PowerApps is licensed on a per-user basis. Each user who accesses the service to create and run apps needs a license. Office 365 and Dynamics 365 customers can immediately benefit from the PowerApps and Microsoft Flow capabilities that these offerings include. Customers who want to build apps and flows that access data sources outside Office 365 and Dynamics 365, or need additional functionality, can purchase standalone subscriptions to PowerApps and Microsoft Flow. There are important differences in functionality between these groups of licenses.
Please see the PowerApps pricing page for the latest pricing information for each PowerApps license. Please see Microsoft Flow pricing page for the latest pricing information for each Microsoft Flow license.
PowerApps capabilities for Office 365 and Dynamics 365 enable users to create and run apps within the context of these services. These apps can also be extended to leverage data in common cloud services including Box.com, Facebook, and many more. Users with access to PowerApps through Office 365 and Dynamics 365 can't create or run apps against Microsoft Common Data Service databases. The following list of Office 365 and Dynamics 365 plans include PowerApps capabilities.
|Which Microsoft Office 365 plans include PowerApps?||These plans include PowerApps for Office 365: |
Office 365 Business Essentials
Office 365 Business Premium
Office 365 Education
Office 365 Education Plus
Office 365 Enterprise E1
Office 365 Enterprise E3
Office 365 Enterprise E5
Office 365 Enterprise E2 includes the same capabilities as Office 365 Enterprise E1, and Office 365 Enterprise E4 includes the same capabilities as Office 365 Enterprise E3.
Office 365 Enterprise F1 includes PowerApps for Office 365 Enterprise F1.
|Which Microsoft Dynamics 365 apps and plans include PowerApps?||These apps include PowerApps for Dynamics 365: |
Dynamics 365 for Sales, Enterprise edition
Dynamics 365 for Customer Service, Enterprise edition
Dynamics 365 for Operations, Enterprise edition
Dynamics 365 for Field Service, Enterprise edition
Dynamics 365 for Project Service Automation, Enterprise edition
Dynamics 365 for Team Members, Enterprise edition
Dynamics 365 for Financials, Business edition
Dynamics 365 for Team Members, Business edition
These plans include PowerApps Plan 2:
Dynamics 365, Enterprise edition, Plan 1
Dynamics 365, Enterprise edition, Plan 2
PowerApps for Dynamics 365 is also included in existing CRM Online Enterprise, Professional, Basic, and Essential subscriptions.
PowerApps is included with Office 365 Enterprise F1, with which users can run apps and automate workflows. However, users can't create apps with this plan (as they can with plans such as Office 365 E1, E3, and E5). This table contains specifics about what users can do with PowerApps for Office 365 Enterprise F1:
|Functionalities||PowerApps for Office 365 Enterprise F1|
|Create and run apps|
|Flow runs per month (per user)||750|
|Data storage in the Common Data Service (per user)||-|
|File storage in the Common Data Service (per user)||-|
|Connect to Office 365, Dynamics 365, and similar data sources||Yes|
|Connect to Azure SQL Server, Dropbox, Twitter, and many other cloud-based services||Yes|
|Connect to Salesforce, DB2, and many other data sources through premium connectors||No|
|Access on‐premises data by using a gateway||No|
|Create custom connectors to manage data in your own systems||No|
|Common Data Service|
|Create and run apps on the Common Data Service||No|
|Model your data in the Common Data Service||No|
|Create a database in the Common Data Service||No|
|Supports data policies that the Office 365 administrator establishes||Yes|
|Add co-workers as environment makers and admins||No|
|Add co-workers to the database roles||No|
|Establish data policies for environments||No|
Full-featured standalone PowerApps plans provide users the ability to create and run apps across data sources that extend beyond Office 365 and Dynamics 365, such as Salesforce and on-premises data sources, as well as Microsoft’s Common Data Service. These subscriptions also include features not available in Office 365 and Dynamics 365 plans.
