Microsoft 365: costs, features, and benefits for businesses

What is Microsoft 365

Microsoft 365 is Microsoft’s subscription platform that bundles Office desktop apps, cloud services (Exchange, SharePoint, Teams, OneDrive), identity management (Entra ID), and security (Defender, Purview) in a single per-user plan. Plans range from Microsoft 365 Business Basic (€6/user/month, web apps only) to Microsoft 365 E5 (€57/user/month, full enterprise security stack).

Microsoft 365: How does it work?

In the past, Microsoft Office sold boxes of software that included some of its applications. When a consumer decided to buy a new computer, they would often also add a box of Microsoft Office to the shopping cart.

All he had to do was pay once to buy Microsoft Office and then he would have access to the software in perpetuity. This sales model has been the pillar of Microsoft’s business for many years. However, in recent years, Microsoft has undertaken a significant change in its business strategy.

Today, if you want to use apps like Word, Excel and PowerPoint, you have to opt for Microsoft 365, available only through a subscription. With Microsoft 365, users can enjoy all the latest features and updates offered by the suite. Thanks to the subscription model, there is no need to worry about paying to update individual apps, as the software is updated automatically at no additional cost.

But do I need to renew my Microsoft 365 subscription every year? The answer depends on the user’s needs and preferences. If you don’t need the latest features and prefer to use a more stable version of the apps, you might not need to renew your subscription every year. Plus, with Microsoft 365, you don’t need to install any software on your device, as the apps are accessible through the cloud. This means that users can access their applications and data from any location and device, without having to worry about keeping their hardware up to date or solving complex technical problems.

Microsoft has simplified the user experience with Microsoft 365, offering an affordable and accessible solution for personal and business productivity needs. Its wide-scale adoption, with more than 1.5 billion users worldwide, testifies to its effectiveness and its impact in the modern work environment.

Cloud-based model

Microsoft 365 is based on a cloud-based architectural model, which forms the core of its functionality. Rather than being installed and used from a single computer, Microsoft 365 apps and services are hosted on secure Microsoft servers and accessible via the internet. This means that users can use Word, Excel, PowerPoint and other tools from any device connected to the internet, whether it’s a computer, tablet or smartphone. This online model ensures that Microsoft 365 users have continuous access to their work and the ability to collaborate with others, overcoming geographical and device limitations.

Synchronization

Synchronization is another foundation of Microsoft 365’s efficiency. This feature keeps the work of users up to date on all their devices. When a user edits a document on their tablet, the changes are instantly saved in the cloud and are reflected when the user accesses the document on their laptop or shares it with a colleague.

This functionality also extends to team collaboration. If multiple people are working on a document, spreadsheet, or presentation, changes made by any team member are immediately visible to everyone else, with updates taking place in real time. The synchronization offered by Microsoft 365 not only helps to maintain the consistency of the work, but also eliminates the confusion associated with the different versions of the documents.

Collaboration

Microsoft 365 comes with a wide range of collaboration tools designed to facilitate teamwork. One of its main features is the ability to collaborate in real time, available in apps such as Word, Excel and PowerPoint. This feature allows multiple users to edit a document simultaneously, with each person’s contributions visible in real time. Each collaborator’s cursor and text entry are marked with their unique identifier, making it clear who is contributing and what they are modifying.

In addition to document editing, Microsoft 365 also offers Microsoft Teams, a complete platform for group communication and collaboration. By integrating chats, video conferencing, file sharing, and collaborative document editing into a single interface, Microsoft Teams further simplifies group projects and discussions.

Integration

Microsoft 365 connects to other Microsoft services such as OneDrive, allowing for easy file storage and sharing. The integration with SharePoint also facilitates advanced document management and internet capabilities for team collaboration. Beyond the Microsoft ecosystem, Microsoft 365 supports integration with numerous third-party apps, adding layers of functionality customized to meet specific business needs. This can range from the use of project management tools to customer relationship management (CRM) systems.

What does Microsoft 365 include

Some of these features and benefits will be familiar to experienced users of these apps. However, using Microsoft 365, storing, accessing and sharing files produced on Word, Excel or PowerPoint becomes more efficient thanks to cloud-based storage with up to 1 TB of online space available to each user.

