License Planning Worksheet

Decision Point / Answer / Notes
How many users will need Office 365 services?
If more than 300 users need to be licensed, then an Enterprise plan(s) may be needed.
Do all users need the same features?
Examples – Will all users need Office ProPlus? Will all users need DLP? You can mix and match. Build a spreadsheet for documenting user types and services needed.
Example – 200 E3 + 200 Exchange Online Plan 1 or 2 is a possibility.
Are services unique to Business plans needed?
StaffHub and Bookings are now available in Enterprise plans. For other features, determine which users need those services.
Example – 200 Business Premium + 200 Exchange Online Plan 1 or 2 is a possibility.
How many need Office ProPlus?
Office ProPlus can be subscribed as a standalone service, plus Office Business, E3 and E5 include Office ProPlus.
How much email storage is needed, mailbox and archive?
Plan 1 has 50GB mailboxes, Plan 2 has 100GB mailboxes and unlimited archives. Plan 2 is included in E3 and E5 plans. This can be mixed as well, with some users having Plan 1 and others having Plan 2.
Are features like DLP, litigation hold, and others important?
These are Exchange Online Plan 2 features. SharePoint Plan 2 has some of these as well. The E3 & E5 plans have Exchange and SharePoint Plan 2 included.
Are voice services needed?
The E5 plan includes voice services plus there are several add-ons that will require additional discussion.
Decision Point / Answer / Notes
Are the features in Advanced Threat Protection needed?
ATP is included in E5, otherwise purchased separately.
Is encrypted email needed?
This feature is included in E3 and E5 plans, or it can be a separate purchase of Azure Rights Management.
Do you need Mobile Device Management?
MDM is provided by Intune, which is included in EMS. Intune can also be purchased separately ($6 per user) if other EMS services are not needed.
Do you need self-service password reset, supporting on-premises Active Directory accounts?
These are Azure AD P1 / P2 services, purchased separate or as part of EMS.
Note – If you have, or will need, a hybrid configuration, directory synchronization will be required.

Simple Licensing Example:

  • 100 field staff will need mailboxes less than 50GB and have limited need for archives or security enhancements such as DLP.
  • 25 of the field staff will need Office ProPlus
  • 100 office staff need larger mailboxes with sufficient capacity for archives to grow.
  • Skype for Business will be needed by all 200 users.
  • The office staff also need SharePoint.
  • 50 of the office staff need Advanced Threat Protection

Licensing possibility:

  • 100 E1 licenses to provide Plan 1 mailboxes along with Skype for Business and SharePoint for the field staff. $8 per user
  • 25 ProPlus licenses for the field staff needing the Office Suite. $12 per user.
  • 100 E3 licenses to provide Plan 2 mailboxes along with Skype for Business and SharePoint for the office staff. $20 per user.

OR

  • 125 E3 licenses to provide Office ProPlus for the 25 field staff as well as the office staff. This will give them more capabilities, that may or may not be an issue,but it simplifies the licensing. $20 per user.
  • 50 Advanced Threat Protection licenses for office staff. $2 per user.

$3400 per month total cost.

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