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2024 Microsoft licensing for Australian not-for-profits & charities

Writer's picture: MotiveMotive

Updated: Jan 18

Every dollar counts when you are trying to make a difference in the world. Achieving the right balance between investing money in systems to help your staff work better and delivering on your organisational goals can be difficult. To support not-for-profit organisations, Microsoft provides free and low-cost access to a range of its technologies. In October 2022, Microsoft expanded its not-for-profit offers to public libraries and public museums. In this blog we outline what offers are available, which organisations are eligible and how to apply.


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Which Microsoft products are available for free or at a discount?


Microsoft 365

Microsoft 365 is an all-in-one solution including Windows operating system, Office 365 applications, and advanced mobility and security features. There are different options available depending on your organisation’s size and needs.


Microsoft 365 Copilot

Microsoft 365 Copilot is an AI-powered assistant that integrates seamlessly with Microsoft 365 applications, such as Word, Excel, PowerPoint, Outlook and SharePoint. It can help you draft emails, create presentations, summarise meetings, generate documents, and analyse data using natural language commands. As of November 1 2024, eligible not-for-profit organisations can purchase Microsoft 365 Copilot at a 15% discount.


Power BI

Power BI is a business analytics tool that allows you create interactive reports that bring together and visualise data from various sources. By transforming raw data into meaningful insights, it can help organisations make data-driven decisions. To learn more, read our blog about how Power BI can be used in the NFP sector, and check out our Power BI Beginner for NFPs training course.


Power Apps

Power Apps allows you to quickly create low-code and no-code applications to streamline your business processes. Power Apps can also be used to create customised, low-cost Customer Relationship Management (CRM) solutions. Read our blog post to learn why a Power Apps CRM is a good fit for NFP organisations.


Dynamics 365

Dynamics 365 enables you to manage and engage your organisation’s clients, donors and volunteers with AI-powered insights.


Azure

Azure cloud platform comprises more than 200 products and cloud services designed to help you bring new solutions to life.

Which staff can use the free or discounted licences?

Non-profit grants (i.e. free licences) can only be used by paid employees and unpaid executive staff who act as leadership for the not-for-profit. Discounted licences can be used by all not-for-profit employees, volunteers and contracted staff. Not-for-profit program participants, members and donors are not eligible for non-profit licences and subscriptions.


How much does it cost?

A summary of free and discounted licences is shown in the table below (pricing is current as at October 2024 and is subject to change by Microsoft).


Product licensing costs by staff type

Paid Employees and Unpaid Executive Staff (AUD)

Volunteers and Contracted Staff (AUD)

Microsoft 365 Business Basic

Free for up to 300 users

​Discounted pricing not available

Microsoft 365 Business Standard

$4.50 user/month

$4.50 user/month

Microsoft 365 Business Premium

Free for up to 10 users*

$8.20 user/month

Office 365 E1

​Free for up to 2000 users through an Enterprise Agreement*

$3.70 user/month

Office 365 E3

$9.10 user/month

​$9.10 user/month

Office 365 E5

$24.00 user/month

​$24.00 user/month

Microsoft 365 E3

(includes Volunteer Use Benefit)**

$14.20 user/month

$14.20 user/month

Microsoft 365 E5

(includes Volunteer Use Benefit)**

$34.10 user/month

$34.10 user/month

Microsoft 365 F1

$1.35 user/month

$1.35 user/month

Microsoft 365 E5 Information Protection and Governance

$4.20 user/month

$4.20 user/month

Microsoft 365 E5 Information Protection and DLP

$2.40 user/month

$2.40 user/month

Microsoft 365 Copilot

$458.40‎ ‎user‎/year

$458.40‎ ‎user‎/year

Copilot Studio

$74.80‎ ‎ 25,000 messages/month

$74.80‎ ‎ 25,000 messages/month

Power BI Desktop

Free

Free

Power BI Pro

$4.50 user/month

$4.50 user/month

Power BI Premium Per User

$12.00 user/month

$12.00 user/month

Power Apps (per App)

Free for up to 10 users/app/month*

$3.70 user/app/month

Power Apps Premium

$7.50 user/month

​$7.50 user/month

Power Automate Premium

​$5.60 user/month

​​$5.60 user/month

Dynamics 365 Sales Professional

$24.30 user/month

$24.30 user/month

​Dynamics 365 Sales Enterprise

$39.30 user/month

$39.30 user/month

Dynamics 365 Customer Service Professional

$18.70 user/month

$18.70 user/month

Dynamics 365 Customer Service Enterprise

$39.30 user/month

$39.30 user/month

Dynamics 365 Team Members

$3.00 user/month

$3.00 user/month

Azure

Use up to $2,000 USD credits/organisation/year for free

Notes:

* Once the maximum number of free users have been allocated, discounted pricing applies (see Volunteers and Contracted Staff column)

** The Volunteer Use Benefit provides ten free Office 365 F3 licences for every paid Microsoft 365 E3 or E5 licence. The free Office 365 F3 licences can be used by unpaid executive staff or volunteers.


Which Australian organisations are eligible?

Microsoft’s not-for-profit offers are available to organisations that are either:

  • Not-for-profit or non-governmental organisations with recognised legal status in their respective country. In Australia, this means organisations must be either:

  • Public libraries that provide general library services at no cost to all residents of a given community, district or region

  • Public museums, including public or private institutions, that conserve and exhibit tangible objects for purposes of cultural preservation, education, or aesthetic enjoyment

Full eligibility details can be found here: https://www.microsoft.com/en-us/nonprofits/eligibility. If you are unsure whether your organisation meets the eligibility criteria, we recommend you register and have your eligibility assessed by Microsoft.


How do I register for Microsoft’s not-for-profit offers?

You can register by going to https://nonprofit.microsoft.com/en-us/getting-started. Microsoft will evaluate your organisation’s eligibility and, if approved, you will be able to start taking advantage of the available offers.

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