Every feature of Microsoft 365 plays an important role in improving the file sharing method, making it more efficient and secure, as well as strengthening the user’s communication skills.

1. OneDrive

This form of storage is familiar to anyone who uses Microsoft 365. OneDrive has been an essential element of Microsoft Office since 2007, so it’s no surprise that it’s an integral part of the Microsoft 365 package. Whether you have a OneDrive account for work, school or personal use, you can store and protect files produced with Word, Excel and PowerPoint and access them from any device, wherever you are. You can share folders with other people and give them permission to modify files.

The changes are synchronized with the shared folder, ensuring that everyone is always up to date. All Microsoft 365 users get their OneDrive for Business, a secure and reliable cloud storage app that allows you to access and share files with colleagues from anywhere, whether on your phone, tablet or desktop. Each user has 1 TB of storage, providing ample space for business documents and data.

Overview of Microsoft OneDrive

2. Excel

Microsoft 365 allows users to identify trends and categorize data, while it also offers HR features such as tracking hours and organizing employee profiles and expenses through Excel. Excel, as an integral part of Microsoft 365, provides powerful tools for data analysis and management, allowing companies to optimize HR processes and improve operational efficiency.

Overview of Microsoft Excel

3. Exchange

In the context of Microsoft 365, Exchange stores mailboxes in the cloud instead of on a local server. All information is synchronized between devices, allowing users to access all their material from anywhere and at any time. Thanks to this synchronization and remote access, Microsoft 365 offers a flexible and efficient user experience for managing emails.

4. Outlook

Another essential component of the Microsoft 365 package is Outlook, which allows users to log in and send emails on any device, wherever they are. Outlook offers the ability to manage and share your calendar to schedule meetings more efficiently.

With Microsoft 365, businesses of all sizes can take advantage of Outlook to manage emails, tasks, calendars, and contacts from a single integrated platform. This offers a centralized and convenient way to organize and coordinate communications and business activities.

Overview of Microsoft Outlook

5. PowerPoint

Microsoft 365 includes PowerPoint, a program for designing and presenting slides that helps users stay organized, focused, and in control of their audience during presentations. Thanks to PowerPoint, it is possible to create attractive and professional presentations with ease, ensuring an optimal visual and communicative impact.

Overview of Microsoft PowerPoint

6. SharePoint

Microsoft 365 offers SharePoint as an intranet and team collaboration site for businesses, allowing employees to collaborate with colleagues at any time and from any device.

Through SharePoint, you can distribute business services and information efficiently and build your online presence to promote your corporate brand. Thanks to the flexibility and accessibility offered by Microsoft 365, companies can improve internal communication and team productivity.

Overview of Microsoft SharePoint

7. Microsoft Teams

With students, teachers, employees and managers often dispersed in different places, it is essential to have an effective collaboration tool to facilitate communication and group work. For example, teachers must be able to conduct lessons with students who are not physically present in the classroom. Students should be able to participate in study sessions or work on projects together with other classmates. Managers also need to organize meetings with employees remotely.

In these situations, Microsoft Team is extremely helpful. Microsoft Teams offers a video conferencing and collaboration system that facilitates meetings with people around the world, offering integrated chat and voice call functions. In addition, it allows you to create and share documents instantly using applications such as Word, Excel or PowerPoint while communicating. It is also possible to attach documents directly during chat conversations.

Microsoft Teams represents a complete tool for collaboration and videoconferencing within Microsoft 365, allowing file sharing, scheduling meetings directly from the calendar and synchronizing with other apps such as OneNote and OneDrive, thus improving teamwork efficiency and business communication.

Overview of Microsoft Teams

8. Word

Word makes it easy to create documents, including presentations, proposals, business reports, plans, and budgets. It also allows you to easily build a library of key forms such as memos, agendas, invoices, and bank statements. With its wide range of tools and functionality, Microsoft 365 supports the document creation and management needs of companies of all sizes.

