Microsoft Office 365: How does it work?

Microsoft Office 365: What is it?

Office 365 is much more than just an evolution of the traditional suite. Office is a complete, integrated, cloud-based platform that offers a wide range of tools and services designed to improve productivity, collaboration, and communication within organizations.

At the heart of Office 365 are the famous Microsoft Office applications, Word, Excel, PowerPoint and Outlook. These apps available, both as desktop and online versions, allow you to create, edit and share documents, spreadsheets, presentations and manage email efficiently.

In addition to classic applications, Office 365 includes a series of additional services that enrich the user experience. OneDrive, for example, offers cloud storage for files, allowing you to synchronize them on all devices and easily share them with other users.

In a nutshell, Office 365 is a complete and flexible solution that transforms the way people work and collaborate, offering a combination of powerful and easy-to-use tools.

Microsoft Office 365: What are the benefits?

Flexibility and accessibility

One of the main strengths of Microsoft Office 365 is its ability to offer unprecedented flexibility and accessibility. Thanks to its cloud-based nature, this service allows users to access their documents and applications from any device with an internet connection.

Whether it's a desktop computer, laptop, tablet, or smartphone, you can work on your projects anytime and from anywhere. This feature is particularly advantageous for companies with employees who work remotely or on the move, ensuring uninterrupted business continuity.

Data security

Data security is a fundamental concern for every organization. Office 365 stands out for the robust security measures implemented to protect sensitive information.

By using advanced technology such as two-factor authentication, threat detection, and anti-malware protection, Microsoft ensures a secure environment for managing business data. This means that companies can operate with peace of mind, knowing that their data is protected from unauthorized access and potential cyber threats.

Better communication and collaboration

Office 365 offers a full suite of tools to improve communication and collaboration between team members. Applications such as Outlook and Yammer (now replaced by Viva Engage) make it easy to connect and exchange information.

Cost management and resource optimization

The Office 365 subscription model offers numerous advantages from a cost management perspective.

By paying a monthly fee per user, businesses can easily forecast their IT expenses and avoid high initial investments. In addition, the ability to change the number of licenses according to current needs allows you to optimize resources and avoid waste.

Office 365 also includes automatic updates, eliminating the need to purchase new versions of the software and always ensuring access to the latest features.

Business continuity and data recovery

Data protection and business continuity are crucial aspects for every company. Office 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.

Modernization of work processes

Office 365 not only offers tools for individual productivity, but also supports the digital transformation of companies. Thanks to its integration with other Microsoft solutions, such as Power Automate and Power BI, it is possible to automate processes, analyze data and make informed decisions.

The ability to use Office applications online allows documents to be accessed from any device, without the need for local installations, increasing employee efficiency and productivity.

Microsoft Office 365: What does it include?

Let's see the main applications of Microsoft Office 365 below.

Word of Microsoft Office 365

Word is Microsoft's classic processor, an indispensable tool for creating and editing text documents. With Office 365, Word offers advanced functionality, such as text revision, spell and grammar checking, text formatting, and professional document creation. In addition, documents can be accessed from any device with an internet connection. thanks to the integration with the cloud.

Excel of Microsoft Office 365

Excel is Microsoft's powerful spreadsheet, used to organize, analyze, and visualize data. With Office 365, Excel offers a wide range of functions, formulas, and charts to manage numerical data and create detailed reports. You can create financial models, analyze trends, predict results, and much more. The integration with the cloud allows you to collaborate on spreadsheets in real time with other users.

PowerPoint of Microsoft Office 365

PowerPoint is Microsoft's presentation software used to create visually appealing presentations. With Office 365, PowerPoint offers a wide range of templates, themes, and animations to create professional presentations. You can insert images, videos, audio, and graphics to make presentations more engaging. In addition, it is possible to present in full screen mode, use a virtual laser pointer, and share presentations with the online audience.

Outlook of Microsoft Office 365

Outlook is Microsoft's email client, used to manage emails, contacts, calendars, and tasks. With Office 365, Outlook offers advanced functionality, such as inbox management, creating filtering rules, scheduling appointments and meetings, and calendar sharing. In addition, it is possible to access e-mail from any device with an internet connection thanks to the integration with the cloud.

Other services integrated with Microsoft Office 365

In addition to the core applications, Office 365 offers a number of other services that can improve productivity and collaboration.

