The Pros & Cons of Microsoft 365
Microsoft 365 is a flexible software solution for any business. But it’s not the only player on the market.
With many competitors — like Google Workspace, Zoho Office Suite and even its own desktop predecessor, Microsoft Office and Office 365 — weighing up whether it’s the best for you can be tricky.
When you’re thinking about introducing a new piece of software into yourself or your company, it’s important to know whether it’s a good fit.
So, what are the pros and cons of moving over to Microsoft 365, used by over 2 million companies worldwide? Here we break down the advantages and disadvantages of using Microsoft 365 in simple, impartial terms.
What is Microsoft 365 and why do I need it?
Microsoft 365 is a subscription-based suite of tools. It includes all the tools you used to have with legacy Microsoft office and Office 365 like Word, Excel, PowerPoint, Outlook, and Teams, along with cloud services like OneDrive and SharePoint.
To get the latest versions of all these apps — including up-to-date features and software and ensure compatibility with certain document formats — you may want to consider switching to Microsoft 365 if you haven’t already.
Benefits of Microsoft 365
1. Enjoy the latest version of Microsoft
A big advantage of using Microsoft 365 is that you will always be entitled to download the very latest version. This means you always have access to the latest features and updates — allowing for improved efficiency, security and ease-of-use.
And because you can download updates and upgrades for as long as you subscribe, you’ll always have the latest security updates and patches. All updates given to Microsoft 365 users are automatic, meaning you’ll always have the latest version provided you’re connected to the internet.
2. Superior security features
Critical documents can be stored in the Microsoft cloud, which boasts impressive backup and resilience.
It reduces the risk of documents being lost forever when a hard drive fails or a device is lost. But Microsoft also offers a host of upgrades, which means your organisation can benefit from cutting-edge security features, including:
- Encrypted email – to make the data you share more secure
- Data Loss Prevention – software that detects and prevents potential data breaches
- Mobile Device Management – software that allows you to control who can access what, from what devices – how those devices should be configured and if needed, give you the ability to remotely wipe data from a lost mobile device
- Advanced Threat Analytics – intelligence-based protection from potential cyber-attacks before they cause damage
3. Collaboration is easy
Don’t you just hate it when someone’s in the document you need to use? Then Microsoft 365 might be for you. It allows everyone to contribute to a document at the same time.
You can see changes in real-time and don’t have to worry about having multiple versions of the same document. If you need to revert to a previous version, you can easily cycle back through revisions in the document.
All your documents are stored in the cloud. This reduces the need to send sensitive documents over email. You can grant access to an individual without worrying about a copy of your document living on an email somewhere.
4. You can work anywhere, anytime
One of the biggest benefits of Microsoft 365 is its flexibility. It allows you to work from anywhere on earth. All you need is an internet connection.
You can access your email, files and essential programs like Word and Excel from any location and on any device — so, it’s great if you have a lot of remote employees.
Microsoft 365 allows you to set your staff free, safe in the knowledge that they have the tools to do their job.
It also boosts productivity.
Staff can continue to work while they travel and work with the help of communication tools like the updated Outlook and Microsoft Teams.
Co-workers can easily stay in touch via Teams groups, sharing content, running video calls and have team chats — similar to the WhatsApp experience.
As a result of using a cloud approach, nearly 80% of businesses said they’re saving money, seeing more productivity and better security.
5. You unlock a whole range of built-in AI support
In addition to all these communication tools, Microsoft 365 also boasts a built-in AI assistant — known as Copilot — that can help streamline a variety of tasks.
The Copilot AI helps you generate and refine content on Word, get the right tone and professionalise your emails in Outlook and analyse and formula data in Excel — all features you don’t get in the older desktop version.
Want to learn more about integrating AI into your workspace? Enquire today to see how ramsac can help you get started.
6. Pay on a subscription basis
Microsoft 365 is subscription-based. This gives you the advantage of not having to pay hundreds of pounds for every version of the software you need.
So, it’s great for your cash flow. Instead, you pay a monthly fee per user and only pay for what you need — making it good for companies with cash flow restrictions.
Bear in mind that companies have to pay an additional VAT fee on their Microsoft 365 package. In the UK, that fee is 20%, which can change the cost of your subscription.
For reference, you can get a Microsoft 365 package for as little as £4.60 for the Business Basic package per user/month, and £16.90 for the Business Premium version.
7. Mix and match plans
Microsoft 365’s subscription service is flexible. It allows you to cherry-pick the programs and features you want.