Overview of Microsoft Word

9. Yammer

Within Microsoft 365, Yammer represents the corporate social network, offering the possibility to communicate with colleagues in other departments and offices, create special groups to initiate conversations, collaborate, communicate and collaborate within the organization, promoting knowledge sharing and teamwork efficiency.

Overview of Microsoft Yammer

10. Microsoft Defender

With Microsoft 365, users get enhanced security and peace of mind thanks to Microsoft Defender. There are three different plans available depending on the level of security required. Exchange Online Protection, Defender for Office 365 Plan 1, and Defender for Office Plan 2 all offer advanced security features, including:

• Data loss prevention to protect sensitive business information.
• Threat intelligence.
• Device management that allows data to be deleted if a device is lost or stolen or a device is stolen.
• Protection against advanced threats hidden in emails or attachments.‍ All three plans also offer survey and reactive action capabilities, but upgrading to higher-end plans increases the level of security available. Microsoft 365 thus guarantees complete protection for companies, protecting sensitive data and preventing advanced cyber threats.

Additional tools in Microsoft 365

Beyond the core applications, Microsoft 365 includes a range of additional tools that extend its functionality for automation, task management, and data collection:

• Forms: a useful tool for creating polls and quizzes, for collecting feedback or conducting research.
• Planner: a task management tool that helps organize teams, assign tasks and monitor progress.
• Power Automate: formerly known as Microsoft Flow, is a tool designed to automate workflows between user apps and services, helping to simplify repetitive tasks and save time.

Overview of Planner in the Microsoft Teams app

Microsoft 365 AI-powered features

Within Microsoft 365, bonus features integrate artificial intelligence and automation to simplify tasks and improve the user experience. The AI-powered Editor in Word offers advanced grammar and style suggestions to perfect the user’s writing. Excel’s artificial intelligence capabilities automate data analysis, quickly identifying trends and simplifying data interpretation.

The security in Microsoft 365 exceeds that of the stand-alone Office suite. It includes data loss prevention to protect sensitive information and advanced threat protection to defend against cyberthreats such as phishing and malware. These features ensure compliance with international data protection standards, which is essential for companies that manage sensitive data.

The Microsoft 365 update system ensures that users always have the latest features and security improvements. Unlike traditional software, updates in Microsoft 365 are automatic and frequent, eliminating the need for manual updates or the purchase of new versions.

Microsoft 365: what advantages does it offer to companies?

Full suite of tools

The comprehensive suite of tools offered by Microsoft 365 is notable for its wide range of applications, which includes more than 30 individual apps and services designed to meet various business and personal productivity needs.

In addition to well-known apps such as Word, Excel and PowerPoint, Microsoft 365 also includes lesser-known but equally useful tools. For example, Microsoft Sway is an innovative application for creating and sharing interactive reports and presentations, while Microsoft Lists tracks and organizes work items in tables or web-based databases. This diversity of applications underlines the versatility and breadth of the Microsoft 365 suite, which adapts to the needs of a wide range of users and usage scenarios.

Accessibility and flexibility

Users can access files and applications from any location and device, which effectively supports today’s mobile workforce, allowing businesses to operate seamlessly regardless of their geographic location. In addition, the cloud-based nature of Microsoft 365 guarantees the collaboration of ideas and the maintenance of connectivity, overcoming geographical barriers.

Microsoft 365 is thus an ideal option for companies looking to optimize productivity and adapt to the needs of a constantly evolving work environment.

Improved collaboration and productivity

Microsoft 365 is designed to enhance collaboration and productivity in companies, offering a wide range of tools that help employees work together more effectively, regardless of their location. Key tools included:

• Microsoft Teams: facilitates teamwork with online meetings and real-time collaboration.‍
• Microsoft SharePoint: a platform for sharing and managing documents.‍
• Microsoft Planner: helps organize and manage projects and activities.‍
• Microsoft OneDrive: provides cloud storage for easy file access and sharing.‍
• Microsoft Outlook: combines email, calendar, and task management for effective communication.‍ With this comprehensive suite of tools, Microsoft 365 promotes better communication, more efficient teamwork, and smoother work processes, helping to maximize business productivity.

