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How to Use Microsoft 365 Email Without Full Office Licensing
Question details
The user needs to provide Microsoft-hosted email, calendars, and contacts to additional organization members without the added cost of full Office applications and Microsoft Teams.
- Product
- Microsoft 365 / Exchange Online
- Device & OS
- not provided
- Scenario
- Setting up enterprise email services for specific users while minimizing licensing costs by avoiding unnecessary application bundles.
- Observed behavior
- Seeking standalone email subscription options that avoid bundling expensive features like Microsoft Teams or desktop Office apps.
Evaluate the mailbox storage size, archiving needs, and compliance features required for your users to determine which standalone Exchange Online plan fits best.
Subscribe to Exchange Online Plan 1
Exchange Online Plan 1 provides a 50 GB mailbox, calendar, and contacts as a standalone service without desktop Office apps.
This plan is the most cost-effective solution for users who only need professional Microsoft-hosted email. It allows users to access their email via Outlook on the web, mobile apps, or third-party desktop clients.
Note that this plan does not include Microsoft Teams or the desktop versions of Word, Excel, and PowerPoint.
Navigate to the Microsoft 365 Admin Center and log in using your global administrator credentials.
Go to the Billing menu on the left sidebar, click on 'Purchase services', and search for 'Exchange Online Plan 1'. Complete the purchase for the required number of licenses.
Navigate to Users > Active users. Select the user who needs email access, click on 'Licenses and apps', and check the box for Exchange Online Plan 1 to assign the license.
Subscribe to Exchange Online Plan 2
Choose Plan 2 if your organization requires larger mailboxes, advanced data loss prevention (DLP), or In-Place Archiving.
Pair Microsoft Exchange Email with WPS Office for Maximum Savings
If you are using a standalone Microsoft Exchange plan to save on email costs, you don't need to pay extra for Microsoft Office desktop apps. WPS Office provides a free, lightweight, and complete office suite that covers all your document, spreadsheet, and presentation needs.
- 1. Download the Suite: Visit the official WPS Office website and download the free installer for Windows, Mac, or Linux.
- 2. Install WPS Office: Run the setup file and follow the quick installation prompts to deploy the suite on your device.
- 3. Open Existing Microsoft Files: Right-click any existing Microsoft Office document, choose 'Open with', and select WPS Office to view and edit files without compatibility issues.
Frequently Asked Questions
How do users access their email with an Exchange Online standalone license?
Users can access their email using Outlook on the web (via browser), the Outlook mobile app for iOS/Android, or by connecting a third-party desktop email client using Exchange ActiveSync, IMAP, or POP.
What is the storage difference between Exchange Online Plan 1 and Plan 2?
Exchange Online Plan 1 provides a 50 GB primary mailbox per user, whereas Plan 2 offers a 100 GB primary mailbox and includes an In-Place Archive for virtually unlimited storage.
Will users with an Exchange Online license be able to use Microsoft Teams?
No. Standalone Exchange Online licenses only provide email, calendar, and contact capabilities. Microsoft Teams requires a separate subscription or a broader Microsoft 365 bundle (like Business Basic or E3).
Can I upgrade from an Exchange standalone plan to a full Microsoft 365 subscription later?
Yes. Administrators can purchase full Microsoft 365 plans at any time from the Admin Center, assign them to users under Users > Active users, and then safely remove the standalone Exchange license without losing email data.
