in productivity, compliance, and data security.

Want help figuring out your setup or getting a licensing review?
That’s exactly what we do, without the jargon, and with your mission in mind.

📩 Drop us a message or request a charity IT Health Check today.