Microsoft 365 Education Licensing Plans

Microsoft 365 Education Licensing Plans

• A1: Free, web-based apps only, core collaboration.
• A3: Full apps, advanced security, IT management.
• A5: Advanced security, analytics, Teams Phone.

Microsoft 365 Education Licensing Plans

Today’s Education is more digitally driven than ever, and Microsoft 365 Education provides tools and resources to create a collaborative, connected learning environment.

However, understanding the different licensing options can be overwhelming, especially when determining what best meets an institution’s needs.

This article simplifies Microsoft 365 Education Licensing Plans by breaking down their features, benefits, and use cases. It will help you make an informed decision.

What is Microsoft 365 Education?

Microsoft 365 Education is a subscription plan designed for schools and educational institutions. It combines familiar tools like Microsoft Teams, Word, Excel, and PowerPoint with specialized solutions to create a collaborative digital environment for students and educators.

These tools help foster productivity, enable effective communication, and support teaching and learning in a secure, scalable manner.

Microsoft 365 Education offers different licensing plans, each accommodating various institutional needs. These licensing plans provide a range of capabilities, from basic communication tools to advanced features such as device management, security controls, and AI-powered analytics.

Overview of Microsoft 365 Education Licensing Plans

There are three primary Microsoft 365 Education licensing options:

1. Microsoft 365 A1
2. Microsoft 365 A3
3. Microsoft 365 A5

Each plan has distinct features tailored to meet the different needs of schools, colleges, and universities. Below, we break down each plan to help you understand its offerings.

Microsoft 365 A1 Plan

Microsoft 365 A1 is the most basic and affordable licensing option, designed to give schools access to essential collaboration tools at a minimal cost. One of the biggest selling points of the A1 plan is that it is free for educational institutions.

Key Features of Microsoft 365 A1:

• Web-Based Productivity Tools: The A1 plan includes web-based versions of popular apps like Word, Excel, PowerPoint, and OneNote.
• Microsoft Teams: Enables seamless communication, virtual classes, and collaboration between students and educators.
• Exchange Online: Provides each user with email and calendar features through Outlook.
• OneDrive: Offers 1 TB of cloud storage per user, allowing secure storage of files accessible from anywhere.
• Office Online: Includes the online versions of Office apps but does not support installation of desktop apps.
• Sway: Allows users to create interactive presentations, enhancing student and teacher engagement.
• Forms: Enables educators to create quizzes, surveys, and polls to interact with students and gather valuable feedback.

Use Case:

• The A1 plan is ideal for schools or institutions with limited budgets but still need access to core collaboration tools. For example, if a middle school wants Teams for online classes and Word Online for assignments without additional IT overhead, A1 is a great option.
• Additionally, A1 is suitable for institutions integrating digital tools into their learning environments and does not require advanced security or device management capabilities.

Microsoft 365 A3 Plan

Microsoft 365 A3 is a step up from A1, offering more capabilities, including desktop versions of Office apps, advanced security, and additional management features.

Key Features of Microsoft 365 A3:

• Desktop and Mobile Office Apps: Full access to the latest versions of Word, Excel, PowerPoint, Outlook, and Publisher on both desktop and mobile devices.
• Advanced Security: Includes advanced features like Microsoft Intune for device management and Azure Information Protection for data security.
• Microsoft Teams with Additional Features: More capabilities within Teams, including meeting recordings, larger participant limits, and breakout rooms for more dynamic online classes.
• Exchange Online and OneDrive: Enhanced versions with advanced capabilities include unlimited OneDrive storage and additional file management features.
• School Data Sync: Allows syncing between existing student information systems (SIS) to automate the creation of classes and groups in Microsoft 365, ensuring seamless organization and management of educational resources.
• Access to Microsoft Bookings: This tool helps educational institutions manage appointments such as office hours, parent-teacher conferences, or counseling sessions, making it easier to keep schedules organized.
• Device Management: Microsoft Intune allows IT admins to manage student and staff devices, ensuring they comply with school policies and are secure.
• Outlook Desktop and Mobile: This service provides desktop and mobile versions of Outlook, allowing users to manage emails and calendars across devices and enabling seamless communication between teachers and students.
• Stream for Video Content: Teachers can use Microsoft Stream to create and share video content with students, making lectures, demonstrations, or other video-based resources easily accessible.

Use Case:

• The A3 plan is perfect for institutions that need a more comprehensive solution, including desktop Office apps and advanced IT management tools. For example, a high school that wants to ensure students have access to full-featured Excel on their laptops while also allowing IT staff to manage devices and protect data would benefit from A3.
• A3 would be extremely beneficial to schools requiring more interactive online learning experiences and features like breakout rooms in Teams, advanced file management, and device control.

