Nearly 155 million are the active users of Microsoft Office 365, Microsoft claims. This represents nine out of ten companies, including a huge number of small and medium-sized businesses. Even if we accept such statistics with reservations, the trend clearly speaks of stable dominance and a huge lead.

In the following lines, we will try to summarize the indisputable advantages of Office 365. A critical view, which is certainly valuable for users, can be reduced to minor technical inconsistencies. So far. Because comparisons with all other solutions are in favor of the commented one. For the time being, it is the most constructive and the most rapidly adapting solution that exists.

IN Geletron we help our clients integrate their businesses to the new reality. Very often we direct them precisely to Microsoft Office 365, because the service is cloud-based and gives excellent results in terms of security. A company's future can depend on choosing the right tools for communication, collaboration and productivity. Microsoft offers budget options for small businesses and startups, and plenty of room to scale for growing companies and large enterprises. Be informed about what is happening in the IT market and be prepared for the choices you make.

Microsoft 365 and Office 365: discover the differences

It sounds a bit confusing because Microsoft 365 includes Office 365.

Office 365 is a cloud-based suite of productivity apps like Outlook, Word, PowerPoint, Excel, and more. Depending on the plan, it may also include apps like Skype for Business, Exchange Online, SharePoint, OneDrive, Teams, Planner, and more. Office 365 is a monthly subscription per user.

Microsoft 365 is a suite of services including Office 365 as well as Windows 10 Enterprise Enterprise Mobility + Security (EMS) and computer training for them. Services included in Microsoft 365 are also available as individual licenses. If you can't find a plan that meets your needs, you can purchase licenses for individual components.

Microsoft recently introduced Microsoft 365, a suite of existing products with a single license aimed at businesses. The name is similar to the already existing Office 365 (and recently renamed Dynamics 365).

Office 365 at a Glance

Microsoft Office 365 can offer key business functionalities – email, storage, chat and document tools, MS Office design and collaboration, online meetings, presentations, phone calls. Packages may also include advanced management capabilities and security enhancements, tracking software. Take a closer look at this product:

• cloud solution, allowing users to access their documents anytime, anywhere – from PCs, Macs, iOS and Android devices.
• Fully supported by Microsoft, which is associated with reliability in the provision of cloud services. Subscribers can always create a backup to restore data when needed.
• It offers great flexibility of the prices of its services and the possibility of choosing a plan according to the specific needs of the company.
• Upgrades automatically, at no additional cost. Users get access to all improvements and innovations as soon as they are released.
• The Office 365 infrastructure is highly available even in case of device failure.
• Provides a comprehensive service for personal business email. You can set up new email addresses, reset passwords and make filtering changes.
• Shared calendar and contacts, which help synchronize teamwork.
• Distribution groups and shared mailboxes. For example, to an email support@business.com you add employees who work in a specific team and they all receive the notifications.
• Centralized management but all the accounts and access to the ones you need.
• When you purchase Office 365 subscription, you also get access to SharePoint and Skype for Business, along with the option to add Office desktop applications.

Exchange Online - A collection of tools

Microsoft Exchange Online and Office 365 seem like two different products. It's not exactly like that. Exchange Online is just one of many products included in Office 365, which is more of a collection of tools than a complete product. You can purchase each product without the other. It is possible to use Microsoft Exchange Online without the Office 365 package, you can purchase and Office 365 Apps for Business, which does not include Exchange Online.

Regardless, Exchange Online complements (and therefore does not compete with) Office 365. For example, if you choose Exchange Online as your standalone email service now, you can always upgrade to Office 365 later.

The size of your company matters

If you're a small business with no more than 50 employees, for example, it's fine to migrate to Exchange Online only. You hardly need the advanced collaboration features that Office 365 offers. However, if you have a significant number of employees and expect the team size to grow further in the future, consider Office 365.

Exchange Online allows you to quickly find and place emails in your system. Searches are performed by keyword, author or date. Essentially, you'll be able to access your emails from anywhere with an internet connection. Along with screening for spam, Exchange Online also actively monitors for dangerous malware and viruses.

The high degree of data security ensures that your emails are safer in Microsoft's secure cloud than on your own server. Exchange is also compliant with all major compliance standards such as HIPAA, FISMA and ISO 27001. Exchange Online makes sense for your business, regardless of industry

Teams - collaboration from the future

Microsoft Teams is one of the functionalities that Office 365 offers for free, within the respective package. It is a set of intuitive tools for employee collaboration. It provides multiple communication methods, such as video conferencing, instant messaging, real-time document collaboration, and file sharing, individually or as a whole, all in one window. While easy to use, Microsoft presents a series of very short videos on how to work with Teams.

Thanks to integrations with Skype for Business, it only takes one click to start a voice or video call. In addition, Microsoft recently announced that Skype for Business will be fully merged into Microsoft Teams.

The platform is integrated with Office 365 and provides easy access to applications such as Excel and Word, as well as cloud storage and synchronization solutions such as SharePoint, Power BI and Delve. Teams is an evolving solution that is constantly adding more apps, better integration, and further improvements. They also include apps like Trello, InVision, and SurveyMonkey. Here are some of the key functionalities:

• Storing documents in SharePoint – all files shared in all conversations will automatically be saved in this folder. Permissions and security options can also be customized for sensitive information.
• Online video calls and screen sharing – high video quality and fast desktop sharing for real-time multi-user technical assistance and collaboration.
• Online dating – can include anyone from outside or inside the company. This feature also includes scheduling assistance, a note-taking app, file uploads, and meeting chat messages.
• Audio conferencing – with a dialed number that covers hundreds of cities. Even users who are on the go can participate, without internet. Additional licensing is required.
• Telephony with Microsoft 365 Business Voice can completely replace the existing office phone system. Requires additional licensing.

Which is the right solution for your business?

After the picture we've painted, start by asking, do you need everything included in Microsoft 365? Microsoft 365 is a bundle of pre-existing services, so if you don't need everything in it, you might be better off buying licenses for individual applications. If you need everything in Microsoft 365, the next step is to choose a specific license (or licenses – you can mix and match plans). The very flexibility of Microsoft Office 365 and its many packages can make it difficult to choose the most suitable one. Whatever you choose, moving to Office 365 or Microsoft 365 won't happen overnight. Both have setup and migration requirements.

If you are still hesitant, we can help you with selection, implementation and maintenance of Microsoft 365 products and services. If necessary, we will migrate existing data to the Microsoft 365 cloud, prepare all devices to work with the new applications and ensure the future support of your organization. Contact us now.