NHSmail Office 365 Licence Matrix

The below document sets out the supported O365 and Online Services licence types on the NHSmail platform. It also covers the differences between nationally provided licenses (Office 365 E3 Restricted), Top-Ups and Add-Ons.

‘Top-up’ licenses refer to the range of base license product alternatives (outside of the nationally allocated E3R) offered by Microsoft and supported by the NHSmail Platform. ‘Add-on’ licenses refer to application specific features that can be applied on top of the allocated base license- these too can be procured and onboarded to the tenant.

Supported Office 365 Licenses

Please see the below table to understand what is supported on the NHSmail platform. Supported means that these licence types can be onboarded onto the NHSmail tenant and allocated to your organisation for user provisioning.

Licence Type Category Supported

E3 Restricted (E3R)

Nationally Provided

Office 365 E1


Office 365 E3


Office 365 E5


Microsoft 365 E3


Microsoft 365 E5


Enterprise Mobility + Security E3


Enterprise Mobility + Security E5


M365 Apps for Enterprise (*User only)


Microsoft Audio Conferencing (Dial-in)


Microsoft Teams Room


Microsoft Fabric Free (PowerBI Free)


PowerBI Pro


Power BI Premium Per User


PowerBI Premium (Capacity Plans only)


Visio Plan 1


Visio Plan 2


Power Apps Per App


Power Apps Per User


Power Automate Per User Add-On

Power Automate Per Flow Add-On

Power Automate Attended RPA Add-On

Project Plan 1

Project Plan 3 Add-On

Project Plan 5 Add-On

SharePoint Online Storage Add-On

Microsoft Teams Phone System (MCOEV) Add-On

120 minute Domestic Calling Plan (MCOPSTN_5) Add-On

240 minute Domestic Calling Plan (MCOPSTN_6) Add-On

1200 minute Domestic Calling Plan (MCPPSTN_1) Add-On

Domestic and International Calling Plan (MCOPSTN2) Add-On

Microsoft Teams Phone with Calling Plan (country zone 1 – UK/Canada)) Add-On

Nationally Provided Office 365 E3 Restricted (E3R)

This is the licence type provided by NHS England for all NHSmail users. You are not required to take any action to set this up. As part of NHSmail users will automatically be added into their organisation’s national policy which utilises this nationally provided E3R licence. Exchange Online LAs are able to move users to a newly formed default local policy which can be set up via a service desk request. More details can be found here – User Policy Management Guide.

Local Administrators can identify the national subscription in User Policies through the below naming convention:

  • Base License: ACCENTURE – LSP01 – National – Office 365 User – 07/06/2023

The O365 Feature Guidance provides full detail around what functionality is provided through this default licence type.

Top Up Licence Types

If organisations would like access to services beyond those nationally provided through the E3R licence, they have the option to procure Top-Up Office 365 licenses from their licence reseller or Microsoft Licensing solution provider LSP. E1, E3 and E5 will provide users with larger mailboxes (50GB & 100GB respectively), as well as other feature sets which are further explained in the Functional Comparison documentation.

Organisations can follow the on-boarding guidance to load these Top-Up licenses into the NHSmail tenant. Once provisioned, when creating User Policies – Local Administrators will have the option to select the E1, E3 or E5 subscription in the ‘Base License’ field.

Local Administrators can identify this subscription in User Policies through the below naming convention:

  • Base License: ORG – ODS – Local – Office 365 Enterprise E1/3/5 – Date
  • Base License: ORG – ODS – Local – Microsoft 365 E3/5 – Date

The applications available through the Nationally Provided and Top-Up licenses can be toggled on and off when setting up a User Policy.

Add-On Licence Types

Like Top-Ups, organisations can procure Add-On licenses and allocate to users where appropriate. The same on-boarding guidance can be followed to onboard these licenses onto the NHSmail tenant.

There are two key differences that Add-On licenses have compared to Top-Up licenses.

  1. Add-On licenses have to be applied in addition to a Base Licence.
  2. When the Add-On is added to a policy, all the applications and functionality provided by the Add-On will be applied automatically.

There is currently no option to toggle specific Add-On features on/off. This is particularly relevant for the Apps for Enterprise Add-On, further information is included below:

Important Note

Apps for Enterprise: When applied as an Add-On, all the different O365 applications included within this licence type will be enabled by default. These are included below and are not currently configurable through toggles:

  • Forms (Plan 1)
  • Office Web
  • Office Desktop
  • Sway
  • OneDrive for Business (Plan 1)
  • Whiteboard

It is the local organisation’s responsibility to determine if it is appropriate to enable this functionality for their users subject to local risk appetite and Data Protection policies on offshoring. Applications such as Whiteboard and Sway host data outside of the UK, this is not an exhaustive list and full details can be found here.

Please consult Microsoft documentation and your licence reseller for further information on procuring Office 365 Add-On licence types.

For more guidance on managing and allocating access to O365 licenses, Top Ups and Add-Ons please visit the User Policy Management Guide.


If you already have Teams Rooms Standard licenses on your active Enterprise Subscription Agreement (ESA) you are able to purchase more and these will work with resource mailboxes. It is likely that the majority of NHS organisations have renewed or are renewing their ESAs and must now purchase Teams Rooms Pro.

Teams Rooms Pro is not natively supported in the Portal. If you have purchased this licence please review the following guidance – https://support.nhs.net/knowledge-base/adding-surface-hub-to-ms-teams/

Un-supported services

The NHSmail O365 Service doesn’t currently support use or integration with the below subscriptions or services. These include, but are not limited to:

• Azure Information Protection
• Office Store
• Dynamics 365

Last Reviewed Date 08/08/2023
Updated on 17/10/2023

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