Microsoft 365 A5 Plan

Microsoft 365 A5 is the top-tier offering, with all the capabilities of A3 plus additional features related to security, analytics, and voice services.

Key Features of Microsoft 365 A5:

• All A3 Features: A5 includes everything offered in the A3 plan.
• Advanced Threat Protection (ATP): ATP features enhanced security features like Microsoft Defender that protect users from phishing, malware, and other security threats, providing peace of mind for IT admins.
• Power BI Pro: Access to Power BI Pro to create interactive dashboards and reports useful for administrative analytics or classroom projects. Teachers can use Power BI to track student progress and create visual data-driven reports.
• Teams Phone System: Microsoft Teams can be a full phone system with call control and PBX capabilities. This feature is especially useful for administrative staff needing to stay connected internally and externally.
• Identity and Access Management: Features like Azure Active Directory Premium P2 for identity protection and multi-factor authentication, helping institutions safeguard student and staff identities.
• Advanced Compliance Tools: Tools like eDiscovery, Customer Lockbox, Advanced Audit, and Information Barriers provide a robust compliance solution for data protection for institutions with strict compliance requirements.
• Microsoft Defender for Identity: Protects user identities and helps detect suspicious activity, ensuring institutions can respond proactively to potential threats.
• Communication Credits: These include credits for calling minutes, which are useful for institutions that need to manage voice communication costs.
• Advanced Analytics with MyAnalytics: Offers insights into how users spend their time, helping teachers, students, and administrators to improve productivity and make informed decisions.

Use Case:

• A5 is suited for large institutions or universities that need enhanced security, voice capabilities, and data analysis tools. For instance, a university that handles sensitive student data and requires advanced threat protection and compliance tools might choose the A5 plan.
• A5 would greatly benefit research institutions that require data analysis and visualization tools like Power BI Pro and strict compliance for handling confidential research data.

Key Differences Between A1, A3, and A5

To better understand how these plans compare, here’s a summary of the key differences:

• Access to Apps:
  • A1: Web-based apps only
  • A3: Desktop, mobile, and web-based apps
  • A5: Same as A3 with additional security and analytics
• Security:
  • A1: Basic security features
  • A3: Advanced security and device management
  • A5: Advanced threat protection, identity management, and compliance tools
• Teams Capabilities:
  • A1: Basic Teams for collaboration
  • A3: Meeting recordings, breakout rooms, and more participants
  • A5: Full voice capabilities with Teams Phone
• Analytics:
  • A1: Basic usage analytics
  • A3: Enhanced data management and school data synchronization
  • A5: Power BI Pro and advanced analytics
• Compliance and Identity Management:
  • A1: Basic compliance
  • A3: Azure Information Protection, Microsoft Intune
  • A5: Azure AD Premium P2, eDiscovery, and Advanced Audit

Choosing the Right Plan for Your Institution

When choosing between Microsoft 365 Education plans, it’s essential to consider the specific needs of your institution:

1. Budget Constraints: If budget is a primary concern, the A1 plan offers core features for free. It’s a great option for smaller schools or those new to digital transformation.
2. IT Management and Security: For institutions that require device management or want to ensure student data is secure, the A3 plan is the right fit. It provides IT admins the tools to effectively manage devices, users, and applications.
3. Advanced Analytics and Security: The A5 plan is ideal for institutions with sensitive data or compliance needs. It offers advanced security and Power BI Pro for data-driven decision-making, making it well-suited for universities or research institutions.
4. Scalability: Schools looking to expand their digital infrastructure in the coming years may benefit from starting with A3 or A5, as these plans provide the flexibility to scale up features and services as the institution grows.
5. Data Protection Needs: If safeguarding personal information is important due to regulatory or institutional policies, A5 is the best choice. The advanced security and compliance tools available with A5 ensure that data is adequately protected.

Examples of Licensing Scenarios

• Scenario 1: A small rural school district just starting to offer online education might choose the A1 plan to introduce tools like Microsoft Teams and Word Online without requiring a large budget.
• Scenario 2: A city high school with over 1,000 students who need both online and offline access to Office applications and the ability to manage student devices would find A3 beneficial.
• Scenario 3: A large university with a significant research arm would choose A5 to ensure compliance and offer powerful analytics to faculty. The university would need strong data protection measures and tools for data analysis.
• Scenario 4: An institution with a growing need for hybrid learning that involves remote teaching would find A3 beneficial due to its enhanced Teams capabilities, including breakout rooms and meeting recordings.
• Scenario 5: A research-focused institution that prioritizes privacy and data security would benefit from A5, which ensures the protection of sensitive data and enables compliance with stringent regulations.

