Microsoft 365 Review: More Than Just Office Apps

Microsoft 365 (formerly Office 365) combines classic desktop apps like Word and Excel with cloud services like Teams and OneDrive. Is this subscription model worth it?

By Upingi Team / Published on March 15, 2024

What is Microsoft 365?

Microsoft 365 is Microsoft's subscription-based offering that bundles its core Office desktop applications (Word, Excel, PowerPoint, Outlook, Publisher, Access - availability varies by plan) with a suite of cloud-based productivity and collaboration services. It represents an evolution from the traditional one-time purchase model of Microsoft Office, focusing on continuous updates, cloud integration, and cross-device accessibility. Key cloud components include OneDrive for Business (cloud storage), Exchange Online (email hosting for custom domains), SharePoint Online (intranet and team sites), and Microsoft Teams (the central hub for chat, meetings, calling, and collaboration). Microsoft 365 caters to a wide range of users, from individuals and families (Microsoft 365 Personal/Family) to small businesses (Microsoft 365 Business plans) and large enterprises (Microsoft 365 Enterprise plans), offering varying levels of features, security, and administrative control.

Core Components & Features

  • Classic Office Desktop Apps: Access to the latest versions of Word, Excel, PowerPoint, Outlook, etc., installable on multiple PCs/Macs per user (depending on plan). Includes continuous feature updates.
  • Microsoft Teams: Integrated platform for team chat, channels, video meetings, file sharing, and app integration. Serves as the primary collaboration hub within the M365 ecosystem.
  • OneDrive for Business: Secure cloud storage (typically 1TB or more per user) with file syncing across devices, version history, and sharing capabilities.
  • Exchange Online & Outlook: Business-class email hosting with custom domain support, large mailboxes, robust security features, and shared calendars integrated deeply with Outlook desktop and web apps.
  • SharePoint Online: Platform for creating team sites, intranets, document libraries, and lists, facilitating team-level collaboration and information sharing. Powers file storage in Teams.
  • Web & Mobile Apps: Access simplified web and mobile versions of Word, Excel, PowerPoint, Outlook, and Teams, enabling productivity on the go.
  • Advanced Security (Higher Tiers): Features like Advanced Threat Protection (ATP), data loss prevention (DLP), Conditional Access policies, Intune (Mobile Device Management), Azure Information Protection, and enhanced compliance tools available on Business Premium and Enterprise plans.
  • Power Platform Integration (Higher Tiers): Access to Power Automate (workflow automation), Power Apps (low-code app development), and Power BI (business analytics) varies by plan, enabling process automation and data insights.
  • Additional Tools: Depending on the plan, may include tools like Microsoft Bookings (appointment scheduling), Planner (task management), Forms (surveys/quizzes), Stream (video hosting), Visio (web version), etc.

User Interface and Ease of Use

The core Office desktop applications maintain their familiar Ribbon interface, which is well-understood by billions of users worldwide, though it can feel dense. The web and mobile apps offer simplified, cleaner interfaces. Microsoft Teams has a steeper learning curve than standalone chat or meeting apps due to its integration depth but is logically structured. The Admin Center for managing the suite is comprehensive but requires technical understanding. Overall, familiarity with classic Office apps aids adoption, but mastering the cloud services like Teams and SharePoint takes time.

Pricing Tiers

Microsoft 365 pricing is complex, with numerous plans tailored to different segments: **Personal/Family** (for individuals), **Business Basic** (web/mobile apps only, Teams, Exchange, OneDrive), **Business Standard** (adds desktop Office apps), **Business Premium** (adds advanced security, Intune), and **Enterprise** (E3, E5, F3 - offering scaling features, advanced security, compliance, voice capabilities, and analytics). Pricing is per user per month, generally requiring an annual commitment for the best rates. It can be cost-effective if leveraging multiple components, but expensive if only needing basic apps.

Pros and Cons

Pros

  • Industry-standard desktop Office applications (Word, Excel, PowerPoint).
  • Deep integration between apps and cloud services (Teams, OneDrive, SharePoint).
  • Comprehensive collaboration hub via Microsoft Teams.
  • Robust enterprise-grade security and compliance features (on higher tiers).
  • Scalable plans for individuals, SMBs, and large enterprises.
  • Continuous updates and feature additions via subscription.
  • Large ecosystem and extensive third-party support.

Cons

  • Subscription model can be costly over time compared to one-time purchases.
  • Complexity can be overwhelming; many features may go unused.
  • Steeper learning curve for cloud services like Teams and SharePoint admin.
  • Web/mobile app features are sometimes limited compared to desktop versions.
  • Reliance on the Microsoft ecosystem.
  • Performance of desktop apps can sometimes feel heavy.
  • Plan differences can be confusing to navigate.

Conclusion & Final Rating

Microsoft 365 remains the dominant force in business productivity suites, offering an unparalleled breadth and depth of features, from best-in-class desktop applications to increasingly integrated cloud services. For organizations already invested in or reliant on the Microsoft ecosystem, it provides a powerful, cohesive platform for communication, collaboration, and content creation. The inclusion of Teams as a central hub adds significant value. While the subscription cost and complexity can be drawbacks, the sheer utility and continuous innovation make Microsoft 365 a compelling, often essential, tool for modern businesses of all sizes.

4.8 / 5
★★★★★