Microsoft Office 365: Advantages and disadvantages

Microsoft has made a fairly significant change to its new SharePoint platform. The new SharePoint Online, which is available with Office 365, includes a variety of features. Microsoft's move to the cloud with the new version of Office 365/ SharePoint Online is accepted by many with open arms, but even so, there are managers who are hesitant to move their important content to the cloud.

Your decision should be made taking into account the requirements of your business, the type of business you operate and the size of your company along with the needs of the end user. Microsoft Office 365 has several subscription levels with annual commitments for small businesses such as Office for Home and Business, education with Office for Students, and even government organisations.

The product is cloud-based and offers a wide range of options. However, if your company has strict regulatory restrictions on customer security, you will most likely need to ensure security levels and email archiving protocols.
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You may also be interested in: Which version of Office 365 do you need?

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Here are some of the advantages of the world's most famous programme. You will surely want to have it

Profitability

When it comes to paying for licences, Office 365 is kinda cheap, depending on the number of users your office requires. With its subscription model, you'll automatically receive updates, so you won't have to pay for any new software every time Microsoft releases a new version. And because you pay per user, you only pay for the resources you use.

Storage unit

Each of your users will have access to One Drive, which depending on your service level offers up to 1 terabyte of storage, per user in a cloud environment. You will be able to share and synchronise files on a limited basis through some permission-based features. If your users need additional storage, you can easily purchase that too.

Easy access to archives

Another great advantage is that Office 365 plans offer access to Word, Excel, PowerPoint and other programs through an online web version of the program. This will be immensely beneficial for those who travel or work remotely. Using this option, you will be able to open and edit your documents from any device and browser. There are also mobile apps available for the same purpose, you can download and try them out.

Email is accessible and affordable

You can access your email anytime, anywhere, because Office 365 Outlook is hosted in the cloud. Most Office email options require no administrator or hosted exchange server, making it affordable for smaller businesses.

Most plans are managed through an easy-to-use interface that doesn't require an IT professional at all. But if your company is large and requires more robust controls, many of the enterprise versions have a PowerShell interface that manages permissions for email and other programmes.

Scalability

Like anything built in the cloud, Office 365 also allows your company to scale from one user to around 300 users. As your business grows, Office 365 won't let you down. It will scale to meet your needs.

Additional tools

Skype, SharePoint and Lync Online are the additional features available in Office 365. They will be better for communication and collaboration in your company.

Business continuity

Built on the Microsoft Azure platform, Office 365 offers a reliable infrastructure that is secure and trusted.

It's time to learn about the disadvantages of the Office 365 programme.

Let's get to the disadvantages! Because yes, nothing is perfect. That's why we should mention the disadvantages of Office 365. Although they are not very serious.

Cost considerations

Often there are budget options, i.e. Cap-Ex vs Op-Ex, or your business could be a seasonal one and the recurring fee may be caused due to budget constraints. So while the Office 365 subscription is often more cost effective for many businesses, many do not work as well for your seasonal business.

Infrastructure configuration

Because Office 365 is built in the cloud, there is less flexibility and customisation. If you have a hybrid setup, (combination of cloud and on-prem) you might need the involvement of a third party or add-ons when it comes to other collaboration tools or emails.

Data security

Your data does not reside, as with any other cloud-based solution. Here it sits on a Microsoft server. Many companies consider this to be a secure option, but there are industries such as healthcare and financial services that are bound by regulatory restrictions and require data to be stored permanently. Microsoft also offers options for these companies, however they are more expensive and may not fully meet the requirements.

Email archiving and eDiscovery

When it comes to archiving and eDiscovery tools, Office 365 has limitations. If your company is regulated, you need to make sure there are no restrictions on your email archiving and retention plan. While Office 365 has an eDiscovery tool, it may not necessarily be part of your plan or easy to manage. Examine all of these features before migrating to Office 365. To ensure compliance, you may need to add a third-party email archiving service provider.

Email fees and limitations

Unlike on-premises Exchange servers, there are limits on the number of emails that can be sent and received in a day. This all varies with subscription and Microsoft is working to improve the size and quota. Before moving to Office 365, your company should investigate this.

With technology advancing every day, weighing up the advantages and disadvantages of any platform requires in-depth research that starts within your business. There is no doubt that Microsoft Office 365 is helping many businesses save their money and take advantage of the cloud; but you may need to thoroughly consider and research the limitations, and address any working solutions or the addition of third party providers if necessary.

If you still have questions, leave a comment bellow!

Greetings,

Your Licendi team.