Licensing Requirements and Eligibility

Microsoft 365 Education plans are available to qualified academic institutions. This means that schools must prove they are recognized educational institutions to be eligible. Typically, the process involves:

1. Applying through a Microsoft Partner: Schools must work with an authorized partner to verify eligibility. The partner can guide the school through the process and ensure it meets all requirements.
2. Verification: Microsoft may require proof of accreditation or other documentation that shows the institution is a legitimate educational entity. This can involve providing proof from the government or accreditation documents.
3. Agreement and Compliance: Once eligibility is confirmed, the institution must agree to the terms of use and ensure that Microsoft 365 Education is used strictly for educational purposes.

These plans can be licensed per user, meaning you only pay for the students, faculty, or staff who will use the services. Microsoft also provides volume licensing options for larger institutions that must manage numerous licenses simultaneously. Device-based licensing is also available for certain education plans, allowing multiple students to use a shared device without needing individual licenses.

Benefits of Microsoft 365 Education for Institutions

Microsoft 365 Education provides a wide range of benefits that are especially important in today’s education landscape:

• Collaboration: Microsoft Teams helps connect students and educators, supporting in-person and remote learning environments. With features like chat, file sharing, and video conferencing, students and teachers can stay engaged regardless of location.
• Accessibility: Features like the Immersive Reader, Dictation, and live captions during Teams meetings make content more accessible to students with diverse needs. This ensures an inclusive learning environment accommodating all students, including those with learning disabilities.
• Security and Compliance: Protect sensitive student information with built-in compliance tools and robust security capabilities, particularly with A3 and A5. Schools can use tools like Azure Information Protection to classify and protect documents, while Microsoft Defender helps keep systems safe from threats.
• Cost-Effectiveness: The A1 plan provides an entry-level solution at no cost, while A3 and A5 offer advanced features that are competitively priced compared to alternative platforms. Institutions can start with a cost-effective plan and upgrade as their needs evolve.
• Scalability: Microsoft 365 Education is scalable, meaning it can grow alongside your institution—from a small school to a large multi-campus university. Features like School Data Sync help manage data efficiently as institutions expand, and device management tools allow IT staff to control a larger number of devices effectively.
• Real-Time Communication: The A5 plan includes tools like the Teams Phone System, which allows administrators and faculty to make calls directly from Teams. This streamlines communication and reduces the need for separate phone systems.
• Analytics and Insights: The Power BI Pro feature in A5 allows for in-depth analytics and data visualization, which can be used to monitor student performance, track attendance, and analyze overall academic outcomes. MyAnalytics helps users understand their work habits and improve productivity.

Microsoft 365 Education Licensing Plans FAQ

What is Microsoft 365 Education? The subscription package provides school tools, including Word, Excel, PowerPoint, Teams, and security features for learning and teaching.

What are the main Microsoft 365 Education plans? There are three main plans: A1, A3, and A5, each with varying features, including web-based, desktop, security, and analytics.

Is Microsoft 365 A1 free? It is free to eligible educational institutions and provides essential collaboration tools.

What apps are included in A1? Microsoft 365 A1 includes web-based versions of Word, Excel, PowerPoint, OneNote, and Teams, providing basic productivity tools.

Does A3 offer desktop versions of Office apps? A3 includes desktop, mobile, and web-based versions of Office apps like Word, Excel, and PowerPoint.

What makes A5 different from A3? A5 includes all A3 features plus advanced security, Teams Phone system, compliance tools, and Power BI for analytics.

Who should choose Microsoft 365 A3? Institutions needing offline desktop apps, advanced security, and device management capabilities should consider A3.

Why should a university consider A5? Universities that need enhanced security, compliance, and analytics for data-driven decision-making would benefit from A5.

Can we upgrade from A1 to A3 or A5? Institutions can upgrade from A1 to A3 or A5 as their requirements evolve and they need more advanced features.

What is School Data Sync in A3? School Data Sync in A3 integrates with student information systems to automate the creation of classes and groups in Microsoft 365.

Does A5 include Power BI? Yes, Microsoft 365 A5 includes Power BI Pro, which creates interactive dashboards and reports for data analysis.

How do I qualify for Microsoft 365 Education plans? Educational institutions must be accredited and apply through a Microsoft Partner to verify Microsoft 365 Education plans eligibility.

Can students use OneDrive in A1? Yes, each student can access OneDrive, which offers 1 TB of cloud storage, to store and share files in the A1 plan.

Are Teams meeting recordings available in A3? Yes, Microsoft 365 A3 includes capabilities unavailable in A1.

What security features does A5 offer? Microsoft 365 A5 offers advanced threat protection, Azure AD Premium P2 identity management, and eDiscovery and Advanced Audit compliance tools.