Microsoft 365 License for Business – How to Choose the Right 365 License for Your Business
Microsoft 365 License for Business? Selecting the right Microsoft 365 license for your business is one of the most important IT decisions you can make. The right plan can boost collaboration, improve security, and scale with your growth. The wrong plan, however, can lead to wasted money, inefficiency, and frustration for your team.
At IT WIFI, we help Melbourne businesses choose, deploy, and manage the perfect Microsoft 365 solution for their unique needs. Whether you are a small startup or an established enterprise, this guide will walk you through everything you need to know — from understanding Microsoft 365 plans to identifying the one that aligns with your workflow, compliance requirements, and long-term growth.
Microsoft 365 License for Business Why it Matters for Your Business
Microsoft 365 is more than just email and Word documents. It is a full cloud-based productivity suite that gives your team the tools to work smarter, collaborate securely, and access files from anywhere.
Benefits of Choosing the Right Plan:
Productivity Boost: Access to Outlook, Teams, Word, Excel, and more, available on desktop, mobile, and web.
Business Continuity: Cloud-based storage and backup protect your data and keep your business running.
Security & Compliance: Enterprise-grade security with tools like multifactor authentication and data loss prevention.
Scalability: Add or remove users as your business grows — no unnecessary costs.
Step 1: Understand Microsoft 365 License Categories
Microsoft 365 licenses generally fall into four main categories.
| License Type | Best For | Key Features |
|---|---|---|
| Business Plans | Small to medium businesses (up to 300 users) | Teams, Exchange email, OneDrive, basic security features |
| Enterprise Plans | Larger organisations or those with complex compliance needs | Advanced security, analytics, unlimited users, enterprise-level support |
| Education Plans | Schools, universities, and training organisations | Free or discounted licenses, collaboration tools for students & staff |
| Government Plans | Public sector entities | High-security compliance, government-specific data residency |
Step 2: Identify Your Business Needs
Choosing the right plan starts with asking the right questions:
How many users need access?
Do you need advanced security and compliance features?
Will employees need desktop Office apps or web-only versions?
Do you need device management (Intune) or advanced threat protection?
What collaboration tools are critical (Teams, SharePoint, Planner)?
Step 3: Compare the Most Popular Microsoft 365 Plans
| Feature | Business Basic | Business Standard | Business Premium |
|---|---|---|---|
| Exchange Email | ✔ | ✔ | ✔ |
| Desktop Apps | ✖ | ✔ | ✔ |
| Teams Collaboration | ✔ | ✔ | ✔ |
| Advanced Security | ✖ | ✖ | ✔ (Intune + Defender) |
| Max Users | 300 | 300 | 300 |
This comparison table helps readers quickly visualise the differences between plans.
Step 4: Ensure Security & Compliance
Many Melbourne businesses choose Microsoft 365 specifically for its security features. If you are in the legal, financial, or healthcare industries, compliance is critical. Microsoft 365 offers:
Multifactor Authentication (MFA) – stops most phishing attempts.
Data Loss Prevention (DLP) – prevents accidental sharing of sensitive data.
Device Management (Intune) – remotely wipe lost devices.
Defender for Business – protect against ransomware and malware.
Step 5: Plan for Growth
Your Microsoft 365 license should not only meet today’s needs but also grow with you. Business owners often underestimate how quickly they will need to add users, storage, or apps.
IT WIFI Approach:
Our team will assess your current environment.
We anticipate future growth (e.g., new locations, remote staff).
We recommend a plan that allows you to scale up without disruption.
Step 6: Understand Advanced Microsoft 365 Features
Once you have narrowed down your license options, it is important to explore the advanced features that can add real business value.
Collaboration Tools That Drive Productivity
Microsoft Teams: The hub for chat, calls, video meetings, and file sharing. IT WIFI helps configure Teams channels to match your workflows — from finance and HR to project-specific boards.
SharePoint Online: Create intranets and secure team sites to centralise resources.
Planner & To Do: Task management tools that help keep teams aligned.
Loop & Copilot Integration: Emerging tools that allow AI-assisted collaboration, summarising meetings, and suggesting next steps.
Step 7: Security and Device Management, A Priority for Every Business
Cybersecurity is no longer optional! It is essential! Microsoft 365 includes enterprise-grade security features that small businesses often underutilise.
Key Security Components
Microsoft Defender for Business: Real-time threat detection and response.
Conditional Access Policies: Allow logins only from trusted devices or locations.