• OneDrive: Microsoft's cloud storage service that allows you to store and synchronize files between different devices. With Office 365, users get ample storage space to save documents, photos, videos, and other files. You can access files from any device with an internet connection, share files with other users and collaborate on documents in real time.
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• SharePoint: a collaboration and content management platform from Microsoft, used to create intranet sites and share information within an organization. With Office 365, SharePoint offers advanced functionality for creating sites, sharing documents, managing workflows, and collaborating between teams.
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• Teams: a unified communication and collaboration platform, which allows you to chat, make video calls, share files and collaborate on projects in real time. With Office 365, Teams offers a complete virtual work environment, which can be used to communicate with colleagues, organize meetings, share information, and collaborate on projects.
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• Publisher: while Word is ideal for creating textual documents, Publisher is the perfect tool for creating high-quality publications such as brochures, flyers, newsletters and business cards. It offers a wide range of predefined templates and graphic design tools that allow you to create visually appealing materials, without the need for advanced graphic skills. With Office 365, you can log in to Publisher online and collaborate with other users on creating marketing materials.
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• Access Axis: a powerful relational database from Microsoft, used to create and manage customized databases. With Office 365, Axis offers tools for creating tables, queries, reports to organize and analyze large amounts of data. You can create databases to manage contacts, inventories, projects, and much more.

Communication services in Microsoft Office 365

• Exchange: Microsoft's email service included with Office 365. In addition to basic email management features, Exchange offers advanced tools for collaboration, such as calendar sharing, creating distribution groups, and managing email rules.
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• Skype: integrated into Office 365, it allows you to make individual or group voice and video calls, as well as to share the screen. It's an essential tool for remote communication and team collaboration.

How to activate Microsoft Office 365

1. To start using Microsoft Office 365, you need to sign up for a subscription. This can be done directly on the Microsoft website or through an authorized reseller.
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2. Once you purchase your subscription, you'll receive an activation code or a link to create a Microsoft account.
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3. Sign in to the Microsoft site and create a personal or business Microsoft account.
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4. Enter the activation code or follow the activation instructions provided by the retailer.
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5. Choose the subscription plan that best suits your needs.
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6. 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.

Why Microsoft Office 365 matters

Microsoft Office 365 has become the de facto standard for digital productivity in the professional field. Its importance is transversal, involving both individuals and organizations of all sizes. In an increasingly competitive labor market, knowledge of Office 365 represents a fundamental asset.

Companies, in fact, are looking for professionals able to use digital tools competently, to optimize processes and increase efficiency. Mastery of Word, Excel, PowerPoint and Outlook is often a minimum requirement for many job positions, while knowledge of collaborative tools such as Teams and SharePoint is a significant plus.

Investing in Office 365 training can therefore open up new professional opportunities and improve your career prospects. But the importance of Office 365 goes beyond simply looking for work.

How much does Microsoft Office 365 cost

Microsoft Office 365 offers different subscription options to meet the needs of individuals, families, and businesses. You can choose between annual or monthly plans with different features and capabilities. To get started, a free one-month trial version of Office 365 is available, allowing you to explore the package's features without any financial commitment.

For individual users, it is possible to subscribe to an annual subscription at a cost of 69.99 euros. This plan allows you to install Office 365 on up to 5 devices, and includes 1TB of OneDrive storage. Alternatively, a monthly subscription is available at a cost of 6.99 euros.

For families, Microsoft Office 365 offers a family plan at an annual cost of 99.99 euros. This plan allows up to 6 people to use Office 365, on up to 5 devices each, with a total of 6 TB of OneDrive storage. The monthly subscription for the family plan costs 9.99 euros.

University students can benefit from a special discount with a monthly subscription to Office 365 at a cost of 2.99 euros. To take advantage of this offer, you must verify your university enrollment.

It's important to note that there are free alternatives to Office 365, such as Office online, OneDrive, and the Microsoft Office mobile app. However, these options offer limited functionality compared to the paid version and do not include all of the collaboration and productivity features available with Office 365.

To save money, you can buy older versions of Microsoft Office, but it's important to keep in mind that these versions don't include the online services and collaboration features offered by Office 365. They also don't benefit from the automatic updates and new features introduced in the most recent versions.

The cost of Microsoft Office 365 depends on the type of subscription you choose and your individual needs. It's important to carefully evaluate the different options available to select the plan that best suits your needs and budget.

What's the difference between Microsoft Office 365 and Microsoft 365

For many users, the terms Microsoft Office 365 and Microsoft 365 are often used synonymously, but in reality they represent two slightly different concepts. Historically, Microsoft Office 365 was the first to be introduced in 2011.

Initially, it was a suite of cloud applications, or an online version of the classic Office applications. The main objective was to offer an alternative to desktop versions, which required installation and maintenance, while offering a solution accessible from any device with an internet connection.

The adoption of Office 365 has grown rapidly thanks to the advantages offered in terms of flexibility, collaboration and cost savings. However, over the years Microsoft has expanded its cloud offering to include a wide range of services and applications.

