The right license mix starts with user roles
A good Microsoft 365 licensing decision starts with people, not product names. Before choosing E3, E5 or F3, enterprise teams should understand how different groups work, which services they use every day and which roles need stronger control, analytics or compliance capabilities.
Core office users
Microsoft 365 E3 usually fits employees who need Office apps, Teams, Exchange, SharePoint, OneDrive, device management and standard enterprise controls.
Commitment model
Monthly, annual and renewal terms influence the final price. Enterprise buyers should compare the same term, currency and billing model before approving a quote.
Light users
F3, Office 365 E3 or Exchange Online may fit frontline, shared-device or email-only users who do not need the full enterprise stack.
Why list price is only part of the cost
Microsoft list pricing shows the public base price for a plan, usually per user per month and paid yearly. But enterprise licensing cost is shaped by the full tenant structure: how many users are assigned, which plans they use, what add-ons are attached and whether lighter user groups are separated from core knowledge workers.
- Number of paid users and inactive accounts
- E3 and E5 allocation across departments and roles
- Frontline, shared mailbox and Exchange-only requirements
- Copilot, Teams Phone, security and compliance add-ons
Example: Axeti pricing as a benchmark
Microsoft currently lists Microsoft 365 E3 at $36/user/month and E5 at $57/user/month, while Axeti annual pricing is €338.40 and €535.22 per user/year. For lighter users, Microsoft lists F3 at $8/user/month and Exchange Online Plan 1 at $4/user/month, while Axeti lists F3 at €66.91 and Exchange Plan 1 at €33.94 per user/year. Always compare the same currency, term and license scope.
How to compare Microsoft licensing offers correctly
A pricing comparison only works when every offer is normalized. The same license may look different depending on whether it includes Teams, which commitment is used, which add-ons are required and whether support or partner services are included in the commercial model.
- Compare the same SKU, term, tenant model and currency
- Separate core users from frontline and light users
- Include add-ons before calculating total cost
- Use annual cost per user and total tenant cost
How Axeti helps reduce licensing cost
Axeti compares the current license structure with Microsoft list pricing and CSP pricing, then highlights where annual spend can be reduced. The goal is not to cut licenses blindly, but to match the right commercial model and license depth to each user group without changing the existing tenant.
