Choosing the Right Microsoft 365 Plan
Microsoft offers a confusing number of plans. Here's the simplified version for businesses under 300 users:
| Plan | Price | Best For | Key Difference |
|---|---|---|---|
| Business Basic | $6/user/mo | Light users, email-only | Web apps only, no desktop Office |
| Business Standard | $12.50/user/mo | Most businesses | Desktop apps + web + mobile |
| Business Premium | $22/user/mo | Security-conscious | Adds Intune, conditional access, DLP |
| Copilot add-on | +$30/user/mo | Knowledge workers | AI assistant in all Office apps |
Our recommendation for most Calgary businesses: Start with Business Standard for most users. Upgrade executives and IT admins to Business Premium for the security features. Add Copilot only for users who will measurably benefit.
Compare M365 with the alternative: Microsoft 365 vs Google Workspace.
Security Configuration Most Businesses Miss
Microsoft 365 has excellent security built in — but most of it is disabled by default. Here's what to enable:
Multi-Factor Authentication (MFA)
Enable for ALL users, not just admins. MFA blocks over 99% of automated account attacks (source: Microsoft Security Blog, "Your Pa$$word doesn't matter", 2019). Use the Authenticator app, not SMS.
Conditional Access Policies
Control sign-in based on location, device, and risk level. Block sign-ins from countries you don't operate in. Require compliant devices for sensitive data.
Data Loss Prevention (DLP)
Prevent sensitive data (credit card numbers, SINs, health records) from being emailed or shared externally.
Safe Attachments & Safe Links
Scan email attachments and URLs in real-time before delivery. Catches zero-day threats that signature-based filtering misses.
Audit Logging
Enable unified audit logging to track who accessed what, when. Critical for compliance and incident investigation.
Need help? Our Microsoft 365 services include full security configuration.
Migration: How to Move Without Disruption
Whether you're coming from on-premise Exchange, Google Workspace, or another provider, the migration process follows these steps:
- Assessment — inventory all mailboxes, shared mailboxes, distribution lists, file storage, and integrations
- DNS preparation — verify domain ownership, prepare MX record changes
- Pilot migration — move 3-5 users first, test everything for a week
- Batch migration — move remaining users in groups, typically overnight
- DNS cutover — point email to Microsoft 365 (the actual switch moment)
- Post-migration support — 30 days of dedicated help for issues and training
Typical timeline: 2-4 weeks for a 25-person office. Most users experience zero downtime because both systems work simultaneously during the transition.
Microsoft Copilot: Is It Worth $30/User?
Copilot is Microsoft's AI assistant built into Word, Excel, PowerPoint, Outlook, and Teams. It's powerful — but at $30/user/month, it's not for everyone.
Where Copilot shines:
- Drafting emails and documents from bullet points
- Summarizing long email threads and meeting recordings
- Creating presentations from Word documents
- Analyzing data in Excel with natural language queries
- Generating meeting notes and action items in Teams
Before deploying Copilot:
- Audit permissions — Copilot can access anything the user can access
- Apply sensitivity labels to confidential documents
- Organize SharePoint sites and OneDrive — garbage in, garbage out
- Start with a pilot of 5-10 power users and measure time savings
License Optimization: Stop Overpaying
Common licensing mistakes we see in Calgary businesses:
- Everyone on Business Premium when only 3 people need the security features — mixing Standard + Premium saves 20-30%
- Paying for inactive accounts — former employees, shared mailboxes on paid plans, unused licenses
- Missing E3/E5 benefits — businesses over 50 users often save by switching from Business to Enterprise plans
- Not using included features — paying for Zoom when Teams is included, using Dropbox when OneDrive is included
Typical savings after a license audit: 15-30% on annual licensing costs.
Don't Forget: M365 Backup
This is the most misunderstood part of Microsoft 365. Microsoft does not back up your data. Their shared responsibility model means:
- Microsoft protects: infrastructure, physical security, service availability
- You protect: your data, your access controls, your recovery
If an employee accidentally deletes a SharePoint site, if ransomware encrypts your OneDrive, or if a retention policy gap causes email loss — Microsoft won't recover it for you.
You need a dedicated M365 backup solution. Read our Backup vs Disaster Recovery guide or see our managed BDR service.
Getting More from Teams
Most businesses use Teams for chat and video calls, but it can do much more:
- Channels — organize conversations by project or department (not everything in one chat)
- File collaboration — co-edit documents without emailing versions back and forth
- Power Automate integration — automate approvals, notifications, and workflows without coding
- Shared calendars and scheduling — book meetings across teams without email chains
- External collaboration — invite clients and vendors as guests with controlled access
The productivity gains from proper Teams adoption often justify the M365 subscription cost on their own.