Changes to Microsoft Donations
Techsoup NZ • August 16, 2021
MICROSOFT HAS ANNOUNCED A NUMER OF CHANGES HTAT AFFECT NOT-FOR-RPOFITS WITH DONATED OFFICE 365 OR MICROSOFT 365 LICENSES
Utilisation requirement
Microsoft requires organisations to have at least 85 per cent of granted (free, donated) licenses that have been assigned to users in active use. "Active use" means that those users have used at least one Microsoft cloud service in the last 90 days.
These cloud services include Exchange Online (i.e. email accounts), Yammer, Microsoft Teams, and Microsoft 365 Apps.
Usage of perpetually licensed Office apps, such as Office Standard or Office Professional, does not factor into active usage metrics. These changes do not affect volume licenced desktop licences and on-premise Microsoft donations.
What This Means for Not-for-profits
To illustrate what this means, let's look at an example: If you had 20 donated licenses assigned to users, at least 17 of those users would have to have used at least one Microsoft 365 or Office 365 cloud service within the last 90 days.
If you have not met this 85 per cent minimum usage threshold, you may lose all your donated Microsoft cloud licenses, whether or not they're in use. Paid licenses would not be affected.
What About Automated Email Accounts?
As long as the licence assigned to the account is being used (e.g. engaging a Microsoft365 service such as Exchange), that licence will meet the usage requirement and does not need a human user to log in and access.
Access and Use Your Assigned Licenses as Soon as Possible
If you haven't already, you need to ensure every user with an assigned license is regularly accessing their accounts. For new subscriptions, please work quickly to activate and start using the licenses.
If you have more licenses than you need, you may also adjust your Office 365 or Microsoft 365 subscription and reduce the number of licenses that you hold.
To assign your donated licenses to staff members, or to remove users, follow these instructions or watch this guided simulation. The sooner you do this, the better. To learn more, see Microsoft's donated licenses FAQ sheet (PDF).
Donated Office 365 E1 Licenses No Longer Available
Microsoft will also no longer offer donated Office 365 E1 licenses unless you have a specific Enterprise Agreement contract in place with Microsoft. Instead, we recommend you consider one of the Microsoft 365 Business Standard and Premium donation offers. If you are currently using donated Office 365 E1 licenses, your licenses will remain active as long as you use them.
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Kia ora koutou, One of the greatest strengths of our sector is our willingness to come together, share knowledge, and lift each other up. Here at good ol’ CNA, we know from experience that strong relationships with our members help us grow and strengthen our own work. And we see our members doing the same with the networks and communities they support. We’re a network that builds capacity by engaging deeply with you—our members. Whether through our 50th Anniversary Hui, regular updates, or one-on-one kōrero, your insights help shape our direction, inform our advocacy, and refine the resources we provide. It’s through this two-way relationship that we grow stronger as an organisation—and the same holds true for you and your own networks. It’s why we bring everyone together every two years—to connect face to face, share lessons, and learn from one another. When you hear how another group has tackled leadership development or improved their financial systems, you gain ideas and inspiration to take home. And when you share your own success, you spark growth in others. From supporting better governance through our Tick for Governance Course (over 900 satisfied customers!) and strategic planning, to helping organisations improve fundraising, engaging with Banks, Select Committees, and collaboration—we all grow by reaching out and working together. CNA does this with our members, and our members do it with theirs. The ripple effect is powerful. Your network is so much more than an email list—it’s a community of experience, support, and strength. Let’s keep learning, building, and growing together. Here are 4 action points for to better engage with their members: Yell it to the Rooftops: Through newsletters and social media make sure to highlight member successes, share relevant news, and provide opportunities for feedback. Add this positivity to inspire others Throw a Party: Even if it’s a cuppa and a bikkie, these allow members to keep relationships, share knowledge, and collaborate in real-time in an easy atmosphere – we don’t’ have to be on the treadmill all the time. We are allowed to enjoy ourselves. Pick up the phone: Sometimes it’s great to get a call that’s not about an issue. Just to say ‘hello’, ‘I’m thinking of you’, ‘what’s on your mind?’. These strengthen our relationships and keep us in mind of each other, which may mean reminding each other of what we can support each other in. Share the aroha: Create spaces (online or in-person) where members can exchange ideas and experiences. When someone learns a new strategy or approach, share it widely to inspire innovation and growth across your network. Why reinvent the wheel? Take that idea and adapt it to your own organisation. These are just a few ways to increase your capacity, to deepen relationships, and to help each other upwards. Forward, Stronger! Patrick Davies Membership Engagement Officer
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