Robust security features

Microsoft 365 offers peace of mind in a world where data protection is a critical property. The platform provides a number of powerful tools to protect sensitive business data, including:

• Enhanced threat protection: proactively detects and responds to cyberthreats.‍
• Data loss prevention: helps prevent unauthorized disclosure of sensitive information.‍
• Access management: controls and limits access to and modification of business data.‍
• Encrypted email: keeps the contents of the emails safe.‍
• Mobile device management: protects business data on employees’ personal devices.‍ With these powerful security features, Microsoft 365 ensures that business data remains protected and complies with regulatory standards, offering a reliable solution for businesses of all sizes.

Protecting business devices with Microsoft Defender

Scalability for business growth

For businesses that grow and evolve over time, Microsoft 365 adapts effortlessly to their ever-changing needs. The platform is designed to scale up or down, allowing businesses to easily add or remove users and services as needed.

For large corporations and enterprises, Microsoft 365 offers advanced features, such as customizable plans for different business needs, advanced security for sensitive business data, and compliance tools for regulatory requirements. In addition, the platform provides detailed administrative controls and analysis, which help companies manage their assets effectively.

Microsoft 365 is therefore presented as a flexible and scalable solution, able to support the growth and expansion of companies over time.

Constant updates and improvements

For companies, staying up to date with the latest technologies is essential and Microsoft 365 proves to be a valid ally in this process. The platform receives regular updates or needs further action from users. A tangible example is represented by the introduction of a new feature powered by artificial intelligence — Microsoft 365 Copilot — designed to increase productivity in all the apps in the suite.

Thanks to these constant updates, companies that adopt Microsoft 365 can be sure that they have the most up-to-date security tools and measures, thus ensuring their competitiveness in the market.

Integration with other applications

Integration with other applications adds additional value to the appeal of Microsoft 365. This allows companies to adapt their workflows and connect with other tools used, creating a more efficient and coordinated work environment.

For example, companies can connect Microsoft 365 to customer relationship management (CRM) systems such as Salesforce, ensuring smooth access to customer data within Microsoft apps. In addition, project management tools such as Trello or Asana can be integrated, allowing better monitoring and management of projects directly from Microsoft 365 applications. This flexibility in working with different software solutions promotes a more cohesive and productive business environment, thus contributing to the company’s overall success.

Professional communication tools

The professional communication tools offered by Microsoft 365 are essential to ensure effective communication in the business environment. Outlook represents a consolidated standard for managing e-mail and scheduling, while Microsoft Teams offers a complete platform for internal and external communication, including the possibility of video conferencing, which is particularly useful in the current context of remote work.

The integration of Outlook and Teams within Microsoft 365 provides an effective solution to meet the multiple communication needs in the contemporary business landscape, thus helping to improve efficiency and collaboration within the organization.

Data analysis and information

With tools like Power BI integrated into the suite, businesses can harness the power of data analysis to make informed decisions. These tools allow users to easily view data, create reports, and obtain information that can guide business strategy.

Additionally, Microsoft 365 offers a powerful machine learning-based tool called Microsoft Viva Insights, which helps employees stay focused, productive, and engaged by analyzing employee data from Microsoft teams, Outlook, and other sources. Thanks to these capabilities, companies can gain valuable insights and improve their decision-making, contributing to the overall success of the organization.

Overview of Microsoft Viva Insights

Business continuity and data recovery

Data protection and business continuity are crucial aspects for every company. Microsoft 365 offers advanced solutions to ensure data availability in the event of an emergency. Thanks to the automatic backup of files to the cloud, it is possible to recover data lost as a result of natural disasters, hardware failures or cyberattacks. In addition, tools such as Exchange mailbox recovery allow you to recover emails that were accidentally deleted or lost due to malfunctions.

Microsoft 365 Online: web access without installation

Microsoft 365 Online represents the web version of the popular productivity applications offered by Microsoft 365. This is a service that allows users to access and use some of the main features of the desktop counterparts of the suite directly from the browser, without the need to install any software.

Microsoft 365 Online offers a freemium usage model. The basic functionality is free, allowing you to access applications and create, modify and share documents without any cost. However, to unlock advanced features or get more storage, you can subscribe to paid subscription plans.

