If you run or help manage a charity, every pound spent on software is a pound not spent on your cause. The good news is that Microsoft offers its nonprofit programme to eligible charities, with some Microsoft 365 licences available free and others at a significant discount. The less good news is that the application process, eligibility rules and setup can feel confusing, especially if nobody on your team is an IT specialist.
This guide explains what's available, who qualifies, how to apply and what to watch out for once you're approved.
What does Microsoft offer charities?
Microsoft's nonprofit offers fall broadly into two groups: grants (free licences) and discounts (reduced-price licences). The exact line-up changes from time to time, so always check the current terms on Microsoft's nonprofit pages before making plans.
Free licences
The main free option is Microsoft 365 Business Basic, which eligible nonprofits can use for a generous number of users at no cost. Business Basic gives you professional email on your own domain, Teams for chat and video calls, SharePoint and OneDrive for file storage and sharing, and the web and mobile versions of Word, Excel and PowerPoint.
For many small charities, particularly those where staff and volunteers mostly work in a browser, this covers the essentials.
Microsoft has also historically offered a small number of free Microsoft 365 Business Premium licences as a grant. Microsoft has announced changes to this grant, so if you're relying on it, check what currently applies to your organisation rather than assuming it will continue.
Discounted licences
If you need more than Business Basic provides, Microsoft offers nonprofit pricing on higher tiers, including Microsoft 365 Business Standard and Business Premium. The discounts are substantial compared with commercial pricing.
Business Standard adds the full desktop Office apps. Business Premium adds stronger security and device management, including tools to protect against phishing, manage laptops and phones, and control who can access your data. For charities handling sensitive information about beneficiaries, donors or vulnerable people, Business Premium is often worth serious consideration.
There are also nonprofit offers on other Microsoft products, such as Azure cloud services, which can be useful if you run servers or applications.
Who is eligible?
In the UK, eligibility generally means being a recognised not-for-profit organisation, such as a charity registered with the Charity Commission for England and Wales, OSCR in Scotland or the Charity Commission for Northern Ireland. Some other types of nonprofit can also qualify.
You'll also need to agree to Microsoft's nonprofit terms, including its non-discrimination policy.
Some organisations are not eligible for the nonprofit programme, even if they're not-for-profit. These typically include:
- Government bodies and agencies
- Schools, colleges and universities (these have their own education licensing, which is often a better fit anyway)
- Hospitals and some healthcare providers
- Political organisations
If you're a school business manager reading this, it's worth looking at Microsoft's education offers instead. If you're a care provider operating as a charity, eligibility can depend on how you're structured, so it's worth checking carefully.
How to apply
The process is done online and usually goes like this:
- Go to Microsoft's nonprofit programme site and start a registration using a work account for your organisation. If you already use Microsoft 365, use an administrator account from your existing setup.
- Enter your organisation's details, including your charity registration number and contact information.
- Microsoft, or a validation partner acting on its behalf, checks your eligibility. This can take anything from a few days to a few weeks, and sometimes they'll ask for supporting documents.
- Once approved, you can activate the free grants and buy discounted licences, either directly or through a Microsoft partner.
A tip: make sure the details you submit match your official charity registration exactly. Mismatched names or addresses are one of the most common reasons applications get delayed.
Common pitfalls when setting up
Getting approved is only half the job. These are the issues we most often see charities run into:
Using personal accounts
Many charities start out using personal Gmail or Outlook addresses, or a mix of accounts owned by individual volunteers. When someone leaves, access to important emails and files can leave with them. Moving everyone onto organisation-owned Microsoft 365 accounts fixes this, but needs planning.
Picking the wrong licence mix
Not everyone needs the same licence. A trustee who checks email occasionally may be fine on Business Basic, while your finance manager or a staff member handling safeguarding records may need the extra protection of Business Premium. Mixing licences sensibly can keep costs down without cutting corners on security.
Skipping security basics
Free doesn't mean secure by default. Multi-factor authentication, sensible sharing settings and proper backup should be set up from day one. Charities are targeted by phishing and fraud just like businesses, and a compromised mailbox can be very damaging to donor trust.
Migrating without a plan
If you're moving from Google Workspace, an old email host or a shared server in the office, the migration needs care so that emails, calendars, contacts and files arrive intact. It also helps to do it at a quiet time and give people simple guidance on what changes for them.
Forgetting about backup
Microsoft keeps the service running, but it's your responsibility to protect your data from accidental deletion, ransomware or a disgruntled user. A separate cloud backup is a sensible addition.
Is it worth getting help?
Plenty of charities apply and set up Microsoft 365 themselves, and it's entirely doable. Where an IT partner earns its keep is in checking eligibility, choosing the right licence mix, migrating data safely and configuring security properly so you're not left with gaps you don't know about.
At Cloud 4 Sure, we support charities across Sussex, Surrey, Hampshire and Kent with Microsoft 365 setup, migration and ongoing support. If you'd like a hand working out what you're entitled to and how to get the most from it, get in touch or book a free IT health check and we'll talk it through with you, no jargon and no obligation.