In addition to traditional productivity apps, in 2017 Microsoft introduced the Microsoft 365 brand to bring together all its cloud services aimed at businesses under a single umbrella. Office 365 has therefore become an integral part of Microsoft 365 together with other solutions such as Azure, Windows 365 and Microsoft Teams.

Essentially, Microsoft Office 365 represents the suite of productivity applications, while Microsoft 365 is a larger ecosystem that includes Office 365 and other cloud services.

Microsoft Office 365 features

• Focused on applications: Office 365 is essentially focused on delivering the productivity apps we know well. These applications are optimized for creating and managing documents, spreadsheets, presentations, and emails.
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• Basic collaboration: Office 365 offers collaboration tools such as real-time file sharing and the ability to comment on documents. However, the collaboration capabilities are more limited than those offered by Microsoft 365.

Microsoft 365 features

• Beyond productivity apps: Microsoft 365 goes far beyond Office applications. It includes a wide range of services and tools including:
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  • Microsoft Teams: the complete platform for team communication and collaboration, which we have already talked about before.
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  • SharePoint: we also encountered this app as an additional solution to Office 365. In short, SharePoint is a platform for creating intranet sites and managing business content.
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  • Power BI: a business intelligence tool for analyzing data and creating interactive reports.
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  • Azure Active Directory: a solution for identity and access management.
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• Increased collaboration: Microsoft 365 is designed to promote collaboration between teams, offering more sophisticated tools than Office 365.
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• Integration with other Microsoft services: Microsoft 365 easily integrates with other Microsoft services such as Dynamics 365 and Azure, creating a complete ecosystem for businesses.

When to choose Microsoft Office 365

• For individual users or small businesses that need core productivity applications and some basic collaboration features.
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• For those looking for a simple and affordable solution.

When to choose Microsoft 365

• When medium and large businesses need a complete solution for collaboration, productivity, and security.
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• When you want to make the most of the potential of cloud computing.
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• When you need to integrate Office applications with other Microsoft services.

Conclusion

Microsoft Office 365 is much more than just a suite of applications. It's a comprehensive platform that transforms the way we work and collaborate. Its long history allows it to reach ever higher heights, thanks to the experience that Microsoft made, launched Office 365 in 2011.

At the end of this article, we have understood how, thanks to the flexibility of the cloud, the wide range of tools and the constant evolution, Office 365 has established itself as a standard for productivity.

From classic applications like Word, Excel and PowerPoint, to advanced collaboration and security features, Office 365 offers everything you need to be more efficient and productive. In addition, the ability to access your documents from any device and collaborate in real time with your colleagues makes Office 365 an indispensable tool for modern businesses. Although Microsoft 365 has now arrived, Office 365 continues to be a valid alternative to consider.

FAQ on Microsoft Office 365

What is Microsoft Office 365?

‍Microsoft Office 365 is a cloud-based suite of productivity tools that includes popular Microsoft applications like Word, Excel, PowerPoint, Outlook, and more, accessible from anywhere with an internet connection.

How does Microsoft Office 365 benefit businesses?

‍Microsoft Office 365 provides businesses with tools for collaboration, communication, and productivity, including cloud storage, real-time editing, and integration with other Microsoft services. This enhances team collaboration and ensures access to the latest features and updates.

Can Microsoft Office 365 be used on multiple devices?

‍Yes, Microsoft Office 365 can be installed on multiple devices, including PCs, Macs, tablets, and smartphones. Users can access their files and applications from any device with an internet connection.

What security features does Microsoft Office 365 offer?

‍Microsoft Office 365 provides robust security features, including advanced threat protection, data encryption, and compliance with industry standards. These features help protect user data and ensure secure communication and storage.

What is the difference between Microsoft Office 365 and traditional Microsoft Office?

‍The main difference between Microsoft Office 365 and traditional Microsoft Office is that Office 365 is a subscription-based service that provides continuous access to the latest versions of Microsoft Office applications, along with cloud services and regular updates. Traditional Microsoft Office is a one-time purchase and does not include these ongoing benefits.

Can Microsoft Office 365 be integrated with other applications?

‍Yes, Microsoft Office 365 can be integrated with a wide range of third-party applications and services, enhancing its functionality and allowing businesses to tailor their workflows to their specific needs.

What are the different subscription plans available for Microsoft Office 365?

‍Microsoft Office 365 offers various subscription plans tailored to different user needs, including plans for individuals, businesses, and enterprises. Each plan provides different levels of access to Microsoft Office applications and cloud services.

How does Microsoft Office 365 handle updates and maintenance?

‍Microsoft Office 365 automatically handles updates and maintenance, ensuring that users always have access to the latest features and security enhancements without needing to manually install updates.