10 Undeniable Benefits of Microsoft 365

Benefits of Office 365

Microsoft 365 is undeniably the leading business software other providers strive to rival. Packed with a raft of dynamic applications, Microsoft 365 has practical solutions and multiple benefits for companies of all sizes. 

The cloud-based software is not your run-of-the-mill endpoint management solution. Both the Business Premium and the Enterprise E3 subscription fulfils every business need you to have in the digital landscape.

With Microsoft 365, you will have more storage capacity, easier access to folders and files, the mobility to work on multiple devices from remote locations and easy to use software that enhances productivity collaboration and performance. 

This article discusses the tools offered by Microsoft and the benefits of Office 365. If you want to know more about specific tools, check out our article, Microsoft 365 Cheat Sheet.

1. Absolute Flexibility 

Microsoft 365 is available in two different formats; a subscription-based cloud version or a traditional perpetual licence. The latter is a local version which is limited to one user per licence and can crank the cost up to around £300-£500 depending on the number of users. 

Limitations with the licenced software restrict users from retrieving files from a centralised storage space. The software can only be installed on one PC and is not accessible on a mobile device.

Multiple PC’s can access files from a to a centralised folder stored on your network but if two people are working on a document at the same time, there is a risk that two different versions will be saved. One could override the other if the user chooses to replace the existing document. 

Cloud subscriptions give you more flexibility. The custom-built solutions of Office 365 in the cloud reinforce your firm’s mobility by allowing users to access files across a range of devices from any location. Up to five devices are allowed per person. This means you can work in Excel, Word or Powerpoint from a tablet or smartphone, laptop or remote PC.

Moreover, OneDrive, and SharePoint enable multiple users to access a file and work in the same document at the same time. All revisions will be saved in the same document with a label identifying the author. 

2. Excellent Collaboration Tools 

The new-generation Office 365 is primed for collaboration. Whereas the local version of Microsoft Office isolates users work, Microsoft 365 simplifies teamwork by providing centralised access to any files stored employees are authorised to retrieve. 

One of the key benefits of Office 365 is Microsoft Teams. Here, you can create as many individual projects, groups and workstreams as you need. Employees can only engage in any one channel upon invitation. 

Within Teams, users can have a conversation in real-time, share ideas, brainstorm via video, share screens and access files from a secure environment. It also works with iOS and Android platforms and new members can retrieve the cast history to get up to speed. 

3. Enhanced Productivity

The latest editions of Microsoft 365 provides you with a dynamic productivity suite that enables distributed teams to collaborate easily in a virtual environment. 

The list of collaboration tools includes: 

  • Microsoft Teams
  • One Drive for Business
  • SharePoint
  • Office 365 Groups
  • Outlook Email
  • Skype for Business (instant messaging, online meetings, broadcast)
  • Delve Boards
  • Office 365 Video
  • Yammer

The functionality of the new-generation tools is almost identical to legacy Microsoft programs save a few updates and a new look. This means your staff is already familiar with how the tools work and significantly reduces the time it takes trying to understand the new tools. 

In addition, the sophisticated task management tool Office 365 Planner helps team leaders to coordinate schedules, assignments, deadlines and workflows to keep your team on track.

4. Advanced Cloud Security 

Given cybersecurity threats are a primary concern to businesses (or it should be), cloud-based servers with advanced security tools is a priority. IT security solutions are even more relevant for companies that deploy work-from-home strategies. 

One of the key selling points for the latest-generation Microsoft 365 is the cutting-edge package of threat-detection and anti-malware technologies. The comprehensive endpoint protection includes no fewer than three cybersecurity tools, namely Microsoft Defendersecurity center and Secure Score.

The benefits of Office 365s new security solutions boast rich reporting capabilities that enable IT teams to monitor business networks and flag up unusual behaviour and unauthorised logins. 

With integrated solutions right across Microsoft 365 services, IT security teams can detect and divert spam into secure folders, identify common cyberattacks such as malware, ransomware, viruses, phishing attempts, and malicious links and reduce malicious threats normally handled by security admins.

Microsoft Secure Score enables to assess vulnerabilities and provides recommended solutions that will give you more control over your network security measures. 

5. Improve Customer Experience and Engagement 

Customer experience and customer engagement are crucial to the overall success of a company. Listening to and understanding your customer’s pain points and taking positive action from their feedback is a strategy that takes you from zero to hero. 

benefits of office 365

However, curating actionable customer feedback is not that straightforward. There are some useful pieces of software, of course, but gauging customer satisfaction often feels as though there are too many moving parts. 

Microsoft Forms seeks to gather vital data through easy-to-create surveys, polls, and questionnaires. The forms give you the option to add multiple choice answers so you can make the quizzes personalised and contextually interactive. 

