Microsoft 365 Licence OptimiserWork out the licence mix that fits your people
Get more value from Microsoft 365 by matching licences to the way your people work. Compare apps, security, device management, compliance and Copilot across your user groups, with estimated Australian costs.
See a suggested mix, understand what drives each recommendation and explore the options that suit different teams.
Business, Enterprise and Frontline plans, with selected Copilot, Entra ID, Intune, Defender, Purview, Teams Phone and Exchange Online options.
Australian list-price estimates. Annual commitment, paid yearly. Scope and assumptions shown with your result.
Get more value from your Microsoft 365 licences
Start with what each group needs. The optimiser suggests a mix, estimates the cost and explains every recommendation.
When you’re ready, we can review it against your Microsoft 365 environment and handle the licensing that follows.
Apps · Devices · Identity · Security · Compliance · Copilot
Start with your user groups
Choose the groups in your organisation and describe what each needs from Microsoft 365. The optimiser translates those answers into a suggested licence mix.
Use Not sure where a requirement needs checking. Your result shows where that answer could change the recommendation.
Who works here?
Choose the groups that best describe your organisation and enter the number of users in each. You can rename groups, adjust the numbers or add a custom group as you go.
People with similar requirements can share a group, even when they work in different departments.
What does each group need?
Describe how each group works: the applications people use, their mailbox and device needs, the security controls required, and whether Copilot or Teams Phone is part of the plan.
Your answers determine the recommendation. Group names help organise the result. For groups with similar requirements, use Duplicate this group or Copy answers from….
Your Microsoft environment
Tell us whether your organisation uses Microsoft Teams. Add your current licences to compare the modelled cost of the two configurations, and include any shared-mailbox or meeting-room requirements that need consideration.
Your answer selects the with-Teams or no-Teams options in the model. A provisional estimate uses with-Teams pricing until this is confirmed.
Current Microsoft licences (optional)for comparison
Enter the base licences and add-ons you currently hold, with their quantities. For a useful comparison, include the same people and relevant services you are modelling above.
Standard Microsoft list prices, annual commitment, shown ex GST unless you choose to include it.
Shared mailboxes, resource mailboxes and Teams Rooms (optional)if relevant
Add the relevant mailbox and room details. The result shows the mailbox licensing modelled and identifies items that need separate confirmation or pricing.
Count each affected shared mailbox once.
Pricing and scopeHow the estimate is calculated
The optimiser uses a defined set of Microsoft plans, bundles and add-ons to model the requirements you enter. It covers Business Basic, Business Standard, Business Premium, Microsoft 365 E3, E5 and F3, the Business Copilot bundles in the model, and selected add-on options.
Prices use an Australian public list-price basis for an annual commitment paid yearly. Monthly figures are the equivalent monthly cost of that annual subscription. Use the GST control to choose how totals are displayed.
The comparison is designed to explain a suitable starting mix. Specialist configurations, existing agreements and products outside the model can lead to other options.
Outside this version’s priced scope: monthly-billing options, standalone Defender for Office 365 and Defender for Endpoint plans, Teams Rooms, Exchange Online Kiosk, Microsoft 365 F1 and E7. Implementation services and usage-based cloud or agent consumption are also outside the calculated licence estimate.
- Pricing last checked
- Licensing rules last checked
Reference: Microsoft 365 business plans and pricing (Australia) · Microsoft 365 enterprise plans and pricing (Australia) · Microsoft 365 and Office 365 service descriptions · Microsoft 365 for business FAQ · Microsoft 365 Copilot licensing
Microsoft 365 licensing in the context of your environment
We work across Microsoft 365, Entra ID, Intune, Defender and Purview. That brings the licence decision together with the identity, security and device controls it needs to support.
01Microsoft 365 licensing
Business, Enterprise, Frontline and Copilot considered around the people who use them. We review the suggested mix against the actual subscriptions, entitlements and commercial options for your organisation.
02Identity, devices and security
Licences provide access to capabilities. We help configure and operate the controls that put those capabilities to work, across identity, endpoints, email and information protection.
03Implementation and support
We take the agreed mix through licensing, configuration and migration, with ongoing support if you want it.
Questions about Microsoft 365 licensing
Can different teams use different Microsoft 365 plans?
Yes. Business, Enterprise and Frontline plans can be used within the same tenant, subject to the relevant eligibility and licensing rules. The optimiser starts with each group’s requirements and models the applicable options together.
How does the optimiser apply the 300-seat Business-plan limit?
Microsoft’s published business-plan guidance describes a combined 300-seat allowance across the Business family. The optimiser counts the Business Basic, Standard and Premium seats it models against that shared allowance, including the corresponding Copilot bundles.
For larger requirements, it shows mixed and Enterprise options. A review of your full tenant and subscriptions confirms the applicable purchasing position.
When is Business Premium a good fit?
Business Premium is worth considering for users who need desktop applications together with central device management and integrated security. The optimiser considers those requirements group by group, alongside options for users with different needs.
How should we choose who receives paid Copilot?
Start with the people and work where Copilot could provide useful, repeatable benefit. Paid Copilot is selected per user, and eligible subscriptions may already provide access to Copilot Chat. The required experience determines the licence choice.
To test Copilot with real users and real work, explore Copilot in 30.
How do licences and security configuration work together?
The licence provides the entitlement. Conditional Access, Intune, Defender and Purview still need appropriate configuration and ongoing operation to deliver the intended controls. We consider the licensing and implementation requirements together.
What does an item for review mean?
It identifies a requirement where an answer, entitlement, configuration or price needs confirmation. Your result shows the reason, including where a different plan or targeted add-on may be worth considering.
How do we take the result forward?
Use Discuss your Microsoft 365 licence mix to carry the summary into an enquiry. We can check the assumptions against your tenant, review the relevant subscriptions and terms, and agree the licensing or implementation work that follows.
Take your licence mix through to implementation
Bring us your result, an upcoming renewal or the Microsoft 365 changes you are planning. We can check the requirements against your tenant, confirm the relevant licensing and commercial options, and help put the agreed mix into operation.
Planning a renewal or a change of provider? See Microsoft Licensing & Renewals
Prefer email? contact@inlightit.com.au