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How to Choose the Best Microsoft 365 Exchange Plan for a Small Business
Question details
The user needs to select and migrate to a Microsoft 365 business plan that supports shared calendars, Exchange email, desktop Office applications, and Zapier integrations.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- A small business is currently using Microsoft 365 Family and wants to upgrade to a professional business plan to meet operational and integration requirements.
- Observed behavior
- Looking for the appropriate subscription tier and a structured method to migrate users, mailboxes, and domains from a Family plan to a Business plan.
Before selecting a plan, inventory your current domain configurations, backup all existing Outlook data, and evaluate exactly how many users will require fully installed desktop applications versus web-only access.
Upgrade to Microsoft 365 Business Standard
This is the most suitable solution when your small business requires business-class Exchange email, shared calendars, and fully installed desktop Office applications.
Microsoft 365 Business Standard includes Exchange Online, seamless Zapier integrations, and the desktop versions of Word, Excel, and PowerPoint. It is ideal for transitioning from a Family plan because it covers all requested features in a single license.
Go to the Microsoft 365 admin center, navigate to 'Billing' > 'Purchase services', locate 'Microsoft 365 Business Standard', and click 'Details' then 'Buy'.
Navigate to 'Settings' > 'Domains' in the admin center. Click 'Add domain' and follow the setup wizard to update your DNS records for Exchange email routing.
Go to 'Users' > 'Active users', select a user, and click 'Manage product licenses' to assign the new Business Standard license.
Subscribe to Exchange Online Plan 1 or Plan 2
Choose this solution if you only need professional Exchange email and shared calendars, without the Microsoft desktop Office applications.
Migrate Data from Microsoft 365 Family to Business
Follow these steps to safely move your existing emails, contacts, and calendars from your Family subscription to the new Business tenant.
Reduce Licensing Costs with WPS Office
If your small business needs desktop applications but you want to avoid the high recurring costs of Microsoft 365 Business Standard, you can pair a standalone Exchange Online email plan with WPS Office. WPS Office is a free, lightweight suite that offers robust word processing, spreadsheets, and presentation tools.
- 1. Download the Installer: Visit the official WPS website and download the free WPS Office suite for your operating system.
- 2. Install the Software: Run the setup file and follow the on-screen instructions to deploy the software on your business computers.
- 3. Open Existing Office Files: Launch WPS Writer, Spreadsheet, or Presentation and open your existing .docx, .xlsx, or .pptx files directly with seamless compatibility.
Frequently Asked Questions
Can I use Zapier with Microsoft 365 Business Standard?
Yes. Microsoft 365 Business Standard includes Exchange Online, which fully supports Zapier integrations for automating Outlook emails, calendar events, and contacts.
What is the difference between Exchange Online and Business Standard?
Exchange Online provides only email, calendars, and contact management capabilities. Microsoft 365 Business Standard includes everything in Exchange Online, plus desktop versions of Office applications (Word, Excel, PowerPoint) and other business services like Microsoft Teams.
Will I lose my emails when switching from a Family to a Business plan?
You won't lose your emails as long as you manually export your data (using Outlook .pst files) before canceling your Family subscription, and then import that data into your new Business account.
Can I mix different Microsoft 365 plans for my employees?
Yes. You can assign Microsoft 365 Business Standard to employees who need desktop applications, and Exchange Online (Plan 1) or Business Basic to those who only need email and web-based apps.
