Microsoft 365 offers a range of tools that can help charities improve collaboration, manage information and work more efficiently. Eligible non-profit organisations may also be able to access discounted subscriptions or a certain amount of free licensing, helping them make better use of their IT budgets. In this guide, we explore how Microsoft 365 can benefit charities, which applications are worth considering and how to get the most from your investment.
What is Microsoft 365?
Microsoft 365 is a collection of cloud-based productivity, collaboration and security tools. It brings together familiar applications with services that help employees and volunteers communicate, share information and work together.
Depending on the subscription, Microsoft 365 can include:
- Outlook for email and calendars.
- Word, Excel and PowerPoint for creating documents, analysing information and preparing presentations
- Microsoft Teams for meetings, messaging and collaboration
- OneDrive for storing and sharing individual work files
- SharePoint for team document libraries, intranets and shared information
- Microsoft Forms for surveys, registrations and feedback
As many of these tools are cloud-based, staff and volunteers can access information from different locations and devices, subject to the organisation’s security policies and permissions. This can be particularly useful for charities with multiple offices, hybrid teams, or volunteers who need to collaborate remotely.
How can Microsoft 365 benefit charities?
Improve collaboration and communication
Charities often rely on employees, volunteers, trustees and external partners working together. Microsoft Teams can provide a central place for conversations, online meetings and collaborative work, reducing reliance on lengthy email chains. SharePoint and OneDrive can also make it easier to share documents and manage information, helping teams work together without repeatedly emailing different versions of the same file.
Support flexible working
Cloud-based applications can help authorised users access the information they need whether they are working in an office, from home or at another location.
This flexibility can be valuable for charities coordinating volunteers, supporting beneficiaries across different areas or operating with limited office space. Access must be configured appropriately, particularly when staff and volunteers use personal devices.
Reduce IT costs
Moving suitable workloads to cloud services can reduce reliance on some on-premises infrastructure and simplify IT management. Microsoft 365 may also help charities consolidate tools that would otherwise require separate subscriptions. However, the savings depend on existing systems, licensing choices and migration costs.
Improve information management
SharePoint can provide a structured location for shared documents, policies, procedures and organisational resources. OneDrive is generally better suited to individual work files, while Teams can bring conversations and shared resources together. Using these tools consistently can help charities reduce duplicated documents, improve access to information and make knowledge easier to retain when employees or volunteers leave.
Microsoft 365 non-profit licences and discounts
One of the most important considerations for charities is whether they qualify for Microsoft’s non-profit programme, subject to its eligibility criteria, product availability and programme terms. Eligible organisations should investigate Microsoft’s non-profit offers before purchasing licences at standard commercial rates.
Currently, Microsoft offers substantial discounts through its Microsoft 365 Nonprofit programme. Eligible charities can receive up to 300 Microsoft 365 Business Basic licences free of charge, with Microsoft 365 Business Premium and E1 licenses available at significantly reduced pricing, with discounts of up to 75% compared to commercial licences.
The options available can change, so charities should check Microsoft’s current non-profit offers before assuming a particular plan or price will apply.
Before choosing a subscription, consider:
- How many employees and volunteers need access?
- Do users need desktop versions of Office applications or are web applications sufficient?
- How much email and cloud storage is required?
- Which security and device management features are needed?
- Are there different requirements for administrators, frontline workers and occasional users?
Not everyone in an organisation needs the same licence and a carefully planned approach can help an organisation match their licenses to the roles and responsibilities of staff and volunteers, while avoiding unnecessary expenditure. It is also worth reviewing licences regularly to account for changes in staffing, volunteer activity and organisational needs.
Protecting charity data with Microsoft 365
Charities often handle sensitive information about beneficiaries, donors, employees and supporters. Protecting this information should be a priority when implementing Microsoft 365. Available security capabilities depend on the subscription and how the environment is configured, but important measures include:
Multi-factor authentication (MFA): Adds another layer of protection beyond a password and should be enabled wherever possible.
Access controls: Ensure users can only access the information they need for their role. Review permissions when people change roles or leave.
Email security: Configure appropriate protections against phishing, malicious attachments and suspicious links.
Device management: Apply suitable security policies to devices accessing organisational information, including requirements for updates and screen locks.
Backup and recovery: Understand how Microsoft 365 data is protected and how important information can be recovered following accidental deletion, malicious activity or other incidents. Built-in retention and recovery features have limits, so additional backup arrangements may be appropriate.
Charities should also consider their data protection responsibilities under UK GDPR and the Data Protection Act 2018. Microsoft 365 can support a wider security strategy, but purchasing a licence alone does not guarantee compliance.
Getting Microsoft 365 set up correctly
A successful Microsoft 365 deployment involves more than creating user accounts and installing applications. Charities should plan how information will be organised, who can access it and how existing files and emails will be migrated. It is also important to configure security settings, establish policies and provide staff with guidance.
Common mistakes include giving users excessive permissions, leaving former volunteers with active accounts, storing documents inconsistently and failing to establish clear ownership of shared information. A planned implementation can help avoid these issues and make the transition easier for employees and volunteers.
Training is equally important. Even familiar applications can be used more effectively when staff understand the available features and know how to share information securely.
Is Microsoft 365 right for your charity?
For many charities and non-profits, Microsoft 365 provides a flexible way to support communication, collaboration and information management without building every service from scratch. However, the best approach depends on your organisation’s size, existing technology, security requirements and budget. It is worth reviewing your current subscriptions and processes before making changes.
With the right licensing, configuration and ongoing support, Microsoft 365 can help charities make better use of their resources while providing a more consistent and secure working environment.
How Primary Technology can help
Primary Technology provides IT support and cloud services for charities and non-profit organisations. We can help you assess your Microsoft 365 requirements, review licensing, improve security, migrate to cloud services and support your team as your needs evolve.
Whether you’re adopting Microsoft 365 for the first time or looking to make better use of an existing subscription, a review can help identify opportunities to improve efficiency, security and value for money. Contact us to discuss Microsoft 365 for your charity.