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Microsoft 365 Cost Optimisation Cheat Sheet

Microsoft 365 is a suite of different cloud-based productivity and collaboration tools. Applications such as Word, Excel, and PowerPoint are also part of this platform. Microsoft 365 cost optimisation techniques can elevate productivity, employee experience, and security. In this article, we will provide an overview of the costs associated with Microsoft 365.

You can always use the services of our professional Microsoft 365 Consultants to assist you with cost optimisation.

Overview of Microsoft 365 Costs 

Microsoft 365 cost optimisation depends on the specific plan or subscription you choose. It also depends on the number of users and additional features you require. For instance, you can use Microsoft Teams, cloud storage, and email hosting. You can also add advanced security features and business telephony to your plan.

Microsoft 365 Business Basic

The Microsoft 365 Business Basic plan includes web-based versions of Office applications. You can also use Exchange Online, SharePoint Online, and Microsoft Teams. This is the most affordable option considering that this plan costs AU$ 8.20 per user per month.

Microsoft 365 Business Standard

This plan has all the Microsoft 365 Business Basic features. Additionally, it offers desktop versions of Office applications for PC and Mac. Furthermore, you also get to enjoy 1 TB of OneDrive cloud storage per user. You also get business-class email hosting with a custom domain. The cost of Microsoft 365 Business Standard starts at around AU$ 17.20 per user per month.

Microsoft 365 Business Premium

Microsoft 365 Business Premium plan includes all the Microsoft 365 Business Standard features. Additionally, it includes data loss prevention, device management, and advanced threat protection. The cost of this plan starts at around AU$30.20 per user per month.

Microsoft 365 Enterprise Plans

Microsoft 365 Enterprise Plans are designed for larger organisations. These plans offer advanced security and compliance features, advanced analytics, and more. The cost of these plans depends on the features chosen.


Microsoft 365 User Subscription Suites for Small and Medium-Sized Businesses (< 300 Users)

Download: Microsoft 365 SMB Plan Cheat Sheet For Less Than 300 Users


Microsoft 365 Enterprise Plans (>300 Users)

Download: Microsoft 365 Enterprise Plan Cheat Sheet For Over 300 Users


Save Costs by Consolidating to Microsoft 365 

Before selecting a plan, it is recommended to assess your requirements thoroughly. You should periodically review and optimise your usage to maximise cost savings. Consolidating to Microsoft 365 can help you save costs in several ways. 


Microsoft 365 includes cloud-based storage with OneDrive. Also, it includes collaboration features with SharePoint Online and Microsoft Teams. This eliminates investment in on-premises storage infrastructure, file servers, and third-party collaboration tools.


These tools enable your organisation to adopt a secure remote work environment seamlessly. You won’t have to worry about connectivity and security. It combines task management, chat, video conferencing, and file-sharing capabilities in one application.

Security and Compliance

Microsoft 365 has advanced security and compliance features. This includes Microsoft Defender, Bitlocker, and Windows Information Protection. These features are helpful in data loss prevention, advanced threat protection, and identity management.

User management

Azure Active Directory allows you to centralise user authentication and access management. You can optimise your user management using the same Microsoft 365 plan. It also helps you reduce administrative overheads.

Top Tips & Best Practices For Microsoft 365 Cost Optimization 

Through Microsoft 365 cost optimisation, your organisation can achieve significant cost savings. All while still maintaining seamless productivity and collaboration capabilities. Below, we provide some tips on how to optimise and reduce Microsoft 365 costs:

Review and Adjust Licensing

Review your licensing to make sure that you are not paying for any unwanted services. Remove any licences that belong to former employees or inactive users. If the plan that you’re using has any unwanted features, consider downgrading to a lower-cost plan.

Look Out For Promotions

Microsoft periodically offers promotions and discounts on Microsoft 365 packages. Although, the pricing may vary by region and licensing agreements. So make sure to keep an eye on the official Microsoft website to see if you can avail any discounts or offers.

Utilise Cloud Storage Efficiently

Microsoft 365 provides you with cloud storage. It handles all the data present in your OneDrive, SharePoint Online, and Teams applications. More storage utilisation means more costs. You can use file retention policies to delete or archive unwanted files.

Utilise Native Productivity Features

Microsoft 365 cost optimisation involves making the most out of the platform. Train your users on how to utilise native productivity features. These include Office applications, OneNote, Planner, and more. Use the features that are already present in your package.


In conclusion, optimising Microsoft 365 costs through licensing, cloud storage, and user management can lead to increased savings. All while you still leverage the powerful productivity and collaboration capabilities.

Do you need help with Microsoft 365 cost optimisation? Reach out to our team of experts and see how we can help you get the most out of your subscription.

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