Choosing the Right Microsoft 365 Licensing for Data Security: A Practical Guide

In today’s digital landscape, businesses face a critical challenge: how to modernize their systems while safeguarding sensitive data. As organizations transition to the cloud, finding the right licensing model becomes crucial. In this blog post, we’ll explore a real-world scenario and guide you through the best licensing options for different user roles.

Scenario: Modernization with Data Control

Let’s meet our client, a mid-sized company that handles sensitive information. Their current setup involves a Windows local server, and they want to embrace the cloud while maintaining control over data flow. Here are the key requirements:

1. Restricted Users:

o These employees can receive files via USB ports but cannot copy files from their PCs to USB drives.

o They can only send files externally via the office email system (with an Untangle Firewall blocking access to other email services).

2. Privileged Users:

o These users have read and write access to USB devices.

o They need full productivity tools for collaboration and communication.

Licensing Recommendations

1. Restricted Users

a. Microsoft 365 Business Basic

• Features:

o Essential Office apps (Word, Excel, Outlook).

o No OneDrive for Business (restricts synchronization with personal PCs).

• Enhancements:

o Syntex (part of SharePoint Syntex):

• Automates content processing and classification.
• Automatically applies sensitivity labels based on content and metadata.

o Defender for Endpoint P1:

• Protects endpoints (including USB ports) from threats.
• Cloud-based solution (no additional “endpoint server” required).

2. Privileged Users

b. Microsoft 365 Business Standard

• Features:

o Full Office apps (Word, Excel, PowerPoint, etc.).

o OneDrive for Business (collaboration and file storage).

o Advanced security features:

• Data Loss Prevention (DLP): Prevents accidental data leaks.
• Encryption and compliance capabilities.

o Defender for Endpoint P1 (optional):

• Enhanced security against threats.

3. Considerations for Business Premium

• Microsoft 365 Business Premium:

o Includes everything in Business Standard.

o Adds advanced security features like Intune (for device management) and Azure Information Protection.

o Evaluate whether these additional features are necessary for restricted users.

4. Enterprise Licenses (E3/E5)

• For more robust security needs, consider Microsoft 365 E3/E5:

o Azure Information Protection: Classify, label, and protect data.

o Conditional Access: Control access based on conditions.

o Advanced Threat Protection: Enhanced security against cyber threats.

Choosing the right licensing isn’t one-size-fits-all. Our SureStep Ambassadors love engaging with customers and partners via workshops, and as such we call upon you to reach us at This email address is being protected from spambots. You need JavaScript enabled to view it. today so that we can give you expert advice for your particular use case.

It’s important to assess your organization’s unique needs, budget, and long-term strategy, while also letting us help you tailor the solution effectively. With the right licenses, organizations can modernize their systems while keeping sensitive data under control.