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Word, Outlook, Excel, PowerPoint and so on, we all know what they are, and every business uses them every day. But whether you are an IT manager sourcing software for a team of hundreds, or a freelancer needing something for yourself, getting these programs is not as simple as it used to be. There are two main options for owning these essential apps, Microsoft Office and Office 365. But what are they and which is right for you?
Microsoft Office
First launched in 1990, Microsoft Office is the standard for productivity software around the world. Its applications have become the go-to for businesses and individuals since launch, today Word and word processing are the same thing to most people, same with Excel and spreadsheets.
Microsoft Office today, known as Microsoft Office 365, is the direct successor to that 1990 original. You buy the software package in a single, upfront payment, and you own it outright. You then have to buy a new version to take advantage of updates as time goes by.
Office 365
Giving you the same set of timeless classic apps like Word, Excel, PowerPoint, Outlook and so on, at first glance Office 365 seems the same as Microsoft Office. But it is different, it offers more tools to use, with cloud-integrated apps for things like OneDrive, Teams and a range of collaboration tools perfect for our digital workspace.
The other change is how you purchase Office 365, or rather, that you don’t really purchase it. Office 365 is a subscription service, you pay monthly or yearly and gain access to all the apps and tools, you stop paying, and you can no longer access them.
The Major differences between Microsoft Office and Office 365
Both options give you access to those industry standard tools for text, spreadsheets, email and so on, but they do have some significant differences in terms of how you can use the software, and how you fund it.
The Payment Model
Beginning with the payment model, it breaks down to a simple choice:
- Microsoft Office – Purchase once, upfront payment.
- Office 365 – Subscription service requiring continuous monthly or yearly payments.
Software Updates
In our digital world of ongoing security threats and fast-paced changes, software updates are now an important consideration for both usability and safety:
- Microsoft Office – No updates, you buy the next version to get the latest changes.
- Office 365 – Automatic updates to the latest version as it appears, including both security and feature additions.
Cloud Storage and Flexibility
How we access files changes with how we work, and this is where the two products differ most.
- Microsoft Office – There are no cloud integrations, so all files must be backed up manually and you are restricted to using a single PC or Mac for each purchased copy.
- Office 365 – You get access to the various apps, which you can install on up to 5 devices at once, any combination of PC, Mac, iOS and Android devices. You also get web versions of your apps, and cloud storage of all files through OneDrive integrated into the software, so you can access your files from anywhere.
Collaborative Tools
Whether it’s remote working or collaborating regardless of location, how we work together has evolved in recent years, but what do these packages offer to help?
- Microsoft Office – While you have access to Outlook for email communications, there are no other integrated collaboration tools included with Microsoft Office.
- Office 365 – With the integration of teams, the file-sharing options in OneDrive and SharePoint and more, Office 365 is built for collaboration. Everything is built into the software and works seamlessly with all apps.
Security and Assistance
Having the right security should be a consideration with every software purchase you make, while the right support package can be the difference between getting a job done and missing a deadline.
- Microsoft Office – There is no included support structure, although a comprehensive manual is included. In terms of security, it will be down to you to secure your files as Office does not add any additional security features.
- Office 365 – With automated backups and continuous updates, Office 365 always has the best security in place to protect your data.
Which one is right for you?
So, if you need productivity software, which option should you choose? This depends on what you do, and just as importantly, how you want to pay for it.
Choose Microsoft Office if:
- You prefer having a one-time payment and full ownership of your software.
- You do not need the very latest features or built-in collaboration tools.
- You only plan on using your Office apps on a single device.
Choose Office 365 if:
- Security and collaboration are crucial to how you work.
- You need the latest features as they appear.
- You want ongoing support and the flexibility of working on mobile devices.
There is no set ‘best’ answer here, and what works for your business may be completely wrong for another. If we begin with the payment option, for those who don’t like subscriptions, then Microsoft Office is the only option to choose. But other than that, it depends on how you work.
If you need to share files between team members or simply work on files across multiple devices, then Office 365 is the only choice for you. If you like the Teams and OneDrive integration, again, Office 365 is the choice to make.
Importantly, think about how you use your software over time. Security updates and new features are continually added to Office 365, and combined with the built-in collaboration tools and other advantages, makes it the best choice for most modern businesses.
However, for those who don’t need any of that, Microsoft Office provides the tools you need at a great price.
Conclusion
The two options offer very different approaches to the same apps. Which is right for you depends on how you work. If you are not sure or would like to find out more about each option and how they could help you, get in touch with the experts at ImageIT. We can help you make the right choice every time!