The forms can also be distributed via email and social media platforms and accessed online through a web browser with a single click. If market research is important to your company, Microsoft Forms delivers a smooth process and a seamless customer experience. 

6. Automatic Updates 

Automatic updates is another of the attractive benefits Office 365 has over perpetual licences. Whenever Microsoft add new tools to the software, users have instant access to them simply by activating the latest version. 

This is not true of a Microsoft licence. Once the software has been purchased, you only have access to the tools in that version. You won’t have access to any updates until the licence is renewed. 

One of the most significant benefits of Office 365 updates is Microsoft’s obvious investment in cybersecurity. With cybercrime becoming more prevalent and sophisticated, software companies have an onus to continuously improve their security measures. 

The huge advantage here is that automatic updates eliminate the need to manually install security patches to reinforce your systems and data. This means your IT department can focus on maintenance and innovation.

7. Affordable Scalable Subscriptions

Depending on the number of users accessing Office 365, the cloud-based service is less expensive and enables organisations to scale up at affordable rates. 

With the subscription model, you pay a nominal fee per user per month. So for firms that expect to add a handful of new users or have a fast turnaround of staff, you will probably gain more from Office 365.

However, that is not always the case. If you are not sure which option is the most cost-effective, feel free to consult one of our knowledgeable team members to discuss effective cost reduction strategies

8. Customisable Apps

Although Office 365 is ideally suited to businesses that use legacy Microsoft products, the applications are open and scalable APIs. The ensures the programs work with other industry-leading solutions, such as Shopify, SAP, Quickbooks, iOS and Android etc.

In addition, Microsoft 365 Power Apps gives you the ability to customise applications and transform your operational processes. Thanks to a range of pre-coded scripts, the software is extremely user-friendly and provides a wide range of solutions anybody with the most basic development skills can use. 

9. Improves Communication 

Communication is a critical aspect of any business, both for internal and external use. Yet a surprising number of people struggle to express their ideas in a written format. 

Microsoft Editor seeks to provide a fast-track solution to better communication by prompting users with rewrite suggestions. Editor can help users write concisely and with more clarity by offering phrases that form a clearer sentence.  

The AI-powered service also highlights spelling and basic grammar errors. It’s available across a variety of platforms including Word and Outlook together with standalone browser extensions for Microsoft Edge and Google Chrome. It even checks for potential plagiarism. 

10. Predictable Spend 

Firms that prefer to keep a tight rein on their spending can take advantage of Office 365s predictable monthly billing. Subscriptions are available for a nominal fee as you can see from the table below. 

Business Subscriptions

Office 365 pricing and plans

Enterprise E3 subscriptions

Microsoft 365 Enterprise E3 pricing and plans

Perpetual Microsoft Office licences require an annual upfront payment. Microsoft keeps its prices a closely guarded secret by not advertising the cost of perpetual licences on their website.

Office Home & Business 2019 is currently priced at £249.99, but as we saw in 2019, Microsoft is prone to price hikes in an attempt to push companies into signing up for a cloud subscription.

Office 365 IT Support 

Despite all the benefits of Office 365, it’s not without its limitations. If you are considering investing in Microsoft 365 you should contemplate whether it is a better option to deal with Microsoft directly or whether to use an IT Support Service.

IT support services swerve the limitations of Office 365. For example, Microsoft only offers a disaster recovery service for up to 90 days. This means you could lose data without realising it unless you have alternative cloud backup solutions

Another irksome condition is that Offie 365 packages are bundled in relation to the subscription you purchase. However, it could be the case that your business has no need for some of the services you are paying for. 

With an outsourced IT support service, you can choose which applications you need and only pay for those services. You also avoid the hassle of dealing with Microsoft’s questionable customer services department which leaves little to be desired. 

MicroPro fills the gaps Microsoft 365 fails to resolve. Our team of experienced IT professionals use advanced technologies to ensure your business network is always backed up so you never lose your work.

In addition, we enhance the benefits of Office 365s cybersecurity tools by using 24/7 monitoring and streamlined patch management

Our disaster recovery service and a reliable WiFi network also help to minimise downtime and data loss. This is never a certainty when cloud servers are hosted on a standard infrastructure offered by telecommunication providers. 

We can also help you with problematic configurations. Not all business networks are compatible with Microsoft’s one-size-fits-all software. Although Microsoft 365 is customisable and can work with your existing tools and third-party software, correctly configuring a hybrid network requires experience. 

The benefits of Office 365 do deliver a powerful package at a relatively affordable price. It is arguably the most cost-effective solution on the market considering its multitude of applications and security solutions. 

That said, the whole package may not work for every business – which is when partnering with an experienced outsourced IT support agency pays dividends. 


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