The service includes web versions of Word, Excel, PowerPoint and OneNote, thus offering the possibility to create, view and modify documents, spreadsheets, presentations and digital notes from your browser.

To use this service, using any browser, reach the official Microsoft 365 page (available here) and log in with your Microsoft credentials (or sign up using the convenient wizard if you don’t have them). After logging in, you will be directed to the main page of Microsoft 365 Online, where it will be possible to navigate through the suite’s web applications and choose which one to use. Unlike desktop versions, Microsoft 365 Online requires no installations or configurations.

Once you have finished your work, it will be possible with a simple click to save the documents to a OneDrive space or, alternatively, export the document to your PC to save a local copy and, if necessary, continue working on it even offline.

Benefits of Microsoft 365 Online

• Unlimited accessibility and mobility: with a simple web browser and a stable internet connection, you can access and use Microsoft 365 applications from any device and place of work.
• Intuitive user experience: the Microsoft 365 Online user interface has been designed to be intuitive even for those who have never used the desktop versions. The orderly layout of the controls, the clear icons and the easily accessible functions make the use of web applications simple and immediate.
• Real-time collaboration: Microsoft 365 Online allows multiple users to work simultaneously on the same document, sharing ideas, making changes and viewing the additions of colleagues in real time.
• Data protection: Microsoft 365 Online has strict security standards for protecting business data. The files are stored on Microsoft’s cloud server, ensuring maximum security and accessibility. Protocols such as data encryption and two-factor authentication protect stored information from unauthorized access and cyber attacks.
• Continuous updates: Microsoft 365 Online is constantly updated with new features to ensure the best possible user experience, since Microsoft 365 Online updates automatically.

Microsoft 365 Online vs desktop: key differences

Microsoft 365 and Microsoft 365 Online offer different ways to access applications. Both solutions allow you to create, modify and share documents, spreadsheets, presentations and digital notes, but they differ in features, accessibility, price and subscription plans.

Functionality: Microsoft 365, the desktop version, offers a larger set of features than Microsoft 365 Online. It therefore allows you to manage databases, create professional publications and take advantage of advanced collaborative tools, satisfying the most complex needs. Microsoft 365 Online provides the tools you need to carry out everyday tasks. Although it allows you to create, edit and share files, some advanced features in the desktop version may be absent or limited in the online version.

Accessibility and compatibility: Microsoft 365, as software to be installed on the computer, requires adequate disk space and system resources. Its compatibility depends on the operating system used (Windows or macOS) and the hardware specifications of the device. Microsoft 365 Online, on the other hand, shines for its web-based nature. Accessible from any device connected to the Internet, it eliminates the need for installations and offers greater flexibility and portability. Working on your documents from anywhere becomes a reality, without space or operating system constraints.

Price and subscription plans: Microsoft 365 requires the purchase of a license, available as a one-time purchase or through a monthly or annual subscription. Microsoft 365 Online, on the other hand, offers a freemium usage model. The basic functionality is free, allowing you to access applications and create, modify and share documents without any cost. However, to unlock advanced features or get more storage, you can subscribe to paid subscription plans.

The decision between Microsoft 365 and Microsoft 365 Online depends on the user’s specific needs. If you need a full set of features, greater computing power, and the ability to work offline, Microsoft 365 is the ideal choice. If, on the other hand, accessibility, portability and a free option for basic functionality are prioritized, Microsoft 365 Online is configured as a valid and convenient alternative.

Common problems and solutions when using Microsoft 365 Online

Microsoft 365 Online, like any other service, may occasionally have problems. Here are some of the most common issues and suggestions for solving them.

Performance issues: a slow internet connection can cause slowdowns and delays in opening and using applications. Make sure you’re using a modern, up-to-date browser such as Chrome, Firefox, Edge, or Safari, and close unused tabs and applications that could compete for resources.

Problems saving files: an intermittent Internet connection may prevent files from being saved. Make sure you have a stable and reliable connection. If you close the browser window without explicitly saving the document, the changes you made may be lost, so get used to saving your work frequently.

