Forum Discussion

MarionPeterson's avatar
MarionPeterson
Copper Contributor
Jan 15, 2025

Pricing to have one user with Microsoft Access

We are a small non-profit that has just been approved for the Microsoft Non-Profit program. We need one computer to have Microsoft Access for our library database. We are having trouble interpreting the pricing. Can we pay for only ONE user to have Access or do we have to pay the fee for every user even though they won't be using it? If we are charged for every user, we are going to need to reconsider this program as it will be much more expensive than the Microsoft business account we currently use. 

Is there someone in this forum who can help? 

volunteer management

2 Replies

  • jamiecross25's avatar
    jamiecross25
    Brass Contributor
    Sep 17, 2026

    Marion, if only one person needs Access, you generally only need to licence that user for a plan that includes Access. Microsoft does not normally require every user in the organization to have the same licence. If your nonprofit still has an available Business Premium grant and the user meets the programme requirements, that could potentially cover the user without an additional licence cost. If those grants have already been allocated elsewhere, one paid Business Premium licence could be another option. It is also worth remembering that the desktop version of Access is designed for Windows, so the user's device should be considered when planning the setup.

  • TiffianyLaw's avatar
    TiffianyLaw
    Former Employee
    Jan 21, 2025

    Hi Marion,

    Thank you for your question. I hope I can provide some clarity for you. If you've been approved for Microsoft Nonprofit Granted Offerings, you will have access to 10 Microsoft 365 Business Premium licenses. Microsoft Access is included in these licenses. This means that if you have a Microsoft 365 Business Premium license, you will have access to Microsoft Access.

    For non-profits, Microsoft offers special pricing and discounts. However, the pricing structure typically requires that each user who needs access to Microsoft 365 services, including Access, must have a license. This means that if you need only one user to have Access, then that one user will need to be assigned a Microsoft 365 Business Premium license.

    Lastly, I want to mention just as an FYI - Microsoft Access is PC only.  This means that Access is only available for computers running the Windows operating system. There is no version of Access for operating systems like macOS, Linux, Android, or iOS.


    I hope this answer helps!