What is Microsoft 365?
Microsoft 365 is a suite of productivity software and cloud-based services offering an impressive selection of invaluable online tools. Think productivity, collaboration and project management—basically all the tools required by modern businesses.
Popular Microsoft 365 applications
Let’s cover some of the most relevant Microsoft 365 tools…
- Excel: Excel enables users to identify trends and sort data into categories, while also performing HR functions like tracking hours and organizing employee profiles and expenses.
- Exchange: Rather than storing your email on a local server, Microsoft Exchange stores mailboxes in the cloud. All your information is synchronized across devices, so you can access everything from anywhere.
- OneDrive: All Microsoft 365 users get their own OneDrive for Business, a secure and reliable cloud storage app that allows you to access and share files with your coworkers from your phone, tablet or desktop. Each user gets 1TB of storage.
- Outlook: Outlook enables companies of all sizes to manage emails, tasks, calendars and contacts from one place.
- PowerPoint: PowerPoint is a powerful slide show design and presentation program that will help keep you organized, on track, engaging, and in command of your audience.
- SharePoint: SharePoint serves as your company’s intranet and team collaboration site, allowing you to collaborate with your colleagues at any time from any device, deliver services and information, and build your brand through a website.
- Teams: A top-tier collaboration and video-conferencing tool, Microsoft Teams enables file sharing, allows you to organize meetings from your calendar, and syncs with other Office apps like OneNote and OneDrive.
- Word: Word facilitates the creation of documents, including presentations, proposals, company reports, plans and budgets. Easily build a library of key forms like memos, agendas, invoices and statements.
- Yammer: AKA Microsoft’s social network, Yammer lets you reach out to colleagues in other departments and locations, create special groups to start conversations, work together on files, and organize projects.
Microsoft 365 benefits for business
The popularity of Microsoft 365 is an undeniable testament to the tangible benefits it offers businesses of all stripes.
1. Streamlined information
Many organizations already use Microsoft SharePoint or OneDrive for document management. But with the cloud-based SharePoint, the improved user interface and interconnectivity makes it easy to manage documents and offers seamless document sharing. And since SharePoint Online is integrated with Microsoft Teams, employees can communicate more efficiently throughout document creation processes and other tasks.
2. Scalable growth
Microsoft 365 gives you the flexibility to quickly scale your needs as your business grows. For starters, you can mix and match business apps to create your own custom solution. You can also add or remove users by simply adding or removing licenses. Not having to make a permanent change to a software license for each arriving or departing employee makes it easier to scale in a simple and cost-effective way.
3. Powers of automation
Harnessing the power of Teams and additional services like Dataverse, Microsoft’s out-of-the-box online forms, workflow management and data storage capabilities rapidly automate your most tedious business processes across departments so you can focus on more business-forward tasks.
4. Collaborative prowess
Microsoft 365’s communication and collaboration tools allow your employees to work effectively with one another as well as with external partners. While email is fine for basic tasks, when it comes to getting quick answers and co-authoring documents, Microsoft Teams and SharePoint workspaces offer smoother ways to collaborate.
5. Employee engagement
Powered by Microsoft 365 and experienced primarily through Microsoft Teams, Microsoft Viva is an employee experience platform offering multiple components. While Viva Connections allows employees to connect with one another more meaningfully no matter where they’re located, Viva Learning grants your team access to a variety of content libraries so engaging with new information becomes second nature.
6. Endless updates
Traditional on-premises software requires regular maintenance, patches and upgrades. But Microsoft 365 is always evolving—with new capabilities integrated quarterly if not monthly—so your IT team doesn’t have to spend time enacting tedious platform upgrades and can instead focus on delivering key business services.
7. Heightened security
The Microsoft 365 Defender portal combines protection, detection and investigation in one central place to better protect your company. You can control how your data travels so you can better respond to and combat cyberthreats. And since Microsoft 365 is the most targeted platform for cybercrime (due to its popularity), beefing up security even more is always an option.
Microsoft 365 Family is a subscription plan offered by Microsoft that provides a range of productivity and collaboration tools for multiple users. Please note that pricing and features may have changed since then, so it’s advisable to check the official Microsoft website for the most current information.
As of my last update, here are the general features associated with Microsoft 365 Family:
Microsoft 365 Personal is a subscription plan offered by Microsoft that provides a suite of productivity and collaboration tools for an individual user.
Microsoft 365 Business Basic is a subscription plan offered by Microsoft specifically designed for business users.
Microsoft 365 Business Standard is a subscription plan offered by Microsoft designed for businesses.
