Choose Microsoft 365 licences based on what employees need to do and which controls the business needs. Someone who reads email in a browser, an accountant who relies on desktop Excel and a team that manages devices remotely may need different features.
Define roles by how people work
Group employees by their day-to-day work. For each group, record the desktop applications, offline access, mailboxes and collaboration tools they need. Check the specific tasks involved. For example, ask accounting whether its spreadsheets depend on macros or add-ins before choosing a browser-only setup.
Verify security features and purchase terms
List the device, access and data controls you need. Ask the provider which features are included, which cost extra and who configures them. Compare the rules for adding and removing seats, the commitment period and the renewal date. Use Microsoft’s plan comparison to check what is currently offered in Canada.
Pilot each setup and review assignments
Have one representative from each group try their normal work. Ask them to open their usual files, reach shared spaces and complete a typical workflow. After rollout, review licences when employees change roles and before renewal. Coordinate licence removals with plans to preserve business email and files.
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