Microsoft 365 plans compared: which one fits your business

Where Microsoft 365 spend goes wrong

Business email usually comes first. Teams, SharePoint, security and Copilot follow, and the subscription grows faster than anyone plans it.

Plans are often assigned as people join, not matched to what each role uses. Some users sit on a higher plan than they need. Others are under-licensed where security and compliance matter most.

THUSA offers a complimentary review of the Microsoft 365 subscription you already pay for. It covers licences and subscriptions, unused licences and savings, the business email platform, renewal and billing visibility, and security, compliance and Copilot readiness. You leave with a prioritised roadmap.

Five plans, side by side

Microsoft sells five plans that most businesses weigh up, three Business plans and two Enterprise plans. Microsoft also sells plans with or without Teams, and with or without Copilot, its AI assistant. Here is what Microsoft says each one gives you.

SharePoint is shared files and team sites. Teams handles chat and meetings. Identity and access management controls who can sign in and what they can reach.

Basic and Standard share the same protection. Microsoft lists automatic spam and malware filtering and core identity and access management for up to 300 users. So the step from Basic to Standard is about the tools, not about security.

Which plan for which role?

Start from the person, not the company. Ask what each role does all day and what harm stolen credentials or a lost laptop would cause. The table below is our suggested starting point.

Check the mix at every renewal, because people change jobs and projects end, but licences stay active. Do not buy last year's structure again by default. Trimming unused licences is part of IT cost efficiency.

When is Premium worth it?

Premium is not automatic for every role that handles money or client data. It is worth the step up where the risk calls for what it adds. Microsoft lists advanced cyberthreat protection and device management on Premium, plus policy-based identity and access management. Standard has core identity and access management.

Ask three questions. Do you have company devices to manage? Do you hold regulated client data? Have you had trouble with phishing before? A yes to any of them points towards Premium.

Some sensitive roles may be covered on Standard with an add-on. Microsoft lists Microsoft Defender for Business as an add-on, and says it is included in Business Premium. Ask your provider what Standard plus an add-on would cover before you decide.

Before you renew, get a second opinion

The quickest way to find unnecessary spend is to look at what you already pay for. THUSA's complimentary review of your Microsoft 365 subscription shows unused licences and savings. It also covers security and Copilot readiness. You leave with a prioritised roadmap. Ask for it through our Microsoft 365 service.

What changes at 300 users?

Microsoft's South African pages show 1 to 300 employees on all three Business plans. It says the Enterprise plans are designed for organisations with more than 300 users, with no limits.

If you are close to 300, plan the move before you get there. Ask what your current security and device tools cost, and compare them with E3. Above E5, Microsoft also lists Microsoft 365 E7. It describes E7 as including E5, Copilot, Agent 365 and Microsoft Entra Suite.

What will it cost?

Prices depend on the plan, the billing term and the exchange rate, and Microsoft adjusts them over time. THUSA quotes in rand, so we do not print a price here that could be out of date by the time you read it.

To see what your mix would cost, request a quotation. Matching plans to roles also avoids paying for features people do not use.

Four steps to right-size your licences

This is our view, not Microsoft's. We suggest four steps for a firm of 20 to 300 people.

1. List your roles and what each one handles. Mark anyone who touches money, client data or sensitive records.
2. For each marked role, ask what the risk calls for. Choose Premium where you need its advanced threat protection and device management, for example company devices to manage, regulated client data or past phishing.
3. Put office staff who need the desktop apps on Business Standard. Keep Business Basic for light users.
4. Review the mix at every renewal, and before you reach 300 users.

Quick answers for buyers

Is Teams included in every Microsoft 365 plan?

No. Microsoft says you can choose plans with or without Microsoft Teams, and with or without Copilot. If your people already use another chat or meeting tool, you may not need Teams. Check which version you are buying before you sign, and ask for it in writing.

How many users can a Microsoft 365 Business plan have?

Microsoft shows 1 to 300 employees on all three Business plans. For organisations with more than 300 users, Microsoft says its Enterprise plans are designed for that size. If you are close to 300 people, plan the move early and compare what your security and device tools cost today.

What is the difference between Business Standard and Business Premium?

Both give you the same apps and services. Premium adds advanced cyberthreat protection and device management on top. Microsoft lists protection against phishing, malware and cyber attacks, plus device security and management to protect company devices. In short, Standard is about the tools and Premium is about protection, and Premium is worth the step up where your risk calls for it.

Do I need Business Premium for staff who handle sensitive data?

Not always. Premium adds advanced threat protection, device management and policy-based identity and access management. It suits roles where you have company devices to manage, regulated client data or a history of phishing. For other roles, ask what Standard with an add-on, such as Microsoft Defender for Business, would cover.

How much does a Microsoft 365 plan cost?

It depends on the plan you choose, the billing term and the exchange rate, and Microsoft adjusts its prices over time. THUSA quotes in rand. Request a quotation that matches your plan mix and billing term, so you see a figure you can plan around.

How THUSA takes you from review to a right-sized subscription

THUSA is a Microsoft Solutions Partner for Modern Work and Security. Our work follows five steps.

1. Assess. Current licences and subscriptions, roles, usage, renewals, suppliers and readiness.
2. Recommend. Advice matched to roles, priorities, budget, security needs and the roadmap.
3. Procure. Quotation, subscription setup, licence provisioning and supplier coordination.
4. Enable. Tenant readiness (your organisation's account with Microsoft), domain preparation, onboarding and adoption guidance.
5. Manage and Optimise. Where required, managed administration, usage reporting, renewal planning and cost review.

Managed support is optional. The place to start is the complimentary review. Ask for it when you request your quotation.

For the wider picture, read why cyber security is a business risk. If clients or auditors ask you questions, read about governance, risk and compliance.

Source: Microsoft South Africa, Microsoft 365 Business and Enterprise plan pages (microsoft.com/en-za), read 3 November 2026.