When you need more users or functions, you can add them or scale them back at the click of a button. And it’s the scalability that is a huge benefit to small, growing businesses.
You can stay agile while maintaining a firm hand on your costs. You can also customise your plans for staff that do specific jobs. Because while everyone needs email, not everyone needs PowerPoint, so why pay for any more than you need? Microsoft 365 gives you the advantage of flexibility.
Disadvantages of Microsoft 365
1. Subscriptions aren’t for everyone
You don’t have to pay out one-time costs, but you do have to pay every month. This can be done via a registered credit card, or on a direct debit if you work with a Microsoft partner.
Your financial situation will inform whether you consider a subscription a benefit or a disadvantage. But, if it’s a downside, you may find that a yearly subscription serves as a happy medium.
2. Compatibility issues with bespoke systems
If you use bespoke applications in-house, you may find that they struggle to keep up with Microsoft 365 as the continuous updates sometimes hurt compatibility and integration.
Using specific versions of Microsoft gives you greater control over when you upgrade — letting you set the pace of your in-house development.
3. Constant updates mean constant changes
Microsoft 365 rolls out updates and features regularly. This is great for tech-savvy employees who are used to mastering tech quickly. But, if you have a workforce that is slow to adapt to changes, Microsoft 365 might cause problems.
If people don’t like the new version or layout of Microsoft 365, there’s nothing you can do about it. There is also the potential for productivity to dip while people get used to the change.
This is where tech solutions become tech liabilities. You need to make sure that your users are totally on board with your upgrade to Microsoft 365 and understand what it means to use it.
4. Most people only use 20% of the functionality
It’s not uncommon for people to pay for more services than they use. This means that if you pay for a Microsoft 365 subscription, you might not be getting as much value out of it as you expect.
This disadvantage can be solved by providing training on new features. You should also undertake regular audits on the programs being used to make sure you have the right package.
5. You don’t actually own the software
When you sign up for Microsoft 365, you aren’t buying the software. You are being given permission to use Microsoft’s IP. If Microsoft decides it doesn’t want to support Microsoft 365 anymore, in theory, you lose access to your tools.
This means you could be building your entire business on Microsoft’s good graces. It’s not a problem that should concern many, as over 80% of Fortune 500 companies use Microsoft 365, but it could be a disadvantage for some.
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Is Microsoft 365 Really Worth It?
Ultimately, whether Microsoft 365 is worth it or not depends on your personal preferences.
Microsoft 365 is worth it if you’re somebody who:
- Run a business and need flexibility and remote collaboration tools
- Always want the latest versions of software
- Values the integration aspect of a multi-tool service
- Prefers subscription pricing models to better manage cost.
It might not be for you if you:
- Have limited or unreliable internet connection — as it takes advantage of cloud technology to offer you services
- Prefer a one-time purchase for your tools
- Don’t need the full suite — as you would be paying for tools you don’t use
Balancing your needs is key to understanding if Microsoft 365 is worth it for you.
Microsoft 365 Basic vs Premium
Once you’ve decided what you’re looking for from your suite, you have an array of options to choose from:
While Microsoft 365 basic gives you access to the necessities — namely, Word, PowerPoint, Excel and Outlook — Premium gives you access to a range of additional features.
With premium, you can access built-in security with Microsoft Defender as well as video and music editing software and Microsoft’s integrated collaboration tool, Microsoft Loop.
Loop helps users build company notes, track projects and acts as an ideas board, letting colleagues bounce ideas off each other — all in one space.
Microsoft 365 review
Microsoft 365 offers users and businesses a powerful suite of tools that not only offers more features than the outdated desktop predecessor, but helps improve collaboration, productivity, and security.
However, businesses and users should consider the potential drawbacks and whether this is a problem before signing up to for subscription.
For example, factoring in the monthly cost of Microsoft 365, how dependent your business is on the internet (does it solely operate on the cloud?), and taking the extra steps to ensure data security is essential.
Organisations and daily users should assess their specific needs, infrastructure, and resources to determine if Microsoft 365 aligns with their business operations or daily needs.
If you need help moving your Microsoft Office to a fully integrated, cloud-based Microsoft 365 offering — as well as infrastructure guidance and overall consultancy — get in touch today.
How can we help you?
We’d love to talk to you about your specific IT needs, and we’d be happy to offer a no obligation assessment of your current IT set up. Whether you are at a point of organisational change, unsure about security, or just want to sanity check your current IT arrangements, we’re here to help.