Storage space limitations: Microsoft 365 Online offers limited free storage. If the limits are exceeded, there may be problems saving files. You can delete unnecessary files to free up space, use external cloud storage services, or purchase a subscription plan with more storage space.

Error messages: if the error message is related to the internet connection, check the stability of the connection. Some applications running in the background may interfere with Microsoft 365 Online. Check the status of Microsoft services to see if there are any service interruptions.

Microsoft 365 and Office 365: what are the differences?

In line with its strategy of providing a unified productivity platform for customers, Microsoft officially rebranded its productivity suite from Office 365 to Microsoft 365 in April 2020.

What’s the difference? Mostly, it’s just a matter of naming. While it’s still common to come across the name Office 365, it’s important for users to understand that Microsoft 365 includes pretty much everything — the same applications, subscription options, etc. — offered by Office 365.

However, it’s important to note that some enterprise plans have retained the Office 365 name. These plans include:

• Office 365 E1
• Office 365 E3
• Office 365 E5‍ Regardless of the naming changes, it’s important to note the difference between Office 365 and Microsoft 365. If in the past Office 365 was mainly focused on productivity applications, with the introduction of Microsoft 365 the offer expands to include a wide range of tools and services.

So, although some plans still keep the name Office 365, Microsoft 365 represents a more complete and integrated evolution for business productivity.

It’s worth noting that Office 365 licenses are automatically converted to Microsoft 365 licenses, ensuring a smooth and seamless transition. Each license is automatically updated and renamed, providing access to new functionality at no additional cost.

How much does Microsoft 365 cost

Microsoft 365 is an affordable choice for businesses. Its subscription model avoids high initial costs for software and hardware, instead offering predictable monthly or annual payments that cover software, ongoing support, and regular updates.

This makes it easier to plan financially and manage business resources. In 2024, Microsoft 365 offers a range of plans designed to meet diverse business needs:

1. **Microsoft 365 Business Basic:**designed for businesses that require essential remote work functionality, this plan provides cloud services such as Exchange, OneDrive and Teams.‍
2. **Microsoft 365 Business Standard:**In addition to the functionality of the Basic business plan, this plan also includes additional productivity applications such as Word, Excel and PowerPoint, ideal for companies that need a wide range of office tools.‍
3. **Microsoft 365 Business Premium:**aimed at companies looking for advanced security and device management features. This plan offers advanced cyber threat protection and device management capabilities, in addition to what is included in the Standard plan.‍
4. **Microsoft 365 Apps for Business:**This plan focuses on providing the core of the Office apps cloud storage, but excluding corporate email, it is suitable for companies that need Office applications but do not require a sufficient range of tools and services. Each plan is designed to meet specific needs, ensuring an economic choice for businesses at various stages of growth. As you move to higher plans, additional tools are offered, such as the Microsoft Bookings appointment manager and the Intune mobile device manager, to meet more advanced business needs.

If a company is having trouble choosing the most suitable plan, Microsoft offers help finding the optimal solution and allows you to cancel the plan within the one-month free trial period.

Business and Enterprise licensing: a complete guide

Understanding Microsoft 365 licensing requires knowing the two main categories available: Business plans for organizations up to 300 users, and Enterprise plans for organizations with more than 300 users or with more advanced requirements.

Microsoft 365 Business plans (up to 300 users)

The Business category covers up to 300 users and includes four plans:

• Microsoft 365 Business Basic (€5.60/user/month): includes only online services such as Exchange Online and OneDrive for Business, without access to the Office desktop apps. It’s designed for organizations that want to manage email and cloud storage but that have already invested in Office desktop programs. You get web and mobile apps such as Microsoft Word, Excel, Outlook and PowerPoint, plus at least 1 TB of cloud storage for each user, professional-grade business email, standard security, and 24/7 phone and web support.

• Microsoft 365 Apps for Business (€9.80/user/month): offers only the Office desktop apps and OneDrive for Business cloud file storage. It does not include the Exchange Online email service or other online services. Especially suitable for small businesses that want easy access to Office apps and cloud storage but prefer to keep their email outside of Microsoft’s servers.

