Microsoft Licensing: Helping organisations move forward with confidence

Many organisations are finding that, in particular, Microsoft licensing has become one of the most confusing parts of their technology environment. Add Copilot (Microsoft’s increasingly powerful AI assistant) into the mix and a simple question such as “Are we ready for this?” becomes much harder to answer.

Before we move on, we are also asked, quite frequently, “What is cloud-first”? An understanding of this is fundamental to helping ease the maze of Microsoft Licencing. The simple explanation is it is the adoption of cloud computing technologies as the primary means of delivering IT services, as opposed to a strategy that relies on a more traditional IT set up. The goal of the cloud-first strategy is to reduce costs and improve the quality and speed of delivering a service, but this hasn’t always been easy to navigate either.

As experienced suppliers of IT services, cloud-based solutions, print management and telecoms systems, we regularly hear from businesses and the education sector who feel unsure about what they already have, what they need next, and whether their devices and systems are even capable of supporting modern tools. To help them, a Microsoft Readiness Assessment exists to give absolute clarity, without the unnecessary jargon or complexity that so often surrounds this topic.

Why licensing feels so complicated

Over the past couple of years, Microsoft has changed its licensing structure, encouraging organisations to move towards prioritising ‘cloud-first’ working and adopt new security features and AI-driven tools.

Each of the various Microsoft 365 bundles, ‘Business’, ‘Enterprise’ and ‘Education’, include a different combination of teamwork and workflow apps, device management and security features and now AI integrations.

It is no surprise that many organisations discover they are either paying for far more than they use or missing essential protection without realising. Schools and trusts often face an additional complication, with A-series licences for staff and pupils, different security levels depending on the package, and an increasing expectation to adopt current cloud solutions while keeping budgets under tight control.

This is where CBS steps in. Our team helps organisations understand exactly what the are licensed for today, which elements are being used effectively, and where there may be gaps or wasted costs. It is so important to give people a clear, honest picture of their starting point, so they can make better decisions going forward.

Copilot: A powerful tool that needs the right foundations

Copilot has become one of Microsoft’s most talked-about developments. Built directly into applications such as Word, Excel, Outlook and Teams, it promises to save hours of time each week, speeding up the summarising of documents, drafting emails, analysing spreadsheets, generating meeting notes and helping with planning and research.

But Copilot is not automatically available to everyone. Access to it depends on the type of Microsoft 365 licence an organisation has and, even then, the devices being used must have modern specifications to support it. Some older Windows 10 machines, for example, are not able to deliver the performance parameters Copilot needs. Others may require upgrades or additional security standards, before AI tools can be used safely.

For many schools and businesses, Copilot is something they would like to explore but they need reassurance that their system is suitable and secure. A readiness assessment from CBS removes the guesswork, highlighting what is already in place, what might need adjusting, and how easily Copilot could be introduced when the time is right.

The first step is to look at licensing.

This includes the mix of licences already in place at the school or in the business, what those licences entitle them to, and whether they match the way staff are working. This is often where immediate value is found, by discovering unused licences or the ability switch to a more suitable combination of licences that supports their needs better.

Technical readiness is assessed.

This involves checking device compatibility, understanding whether older machines might need updating, ensuring the Microsoft platform is secure, and confirming that the cloud setup is in line with today's best working methods. Even small misconfigurations can create gaps in security or prevent features like Copilot from working as expected, so it is vital to establish the basics before moving forward.

Consider organisational readiness.

For businesses, this might involve looking at how AI tools will fit into everyday processes, and for schools and trusts it typically includes conversations about safeguarding, classroom use, staff confidence and the policies needed to introduce AI responsibly. Technology only succeeds when people are ready to use it, so this human element forms an important part of the assessment.

The benefits for Businesses

For commercial users, the move towards smarter licensing and AI-enabled tools can make a big difference. The right setup supports productivity, strengthens security, and reduces unnecessary spending. It also frees internal IT teams from working in a purely reactive way, and fighting fires, and allows them to focus on more strategic work. When licensing, devices and cloud systems are correctly set up to be in tune, the entire digital environment becomes more predictable, manageable and ready for the future.

The benefits for Education

Schools, academies and trusts face their own pressures, such as safeguarding obligations, tight budgets, varied hardware fleets and a constant need to support staff. A readiness assessment helps schools understand what their current licensing covers, which features are available but under-used, and where improvements could make a meaningful difference to them. For trusts in particular, the assessment offers a helpful way to bring consistency across multiple school and college sites, ensuring staff and pupils have access to the same secure, reliable tools.

At CBS we pride ourselves on our experience and knowledge but also our plain speaking. We understand that everyone we work with has a different level of knowledge and understanding and we make sure complex information is easy to understand for those who may feel overwhelmed, but we can also talk on a more technical standing with those who are familiar with the technology. We provide clear explanations, practical steps and straightforward options. Our recommendations always reflect what the organisation actually needs with no unnecessary upgrades, no pressure, just honest guidance from people who understand Microsoft inside out.

From the initial audit to Copilot readiness checks, hardware assessments, establishing strong security systems and full implementation, CBS provides the support customers need to move forward with confidence. With the right licensing, secure foundations and a clear strategy, businesses, schools, colleges and trusts can fully adopt the benefits of Microsoft 365 and the opportunities that tools like Copilot bring.

And as technology continues to evolve, CBS remains by their side helping them stay prepared, informed and ready for whatever comes next.

Get in touch with CBS today and let us help ease the transition.

Call now on 01274 496220
Email us at info@commercebusinesssystems.co.uk

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