Mobile Device Management (MDM): Enforce security rules, remotely wipe stolen devices.
Data Retention Policies: Meet compliance requirements in industries such as healthcare, legal, and finance.
How IT WIFI Helps:
We don’t just enable these tools — we configure them for maximum protection without slowing down your users.
Microsoft 365 License for Business
Step 8: Hybrid Work & Remote Productivity
In Melbourne and across Australia, hybrid work has become the new normal. Microsoft 365 supports a flexible workforce with secure access to apps and files from any device.
Our Approach:
Configure Teams Phone so your staff can make and receive calls from their laptops or mobiles.
Set up OneDrive & SharePoint with proper permissions so remote staff can access only what they need.
Implement Zero Trust Security to keep your data safe, no matter where your staff work.
Step 9: The IT WIFI Advantage
While you could choose a Microsoft 365 plan on your own, partnering with IT WIFI ensures:
You get the right license from the start — no wasted money.
Your setup is done professionally and securely.
You have a local Melbourne support team you can call when things go wrong.
You can scale your solution easily as your business grows.
Step 10: Avoiding Common Microsoft 365 Mistakes
Many businesses make the following errors when selecting their plan:
Overbuying licenses — paying for advanced features they never use.
Underestimating security needs — leaving their data vulnerable.
DIY setups — resulting in misconfigurations and support headaches.
IT WIFI’s experts ensure these mistakes don’t happen to your business.
Step 11: Preparing Your Team for Microsoft 365
Adoption is just as important as implementation. IT WIFI can train your staff to:
Use Teams effectively for chat, calls, and video meetings.
Store and share files properly in OneDrive & SharePoint.
Follow best security practices such as MFA and phishing awareness.
You’ve now seen how the right Microsoft 365 license can transform your business. The next step is simple — let IT WIFI guide you through the process.
Microsoft 365 License for Business – FAQs
Q1: Can IT WIFI help us migrate our email to Microsoft 365?
Yes — we handle email migrations from on-prem servers, Google Workspace, or other providers with minimal downtime.
Q2: What if we only need Microsoft 365 for a few users?
No problem. Microsoft 365 plans are flexible, and we can mix licenses to suit different roles in your business.
Q3: Is Microsoft Teams included with all Microsoft 365 plans?
Yes, Teams is included in all Business and Enterprise plans — but certain plans unlock advanced features like webinar hosting.
Q4: Can IT WIFI provide ongoing support after setup?
Absolutely. We offer proactive IT support packages to keep your Microsoft 365 running smoothly.
Q5: Will choosing the wrong plan cost me money?
Yes — you may overpay for features you don’t need or miss out on essential security tools. IT WIFI helps avoid that mistake.
Q6: How long does a Microsoft 365 migration take?
Typical migrations take 2–5 business days depending on size.
Q7: Do I have to commit to a long contract?
No — you can choose monthly subscriptions or annual commitments.
Q8: Can IT WIFI provide on-site support?
Yes, we have Melbourne-based technicians who can come to your office if needed.
Q9: Will Microsoft 365 work on Mac devices?
Yes — Outlook, Word, Excel, and Teams are fully compatible with macOS.
Q10: What happens if I need to add more users later?
You can add licenses instantly with no disruption to your current setup.
Q11: Does Microsoft 365 include backups?
It includes retention, but IT WIFI can add advanced backup solutions for extra protection.
Q12: Can I mix different licenses for different staff?
Yes — you can assign Business Basic to some staff and Premium to others.
Q13: Is my data stored in Australia?
Yes — Microsoft 365 data is hosted in Australian data centres for compliance.
Q14: Can IT WIFI integrate Microsoft 365 with our phone system?
Absolutely. We can configure Teams Calling so staff can make calls from Teams.
Q15: Do I need a fast internet connection?
Yes — we recommend business-grade NBN or fibre for the best experience.
Q16: Can IT WIFI monitor security alerts for us?
Yes — we offer managed security monitoring services.
Q17: Will Microsoft 365 work if the internet goes down?
Yes — desktop apps still work offline and sync once the internet is restored.
Q18: What industries does IT WIFI work with?
We support accountants, legal firms, builders, childcare centres, and more.
Q19: Does IT WIFI handle license renewals?
Yes — we manage renewals so you never lose access.
Q20: How do we get started?
Simply click any “Contact Us” button on this page or call 1300 48 9434 to speak with a consultant.