• Microsoft 365 Business Standard (€11.70/user/month): includes all online services and desktop apps. In addition to all the functionality of the Business Basic plan, this plan also includes the ability to install apps and work offline, host webinars and use data visualization through Microsoft Access.

• Microsoft 365 Business Premium (€20.60/user/month): includes all online services and desktop apps, plus advanced protection against cyberthreats and device management through Microsoft Intune. In addition to all the previous features, you will also have device management, the ability to remotely delete devices, advanced security tools, controlled access to company data and protection against cyber threats. This plan includes Microsoft Entra ID (formerly known as Azure Active Directory) and Microsoft Intune.

Microsoft 365 Enterprise plans (unlimited users)

If you have more than 300 users in your environment, your business plans may no longer cover your organization’s needs, and you should consider a Microsoft or Office 365 plan for enterprise businesses. These plans are specifically designed for large companies with a larger workforce and budget that need not only greater coverage but also more advanced control and management features.

Plans marked with E are designed for information workers in an enterprise environment, while plans with F are designed for front-line workers. Information workers often benefit from Office apps such as Word, while front-line workers tend to rely on communication apps such as Teams.

Note: from April 2024, Teams is offered as a separate service in the Microsoft 365 E plans in Europe, following concerns from the European Commission stemming from a complaint filed in 2020 by Slack, which argued that the integration of Teams into Microsoft 365 represented a practice harmful to competition.

• Microsoft 365 Apps for Enterprise: offers all Office applications (Outlook, Word, etc.) in a desktop version, in addition to 1 TB of cloud storage. Available add-on: Copilot for Microsoft 365.

• Office 365 E1: the minimum level for companies. Includes web-based apps such as Excel and Outlook, along with some cloud services such as OneDrive. This plan doesn’t include desktop apps. Available add-ons: Copilot for Microsoft 365, Microsoft Teams Enterprise, Microsoft Viva, and Microsoft Priva Privacy Risk Management.

• Office 365 E3: moves to the cloud and also adds the desktop versions of the apps. It offers cloud-based applications and services along with information protection and compliance capabilities. Generally the most adopted by companies. Available add-ons: Copilot for Microsoft 365, Microsoft Teams Enterprise, Microsoft Viva, and Microsoft Priva Privacy Risk Management.

• Microsoft 365 E3 (€35.70/user/month): includes everything in Office 365 E3 plus the license for the Windows operating system. If you were already using Windows in your environments, Microsoft 365 E3 includes everything that Office 365 E3 plus Windows offers. Available add-ons: Copilot for Microsoft 365, Microsoft Teams Enterprise, Microsoft Viva, Microsoft Priva Privacy Risk Management, Microsoft 365 E5 Security, Microsoft 365 E5 Compliance, Microsoft Syntex, and Windows 365.

• Office 365 E5: offers all of the Microsoft 365 cloud-based productivity apps along with voice, analytics, security, and compliance capabilities. Ideal if you need to manage sensitive information and guarantee its security.

• Microsoft 365 E5 (€57.70/user/month): includes all the functionality of Office 365 E5, plus the Windows operating system and Power BI Pro. Available add-ons: Copilot for Microsoft 365, Microsoft Teams Enterprise, Microsoft Viva, Microsoft Priva Privacy Risk Management, Microsoft Syntex, and Windows 365.

• Microsoft 365 F1: includes only the basic functionality for front-line workers — Microsoft Teams, Viva Engage and SharePoint, along with security features designed for on-the-go teams.

• Microsoft 365 F3 (€7.50/user/month): front-line workers get some Microsoft 365 web and mobile apps such as Microsoft Word and Excel, as well as additional security features such as Microsoft Defender and Credential Guard. The Windows operating system is also included.

How to activate Microsoft 365

Getting started with Microsoft 365 is straightforward. Here is a step-by-step guide to activation:

1. Subscribe: sign up for a subscription directly on the Microsoft website or through an authorized reseller.
2. Receive your activation details: once you purchase your subscription, you’ll receive an activation code or a link to create a Microsoft account.
3. Create or sign in to your Microsoft account: sign in to the Microsoft site and create a personal or business Microsoft account.
4. Enter the activation code: enter the activation code or follow the activation instructions provided by the retailer.
5. Choose your plan: select the subscription plan that best suits your needs.
6. Access your apps: once the activation is complete, you will be able to access the Office 365 applications through a web browser or by installing the desktop applications on your computer.

