In recent years, Microsoft announced the rejuvenation of Microsoft Office to create Microsoft 365. This innovative platform values productivity and efficiency, but how much do you really know about this leading service?
Our handy guide will explain what Microsoft 365 is, list the applications featured, share seven benefits, describe plans for small to medium businesses and outline how to use it.
What is Microsoft 365?
Microsoft 365, formerly named Microsoft Office, is a cloud-powered platform that helps users manage professional and personal commitments. This user-friendly online service features popular Microsoft Office applications Microsoft Word with innovative online collaboration and cloud storage features.
Microsoft 365 targets small to medium-sized businesses and enterprises, promising streamlined productivity from anywhere. The family subscription service enables organisation and creativity for home users. Cloud file storage centralises users’ workspaces, removing the need for several open windows.
Microsoft 365’s comprehensive calendaring features connect to users’ Outlook accounts. The calendar function automates visual and audio reminders of upcoming meetings, events and deadlines. Users can also schedule video meetings or connect using conventional audio calls. Microsoft Defender and Microsoft family safety integrate built-in protection to safeguard customer data and prevent cyber threats from infiltrating private documents.
Software Included in Microsoft 365
Here’s a closer look at the apps Microsoft 365 supports for businesses:
- Microsoft Word: Microsoft Word is a universal word processing software utilised to create basic and complex documents. Microsoft Word offers pre-made templates to create marketing materials, onboarding documents, reports and invitations, and way more. Users can also customise blank documents with text box, image and table insertion features.
- Microsoft Excel: Microsoft Excel is a leading spreadsheet application with innovative data insertion and visualisation tools. Excel organises numbers, supports formulas and displays calculations in graphs and charts. Businesses may use Excel for budgeting and statistical presentations.
- Microsoft PowerPoint: PowerPoint empowers users to create cutting-edge and visually appealing presentations. In recent years, feature updates have hosted numerous clean transitions, targeted themes and an intricate design hub with infinite formats, colour palettes and graphics. Presenters may display marketing stats, innovative ideas or sales pitches with PowerPoint.
- Microsoft Teams: This collaborative app supports video conferencing, audio calls and instant messaging, allowing professionals to communicate in real time. Microsoft Teams will enable users to send files and links to documents supported by other Microsoft Office applications like Word, Excel and PowerPoint.
- Microsoft Outlook: Outlook supports email messaging with file attachment functions. While it links to your own calendar, it’s also compatible with third-party scheduling services like Calendly and Zoom. Users can also rely on task management to prioritise responsibilities and set reminders.
- Microsoft Exchange: Businesses may use an Exchange server to host business or school email accounts. It’s a resource management network that allows people to centralise personal and professional emails under one application without email messages getting integrated with non-work-related communications.
- OneDrive: OneDrive storage is a cloud platform that holds any file professionals save. Teams can upload shared files, which various users can access from any remote location with an internet connection. People may use OneDrive as additional storage instead of storing extensive files on a computer’s internal hard drive.
- SharePoint: Businesses use SharePoint to build secure and accessible websites. Many organisations use SharePoint online to create an intranet where teams can upload and access document libraries, news, updates and other internal data. It’s essentially a cloud-based content and knowledge management application.
- Access: Access is a popular database management platform. Businesses use Access to store, analyse, present and track large quantities of data. It differs from Excel because Access specialises in data management, whereas Excel focuses more intently on complex formulas and calculations.
- Publisher: As the name suggests, Publisher allows businesses to create professional publications, like greeting cards, yearbooks, newsletters and posters, with powerful imagery. Publisher’s editing tools enable basic manipulation of text, graphics and layout. Insertion features allow users to implement advertisements, customisable shapes and calendars.
- Intune: Intune is an endpoint management platform hosted by the cloud. IT professionals use Intune to protect business data by regulating who can access and share specific data. Popular features also include control over updates to ensure each business device utilises up-to-date software.
- Azure Information Protection: Azure is a reliable security measure professionals use to categorise and protect specific documents. The labelling features apply rules to identify and protect sensitive data, such as customers’ baking details when transferred to another member. Azure enhances control over how email recipients use content and shares analysis tools that detect problematic behaviour.
7 Benefits of Microsoft 365
Microsoft 365 is an inclusive online service with several leading cloud-based productivity tools that individual businesses can tailor to their needs. The following list outlines seven benefits businesses may experience when subscribing to Microsoft 365:
- Cloud-based productivity tools streamline processes.
- Centralised storage applications promote strong collaboration.
- Advancing subscription packages allows a business to grow alongside Microsoft 365.
- Built-in security to Microsoft 365 protects private data and takes measures to correct suspicious online behaviour.
- Hybrid and remote workspaces can sustain clear communication through video conferencing, instant messaging and audio call features.
- Mobile apps allow access to core Microsoft Office software like Word, Excel and PowerPoint, enhancing productivity from anywhere.
- A monthly and annual subscription service will enable start-ups to manage costs at crucial stages of business development.
Which Microsoft 365 Plan Should You Pick?
Microsoft 365 is available with monthly and annual subscription services. Each plan offers standard to advanced security and up to 1TB of cloud storage per user. You can access Microsoft Office applications on desktop computers and mobile devices on all plans, except the Basic package, which only features web and mobile apps.
Start-ups and small businesses
Price: $8.20 monthly
Plan: Microsoft 365’s Basic package offers core Microsoft Office software to aid essential workflow and cash flow processes like creating or receiving invoices and calculating costs. Small businesses can invite up to 300 attendees to join Teams meetings.
Medium-sized businesses
Price: $12.00-$17.20 monthly
Plan: Microsoft 365 Apps for Business package focuses on workflow applications. Business owners who operate on-site frequently or use third-party video conferencing software may prefer this option, as Teams is omitted. A business that wants to drive communication should consider the Business Standard plan. Along with the online services described above, companies will gain advanced rights to host webinars and manage online appointments.
How to Use Microsoft 365?
The following steps will guide you on how to use Microsoft 365 after selecting an appropriate subscription service:
- Create a file. While Microsoft 365 is available online, you can install Microsoft Office applications like Word, Excel and PowerPoint on your desktop to work without an internet connection. Create a blank document for full rein over a document’s appearance, or browse Microsoft’s professional templates for a head start.
- Save files to the cloud. While you can save documents to your computer’s internal storage, you can also choose OneDrive to share files with other devices. Type Outlook email addresses in the share box for instant collaboration; no time wasted.
- Collaborate in real-time. Cloud hosting enables teams to edit single files simultaneously. Leave comments, mention specific users and leave suggestions to streamline remote collaboration. Icons containing the initials of shared users will appear above the ribbon to the right.
- Use Teams for face-to-face meetings. Teams separate each team into smaller channels dedicated to specialist areas like specific departments or projects. Along the top taskbar, view all files shared in one collective space, presentations, and a built-in OneNote function. Use Chat to speak privately with colleagues via instant messaging. Use the calendar to schedule new video meetings, view upcoming critical dates, and select Join to enter an ongoing conference.