“Microsoft 365 Business Premium” is a subscription plan offered by Microsoft that is designed for businesses. This plan typically includes a suite of productivity and collaboration tools.
“Microsoft 365 Apps for Business” refers to a subscription plan offered by Microsoft designed for business users. This plan typically provides access to the core Microsoft Office applications for users within an organization.
Cloud Storage and Services
As you might expect, Microsoft throws in OneDrive online storage and sharing, as well as access to all the Office web apps, for when you don’t have one of your own devices handy. Microsoft 365 users get the same 1TB of OneDrive cloud storage Office 365 subscribers get, along with Microsoft Teams accounts. They also get customizable SharePoint team intranet sites.
Frequently Asked Questions
Microsoft 365 is a suite of cloud-based productivity tools and services offered by Microsoft. It brings together a set of applications and services that enable users to work collaboratively and efficiently. Microsoft 365 includes various plans tailored for different needs, including personal use, business use, and enterprise use. Keep in mind that details might have changed since my last update, so it’s always a good idea to check the official Microsoft website for the most current information.
The core components of Microsoft 365 typically include:
Office Apps:
- Access to popular Microsoft Office applications like Word, Excel, PowerPoint, Outlook, and OneNote. These applications can be used on multiple devices, including PCs, Macs, tablets, and smartphones.
Cloud Storage:
- OneDrive for Business provides cloud storage for users, allowing them to store, access, and share documents and files securely.
Email and Calendar:
- Business plans include business-class email with custom domains and large mailbox storage. Outlook is often the preferred email client.
Communication and Collaboration:
- Microsoft Teams is a collaboration platform integrated into Microsoft 365, facilitating chat, video meetings, file sharing, and collaboration within teams.
Web and Mobile Versions:
- Online versions of Office applications are accessible through web browsers, allowing users to work on documents from anywhere.
Security and Compliance:
- Microsoft 365 includes features for security, compliance, and information protection to help safeguard data and meet regulatory requirements.
Device Management:
- Some plans offer device management features, allowing organizations to manage and secure devices that access company resources.
AI-Powered Services:
- Microsoft 365 incorporates artificial intelligence (AI) features, such as intelligent search, advanced analytics, and productivity insights.
Business Applications:
- Depending on the plan, Microsoft 365 may include business applications such as SharePoint for collaboration, Microsoft Planner for task management, and others.
Microsoft 365 (formerly known as Office 365) offers a range of benefits for individuals, businesses, and organizations. Please note that Microsoft’s offerings and features may evolve over time, so it’s a good idea to check the official Microsoft website for the most up-to-date information. Here are some general benefits of Microsoft 365:
Access to Office Applications:
- Microsoft 365 provides access to the latest versions of popular Office applications such as Word, Excel, PowerPoint, Outlook, and OneNote. Users can install these applications on multiple devices, including PCs, Macs, tablets, and smartphones.
Cloud-Based Collaboration:
- Microsoft 365 enables real-time collaboration and document sharing through cloud-based services. Multiple users can work on the same document simultaneously, facilitating teamwork and enhancing productivity.
Email and Calendar Services:
- Business plans include business-class email services with custom domains, large mailbox storage, and advanced security features. Users can access their email and calendar from anywhere.
OneDrive for Business:
- OneDrive for Business provides cloud storage for users, allowing them to store, share, and access files securely from any device. It helps in data backup and collaboration.
Microsoft Teams:
- Microsoft Teams is a collaboration platform integrated into Microsoft 365. It offers chat, video meetings, file sharing, and integration with other Microsoft 365 services, promoting communication and teamwork.
Web and Mobile Versions:
- Online versions of Office applications are available through web browsers, allowing users to work on documents even if the Office applications are not installed locally.
Security and Compliance:
- Microsoft 365 includes security features such as threat protection, information protection, and identity management. It helps organizations meet compliance requirements and protect sensitive data.
AI-Powered Services:
- Microsoft 365 incorporates artificial intelligence features, such as intelligent search, advanced analytics, and productivity insights, to enhance user experience and efficiency.
Device Management:
- Some Microsoft 365 plans include device management features, allowing businesses to manage and secure devices that access company resources.
Regular Updates and Upgrades:
- Subscribers receive automatic updates and upgrades to the latest features, security patches, and improvements for the duration of their subscription.
Flexibility and Scalability:
- Microsoft 365 offers different subscription plans to meet the needs of individuals, small businesses, and large enterprises. Users can scale their subscription based on their requirements.
Integrated Business Applications:
- Depending on the plan, Microsoft 365 may include business applications such as SharePoint for collaboration, Microsoft Planner for task management, and others.