License & Subscription Issues

SharePoint Online Licensing Requirements for Intranet Users and Developers

John Wilson Oct 19, 2026 869 views

Question details

An organization needs to determine the appropriate SharePoint Online licensing for 200 end users and 4 developers to build a new intranet.

SharePoint Online Licensing Requirements for Intranet Users and Developers

Product: Microsoft SharePoint Online
Device & OS: not provided
Scenario: Migrating from SharePoint Server 2013 to SharePoint Online and building a corporate intranet.
Observed behavior: Evaluating whether existing Microsoft 365 Business Basic and SharePoint Online Plan 1 licenses are sufficient for users, and determining required licensing for developers.

Before you start

Before assigning licenses, compile a list of features your intranet requires, such as advanced enterprise search or content preservation policies, to clearly determine if Plan 1 or Plan 2 is necessary.

Solution 1Recommended

Evaluate License Adequacy for Standard Intranet Users

Confirm if SharePoint Online Plan 1 meets the standard access needs of your end users.

For standard end users, basic access to an intranet does not require premium licensing. Microsoft structures its plans to allow basic consumption and collaboration on standard tiers.

Identify basic user needs

Assess if the 200 users only need to access sites, view document libraries, and use standard intranet collaboration features. If so, SharePoint Online Plan 1 is sufficient.

Verify current subscriptions

Log in to the Microsoft 365 admin center and check your billing section. Microsoft 365 Business Basic already includes SharePoint Online Plan 1, meaning your current setup meets basic user needs.

Assign user licenses

In the Microsoft 365 admin center, navigate to Users > Active users, select the end users, and assign them the existing Microsoft 365 Business Basic licenses.

Evaluate License Adequacy for Standard Intranet Users

Cost Efficiency: Because Microsoft 365 Business Basic includes SharePoint Online Plan 1, you do not need to purchase standalone SharePoint licenses for your 200 standard users.

Solution 2

Assess Advanced Licensing Needs for Developers and Admins

Determine if advanced capabilities are required for developing, customizing, or administrating the intranet.

Free Microsoft Office alternative

Reduce Office Software Costs with WPS Office

While migrating your infrastructure to SharePoint Online, you can significantly reduce your organization's endpoint software costs by choosing WPS Office. It provides robust, free office applications for your users that seamlessly integrate with downloaded SharePoint documents.

1. Download the software: Visit the official WPS Office website and download the free installation package for your organization's devices.
2. Install on end-user devices: Run the lightweight installer to deploy WPS Office on user computers quickly.
3. Open SharePoint documents: Download documents from your new SharePoint intranet and open them directly in WPS Office with full format compatibility.

Highly compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx) used extensively in SharePoint.Lightweight deployment that requires minimal system resources, ensuring fast performance for your 200 users.Familiar user interface requiring zero learning curve for users migrating from legacy Microsoft Office versions.Free to use, significantly lowering your overall IT budget alongside your intranet deployment.

microsoft office alternative - wps office

Frequently Asked Questions

Does Microsoft 365 Business Basic include SharePoint?

Yes, Microsoft 365 Business Basic includes SharePoint Online Plan 1, which provides standard intranet capabilities, document libraries, and team collaboration sites.

What is the difference between SharePoint Online Plan 1 and Plan 2?

Plan 1 covers basic intranet and document management needs. Plan 2 includes all Plan 1 features plus advanced capabilities like customized enterprise search, in-place holds, and advanced data loss prevention (DLP) features.

Do guest users need a SharePoint license?

No, you can invite external guest users to access your SharePoint intranet without assigning them a dedicated SharePoint Online license, provided your organization's external sharing settings are configured to allow it.

How do I upgrade from Plan 1 to Plan 2?

You can upgrade by purchasing SharePoint Online Plan 2 or a qualifying enterprise subscription (like Microsoft 365 E3 or E5) directly from the Microsoft 365 admin center under the 'Billing' and 'Purchase services' section.

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