Microsoft 365: A Complete Guide to Features, Plans and Resources

Opening a presentation, starting a call, updating a spreadsheet or drafting a document are probably on your daily to-do list. In the past, each of these tasks required its own software, taking up disk space and straining your hardware.

Today, the cloud allows applications like Microsoft 365 to take that load off your servers and improve the way your team works. If you are considering rolling out Microsoft 365 in your company, now is a good moment to refresh your knowledge before making a decision.

Key features of Microsoft 365

Microsoft 365 is used by more than a million companies worldwide, and for good reason. Subscribers benefit from the full productivity suite, including:

• Cloud storage and file sharing via OneDrive for straightforward collaboration.
• Access to the core tools every business needs: email, word processing, spreadsheets, presentations and automation.
• Advanced security, including ransomware detection and two-step verification.
• A subscription model that scales to businesses of any size.
• Cloud-based communication and collaboration tools well suited to remote and hybrid teams.

Microsoft 365 includes the familiar Office applications such as Word, Excel and PowerPoint, alongside Teams and OneDrive. Business subscriptions also unlock useful extras like Microsoft Bookings for scheduling and Power Apps for building low-code business apps. If you want a deeper look at what comes with the suite, our overview of what Office 365 is covers it in detail.

Microsoft 365 business plans

Microsoft 365 is available for both personal and business customers. For businesses, there are four main tiers: Business Basic, Apps for Business, Business Standard and Business Premium. Whether you run a small team or an international organisation, there is a plan that fits.

All business plans include web and mobile versions of the Office apps, email and calendar, file storage, built-in security and support. The higher tiers add the desktop Office apps and more advanced device and identity management.

If a subscription is not the right fit for your business, a perpetual licence may be a better choice. You can compare the two models in our guide on Office 2021 vs Microsoft 365, and see current options on our Office 2021 Professional Plus page.

Google Workspace vs Microsoft 365

The main competitor in cloud-based productivity is Google Workspace, formerly known as G Suite. It offers a full set of collaboration and communication tools, including Gmail, Google Meet, Docs, Sheets and Slides.

So what is the real difference between Google Workspace and Microsoft 365, and which one is right for your business? Both cover the essentials, but Microsoft 365 tends to win on depth of desktop functionality in Word and Excel, tighter integration with Windows environments, and enterprise-grade identity and security tooling. Google Workspace often feels lighter and more browser-first, which suits smaller teams that live inside a web browser.

For most established businesses already using Windows devices and Office files, Microsoft 365 is the more natural fit. If you are weighing up editions, our article on choosing between Office 2021 and Microsoft 365 walks through the practical trade-offs.

Deployment checklist

Once you choose Microsoft 365, the rollout itself deserves time and care, particularly on Macs. Planning the deployment helps you avoid user frustration and get the new tools up and running quickly.

A sensible checklist covers:

• Confirming the Microsoft 365 subscription account is active and each user has an activated account.
• Setting permissions and configuration for Mac-specific apps.
• Migrating email, calendars and files from existing systems.
• Configuring OneDrive sync, sharing policies and backup behaviour.
• Reviewing the Microsoft 365 terms of service and any compliance requirements that apply to your sector.

After implementation, define the policies and behaviours that members of your organisation should follow when using these services. Clear rules are the most reliable way to protect your critical systems, applications and data from unauthorised access.

Getting the most out of Microsoft 365

Once the rollout is complete, there is plenty of room to fine-tune how your team uses the suite day to day. A few practical habits make a noticeable difference:

• Standardise on OneDrive or SharePoint for file storage so no one keeps important documents trapped on a single laptop.
• Use Teams channels instead of long email threads for project discussions, and keep meeting notes attached to the channel.
• Enable multi-factor authentication for every account, not just administrators.
• Review licence assignments every quarter and reclaim seats from users who have left or changed roles.
• Train staff on the handful of shortcuts and features they will actually use each week, rather than trying to cover everything at once.

You can read more about practical gains in our guide to boosting business productivity with Microsoft 365, and weigh up the trade-offs with our summary of Microsoft 365 pros and cons.

Ready to get started?

If you still have questions about plans, licensing or migration, feel free to get in touch with our team. You can also explore all of our current Microsoft 365 and subscription options to find the right fit for your business.

Best regards,
The Licendi Team