- Microsoft PowerApps Plan 2 subscriptions are for users and administrators who need full create and run capabilities. These users have access to important management capabilities like viewing usage and setting policy. PowerApps Plan 2 users can model data in the Common Data Service.
- Microsoft PowerApps Plan 1 subscriptions are for users who primarily run apps. These users can still create apps and flows, but they can't model data in the Common Data Service or perform management tasks.
PowerApps doesn't offer a free account, but users can try PowerApps Plan 2 for free for 90 days. During the trial, users have access to all of the features in PowerApps Plan 2. For information about how to sign up, see Self-service signup for PowerApps.
When the trial expires, users have these options:
- Users who have access to PowerApps or Microsoft Flow through Office 365 or Dynamics 365 can still access PowerApps or Microsoft Flow. However, those users will lose access to any features that are exclusive to Plan 2, as outlined on the PowerApps pricing page.
- Users who don't have access through Office 365 or Dynamics 365 can request to extend the trial, or they can purchase a stand-alone plan. For more information, see Purchase PowerApps for your organization.
NOTE To purchase PowerApps for an organization, you must be an Office 365 Global or Billing Admin of a tenant, or you must create a tenant.
If you want to build skills and learn more about PowerApps, Microsoft Flow, and the Common Data Service, the PowerApps Community Plan is the right plan for you. The PowerApps Community Plan gives you a free development environment for individual use to learn with full functionality of PowerApps. See here for PowerApps Community Plan.
PowerApps licenses always include Microsoft Flow capabilities. In addition to being included in PowerApps licenses, Microsoft Flow is also available as a standalone service. See PowerApps pricing page for more information on the specific Microsoft Flow capabilities that each PowerApps license includes.
The per-user licenses above come with included capacity for resources used when an app or flow is executed. These resources include data storage, file storage, and flow runs. The capacities included in the per-user licenses are pooled at the tenant level and, when the tenant’s capacity is exhausted, customers may purchase additional capacity through add-on licenses. The maximum capacity for the Common Data Service is 10 GB per database and 5 TB for file storage per environment. If you buy additional capacity and the available capacity (with licenses and add-ons combined) is more than the maximum capacity, you can use the total amount across multiple environments. See the PowerApps pricing page for the capacity quantities that each PowerApps license includes.
Let’s take a look at an example. ABC Inc. has 1,000 employees, of which 700 employees are licensed with Office 365 Enterprise 3. Early on, a power user creates a line-of-business application that simplifies how customer orders are tracked. Later, the HR department works with IT to roll out an app for reporting time off and absences, and the app is built on the Common Data Service.
ABC Inc. starts by developing an app for its Office 365 licensed users. The app brings together customer and product configuration data stored in Office 365 SharePoint lists with customer-order documents, which they store in Box.com. Because this app only accesses data stored in Office 365 and a common cloud service covered with a standard connector, the Office 365 licenses they already have cover both creation and usage of this app.
Licenses required: The 700 Office 365 Enterprise 3 licenses they already have are sufficient.
Based on how quickly and easily the order-tracking app was launched, ABC’s Human Resources group enlists the help of IT to create a time and absence reporting app that will be rolled out across the entire company. All employees will be required to use this app to report their hours, vacations, and sick days.
For this app, IT selects the Common Data Service as the system in which to store time and absence data. The Common Data Service provides the security and data-policy capabilities that IT requires for information related to employees. They assign two IT employees to the project to create the database and model the time and absence app data in the Common Data Service. These employees are also responsible for tracking app usage and establishing the policy applied to this data.
- PowerApps Plan 2 – 10 licenses: The 10 IT administrators who will set up the environments for the company to test and deploy their application, model data in the Common Data Service, and establish data-security policies will each require PowerApps Plan 2 to perform these functions.
- PowerApps Plan 1 – 990 licenses: The 700 Office 365 users will need to be licensed with PowerApps Plan 1 because this app relies on data stored outside Office 365 (that is, in the Common Data Service). The other 290 users who don’t have Office 365 or the PowerApps Plan 2 license will need this license to have rights to run the app.