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Why Charities should be using Microsoft 365

by | Mar 9, 2022 | Charities & NFPs, Cloud Solutions, Microsoft 365

Microsoft 365 Logo

What is Microsoft 365?

Microsoft (Office) 365 offers so much more than those familiar applications such as Word, Excel, and Outlook; it is a whole ecosystem of *cloud-based applications and services. It is an on-demand service charged per user per month and can easily be scaled up or down depending on your staffing requirements.

*Cloud-based means that applications and services are hosted within Microsoft’s secure, resilient infrastructure which is accessible from anywhere on the internet.

Why Microsoft 365 is an ideal choice for charities:

Familiar Applications

Yes, applications like Word, Excel, PowerPoint and Outlook are still there along with a host of new ones. So, your staff won’t have to spend too much time learning new tools.

Business Grade Email

Microsoft 365 offers reliable business grade email using your own custom domain with additional features such as shared calendars, contacts and shared mailboxes. It can be accessed directly through Outlook online, or through the Outlook app on your Windows, Mac or mobile device.

Secure File Storage

Each user has their own personal OneDrive file storage and SharePoint offers shared file storage, accessed by multiple users, replacing your traditional file server. Both OneDrive and SharePoint can be accesses directly online or can be synced directly to your Windows, Mac and mobile devices.

Remote Working

Since the pandemic remote working has become essential, and as Microsoft 365 services are cloud based, it is an ideal environment for remote working and works on Windows, Mac, and mobile devices. Users can share and collaborate on documents from anywhere.


Microsoft 365 allows users to collaborate from anywhere and offers tools including Teams for video calls and chats, Planner and Lists to help organise your processes and workflows, and Yammer for your own social network.

As well as using SharePoint for file sharing, it can be used to create feature rich intranet sites. Users can also co-author Word, Excel and PowerPoint documents in real-time, which means they all see each other’s changes as they make them.


Security should be a priority for any charity. As well as offering end user security controls such as Multi Factor Authentication (MFA) and encrypted email, Microsoft 365 has a host of backend systems ensuring your data is secured including document and email monitoring, and advanced threat protection and alerting.

Governance & Compliance

Having all your organisation’s data under one ecosystem, means you have full governance, control and visibility of your data. Data classification and retention policies can be applied globally across your email and documents, and eDiscovery tasks such as GDPR data subject requests are much easier to perform.

Cost Effective

Saving the best for last, small charities can get all the above Microsoft 365 services for free!

The first 10 licenses of Microsoft 365 Business Premium are free and are ideal for staff who require the full suite of desktop applications as well as the online tools. Microsoft 365 Basic is also free and is ideal for additional workers, such as trustees and volunteers, who only require email and/or the online tools.

If you are considering moving to Microsoft 365 and would like to discuss the benefits in more detail or are already using Microsoft 365 and would like to use it to its full potential, contact us today.

Get in Touch

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Providing IT Services & IT Support for Small Businesses & Charities in Hampshire, Surrey & West Sussex.

Keeping IT simple, we engage with you to provide the right solutions for your business.

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