Microsoft also offers a one-month free trial period, allowing organizations to explore the features before committing to a paid subscription.

Why choose Microsoft 365

1. Affordable solution

Thanks to the Microsoft 365 subscription model, organizations can select licenses and costs based on their size and functionality needs. With a wide range of plans available, Microsoft allows tailor-made customization for small businesses and large enterprises. Predictable monthly spending per user allows IT budget planning in advance, with the possibility of benefiting from discounts by choosing annual rather than monthly payment.

2. Reliable protection

Microsoft 365 offers advanced cybersecurity features, including built-in antivirus, spam filtering, disaster recovery, and two-factor authentication for cloud storage. This ensures reliable protection for business data and communications, ensuring user peace of mind.

3. Better collaboration and communication

With Microsoft 365, users can easily access their files from any location and device, encouraging collaboration in real time. Tools such as Microsoft Teams further simplify communication and information sharing, improving the productivity of business teams.

Communicating with colleagues via Microsoft Outlook

4. Operational efficiency

Automatic updates, cutting-edge technologies, and support for mobile devices improve business continuity and business resilience. Regulatory compliance and data loss prevention capabilities ensure business data protection and regulatory compliance.

5. Ease of use

Thanks to the spread and reliability of Microsoft 365 tools, learning is quick and intuitive for new users. This reduces training time and increases the team’s overall efficiency.

Conclusion

Microsoft 365 offers a comprehensive and affordable solution for businesses of all sizes, offering a wide range of features and plans to meet the specific needs of each organization.

Thanks to its subscription model, businesses can avoid high upfront costs for software and hardware and benefit from regular updates and ongoing support.

With a variety of options to choose from and the ability to scale functionality as the business grows, Microsoft 365 confirms itself as a valuable investment in improving productivity and business security.

Discover our Microsoft 365 Services to find out how Dev4Side can help your organization get the most from the platform.

Related guides

• Microsoft 365 Admin Center
• Microsoft 365 Consulting Services
• Microsoft 365 Copilot
• Microsoft 365 for Hybrid Work
• Microsoft 365 for Project Management
• Microsoft 365 Lighthouse

FAQ on Microsoft 365

What is Microsoft 365?‍Microsoft 365 is a cloud-based subscription service offering a suite of productivity apps, including Word, Excel, and PowerPoint, along with tools for collaboration, security, and communication. It allows access from any device, providing flexibility and up-to-date features.

How does Microsoft 365 benefit businesses?‍Microsoft 365 enhances business productivity through tools like Teams, SharePoint, and OneDrive, which support collaboration, data management, and communication. It also offers robust security features and regular updates without extra costs.

What does Microsoft 365 include?‍Microsoft 365 includes a variety of applications such as Outlook for email, Excel for data analysis, Teams for collaboration, and OneDrive for cloud storage. Each app integrates seamlessly, enhancing efficiency and productivity.

How does Microsoft 365 differ from Office 365?‍Microsoft 365 is an evolution of Office 365, encompassing all the traditional Office apps plus additional features like advanced security, device management, and cloud services, making it a more comprehensive solution.

How much does Microsoft 365 cost?‍The cost of Microsoft 365 varies depending on the plan, ranging from basic plans with essential apps to premium plans offering advanced features like enhanced security and device management. Pricing is subscription-based, available monthly or annually.

What are the security features of Microsoft 365?‍Microsoft 365 offers advanced security features, including data loss prevention, threat protection, and encrypted emails. These tools help safeguard sensitive business data and ensure compliance with industry standards.

Can Microsoft 365 scale with business growth?‍Yes, Microsoft 365 is designed to scale with your business. It allows easy addition or removal of users and services, adapting to changing business needs while maintaining cost-effectiveness.

How does Microsoft 365 improve collaboration?‍Microsoft 365 improves collaboration through tools like Teams, which supports video conferencing and real-time document sharing, and SharePoint, which enables efficient document management and collaboration across teams.