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There are changes coming to Microsoft licensing for schools.
School leaders are encouraged to share the below information with their information technology (IT) teams and service providers.
Changes to Microsoft licences for schools#
We currently fund unlimited Microsoft server licences for all schools and kura. As more schools have started to use cloud-based solutions, we are changing what Microsoft licences we centrally fund. This is to make sure we are getting the best value for money.
Some schools still need servers for apps that are not in the cloud yet. We will keep funding these for now while we collect more information.
What your school needs to do#
From 1 January 2026, we will no longer fund unlimited Microsoft server licences. This means your school has to identify what servers you use and get a licence for these.
Your school should also reduce the number of licences if you can. This will help lower costs for the education sector.
Apply for Microsoft server licensing for 2026
To continue using funded server licences, your school must complete the below registration form by 3 October 2025.
MOE server and licensing registration form – Cyclone
Changes to Microsoft A5 unified licensing#
From 1 January 2026, all schools with Microsoft A5 Unified licensing will get A3 with A5 Security licensing. We will no longer fund the A5 Unified licence. That includes Power BI and Teams Telephony (external calling) services. This is because schools were not using all the products included in the A5 Unified licence bundle.
Apply for Power BI and Teams Telephony licensing
Your school can still buy Power BI and Teams Telephony licences as an add-on separately.
Complete the registration form by 3 October 2025 to get Power BI and Teams Telephony licensing from 1 January 2026.
MOE server and licensing registration form – Cyclone
Microsoft M365 licence allocation#
Microsoft 365 licences will continue to be allocated to schools based on Education Payroll data.
All teaching and office administration staff can get M365 A3 licences. Your school can upgrade this to include an A5 Security licence if needed. Other support staff should use the free A1 licences. This is to minimise costs for the education sector.
Future use of Microsoft or Google licences#
Your school should only order Microsoft or Google licences that you are actively using. You can request extra licences if you need them. You do not need to maintain unused licence spares. This saves costs to the education sector.
Your school and IT service providers should use either Microsoft or Google software – not both – where possible. This means we are not duplicating costs.
New Microsoft and Google reporting tool#
We are implementing a new reporting tool in schools and kura to help us make more informed decisions about Microsoft and Google licence use and funding. The tool collects anonymous data on licence use. It does not collect personal data.
Your school will need to authorise the use of this tool through a simple onboarding process. We will provide more information later in 2025.
Contact Cyclone for more licensing information.
Email: [email protected]
About the Microsoft Schools Agreement#
The Microsoft Schools Agreement allows schools to access Ministry-funded licences for Microsoft products. The agreement renewed on 1 January 2025 and runs until 31 December 2027.
To learn about your rights and obligations under the agreement, go to the page below.
Microsoft licencing resources and documents – Microsoft
Included software#
Under the agreement, state and state-integrated schools can access the latest versions of the following Microsoft products at no cost:
- Windows OS
- Microsoft Office 365
- M365 apps
- Enterprise Mobility + Security
- Minecraft Education Edition
- Microsoft Windows server software (for 2025 and 2026).
It also includes M365 A5 and Defender for Endpoint for school-owned devices that use A3 licences.
Earlier versions of Microsoft software#
There are older versions of software available under the agreement, but some are no longer supported by Microsoft. Using unsupported software puts your computers and data at risk.
Devices covered#
- The agreement covers all school-owned and leased computers.
- If your school activates Office 365, teachers and students can also use M365 apps on their personal devices with their school email address and password.
- Microsoft Defender for Endpoint licencing only applies to school-owned or leased desktops, laptops, and tablets.
Types of M365 licences available#
Below are the 3 different M365 licence types available to schools and who should use each. To help reduce costs, we encourage schools to use the free A1 online licences for staff where possible.
Office 365 A1#
This free online version of Office includes web-based versions of Word, Excel, PowerPoint, and OneNote, plus Microsoft Teams for communication and collaboration.
Who should use it
School support staff, for example:
- caretakers
- cleaners
- canteen staff
- teacher aides
- any staff that do not need access to the full Office desktop apps.
Microsoft 365 A3#
Access to Office 365 desktop apps (Word, Excel, PowerPoint, OneNote, and Outlook) along with Microsoft Teams. It also offers robust management and security tools.
Who should use it
Core school teaching staff, plus office admin staff who need access to the full Office desktop apps.
Microsoft 365 A5 security#
All the Office desktop apps and Microsoft Teams, with advanced security management.
Who should use it
Schools requiring advanced security and capabilities.
Compare Microsoft Education M365 licences#
For more details, check out the Microsoft Education M365 comparison tables.
How to get Microsoft software#
If you're a state or state-integrated school, you can simply continue to use your current Microsoft software.
Newer applications#
If you’d like to install newer applications, such as A5 and Defender for Endpoint, contact Cyclone via email.
Email: [email protected]
Access software online#
If you aren’t already registered for the Microsoft Schools Agreement and would like to access software online, such as M365 apps, contact Cyclone.
Email: [email protected]
Access for teachers and students#
Teachers and students can access the full suite of M365 online through a browser or by using the M365 Apps desktop with their school email address and password.
- For Windows 11 and MacOS, download the software directly to your device.
- For smartphones and tablets, install the Office apps from the relevant app store.
Access products not covered by the agreement#
To get Microsoft products not covered by the agreement, email Cyclone.
Email: [email protected]
Student Use Benefits (SUB)#
To learn about Student Use Benefits, check out the pages:
Microsoft Learning Accelerators#
Learning Accelerators are built into Microsoft products to help students build skills such as reading and speaking and give teachers real-time insights to track progress.
Learning accelerators: Tools for students – Microsoft Education
Accessibility tools for inclusive learning – Microsoft Education
Support#
For Microsoft licensing installation enquiries, contact Cyclone.
Email: [email protected]
For other software installation and support, contact the ICT helpdesk.
Freephone (NZ only): 0800 Call ICT (0800 22 55 42)
Email: [email protected]
For more advanced support or to log a ticket about the Microsoft 365 tools, visit:
Microsoft Office 365 Education Support
Microsoft courses and training#
For short, education-specific videos, check out:
Microsoft Education – YouTube channel
For short courses and training modules focused on digital skills:
Microsoft Defender for Endpoint support#
For technical questions, contact the Microsoft Education support team:
Microsoft Education Support help desk
For licencing questions, email Cyclone: [email protected].
