If you’re like most people, you probably use Microsoft 365 every day. But did you know that there’s a lot more to Microsoft 365 than just Word, Excel, and PowerPoint?
As part of our Microsoft 365 consultancy service, our job is to educate businesses about the tools and services they use. In this ultimate guide, we’ll show you everything you need to know about Microsoft 365, from the basics to the more advanced tools and apps. So whether you’re a business owner, IT professional, finance manager, or staff member, this guide is for you!
Introduction to Microsoft 365 (M365) and Office 365 (O365)
Microsoft 365 is a cloud-based subscription service that brings together the best tools for the way people work today. By combining best-in-class apps like Excel and Outlook with powerful cloud services like OneDrive and Microsoft Teams, M365 lets anyone create and share anywhere on any device.
M365 is designed to help you achieve more with collaborative workflows, personalised insights, and built-in compliance.
Included is a full set of productivity apps, including Word, Excel, PowerPoint, and OneNote. Also includes online versions of these apps, which are accessible from any internet-connected device.
Enterprise Mobility + Security (EMS) is included, which helps businesses keep their data safe and secure. EMS includes features such as Mobile Device Management (MDM), Intune, and Azure Active Directory (Azure AD). We will discuss EMS in a future blog post, as it’s features are included within Premium and Enterprise.
1. What is Microsoft 365 Business?
Microsoft 365 Business is a subscription-based service that provides users with access to a variety of Microsoft applications and services.
M365 Business is a great option for small businesses who want to take advantage of the Microsoft ecosystem of products and services. M365 business supports up to 300 users.
The subscription-based pricing model makes it easy to budget for, and the wide range of features included in the different plans means that there is a M365 Business plan that will meet the needs of any business.
Microsoft has three M365 Business plans:
- M365 Business Basic,
- M365 Business Standard,
- M365 Business Premium.
What does M365 Business Basic include?
Access to Microsoft Office apps, email, and calendaring.
What does M365 Business Standard include?
All of the above plus, team collaboration tools, security features, and advanced Office apps.
What does M365 Business Premium include?
All of the features of Microsoft 365 Business Standard, as well as advanced security and compliance tools.
Microsoft 365 Enterprise is a subscription service that includes Microsoft Office 365, Windows 10, and Enterprise Mobility + Security.
M365 Enterprise is a flexible (unlimited users), secure, and intelligent solution that helps empower your employees to be productive while protecting your business data.
With M365 Enterprise, you can: Connect employees with each other and with customers using familiar productivity and collaboration tools such as Office apps.
Microsoft has three Microsoft 365 Enterprise plans:
- M365 Enterprise E3,
- M365 Enterprise E5,
- M365 Enterprise F3.
What does M365 Enterprise E3 include?
Office 365 ProPlus, Microsoft Azure Active Directory Premium P1, and Microsoft Intune.
What does M365 Enterprise E5 include?
Office 365 ProPlus, Microsoft Azure Active Directory Premium P2, Microsoft Intune, and Microsoft Advanced Threat Analytics.
What does M365 Enterprise F3 include?
All of the features in F3 plus Microsoft Cloud App Security and Azure Information Protection Premium P2.
Microsoft Office 365 Enterprise is a cloud-based subscription service that includes access to Microsoft Office applications and other productivity services. All four plans support an unlimited number of users.
Microsoft has four Office 365 Enterprise plans:
- M365 Apps for Enterprise,
- Microsoft Office 365 E1,
- Microsoft Office 365 E3,
- Microsoft Office 365 E5.
What does M365 Apps for Enterprise include?
Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft OneNote, and Microsoft Outlook. Microsoft 365 Apps for Enterprise also includes Microsoft Teams. Also includes is Device and App Management, Identity and access Management.
What does Microsoft Office 365 E1 include?
Microsoft Exchange Online, Microsoft SharePoint Online. Microsoft Office 365 E1 also includes Microsoft Office Web Apps, to view and edit Microsoft Word, Excel, PowerPoint, and OneNote files. Work Management Apps also feature, such as PowerApps and Power Automate.
What does Microsoft Office 365 E3 include?
All features from E1 plus a host of security and compliance features.
What does Microsoft Office 365 E5 include?
All the features from the above plans, plus advanced security, analytics and voice capabilities.
Due to Microsoft offering such a wide range of business applications and tools, we have provided a comprehensive list of all the apps and tools available.
We’ve broken the apps and tools down into relevant categories to help you further identify, where and how you can use these within your business. Make sure to stay subscribed to our blog as the application and tool list is ever changing.
Microsoft 365 Apps
Word, Excel, and PowerPoint are the three most popular productivity applications in the Microsoft Office suite.
Access is a database management application that helps organizations store and manage data sets.
Publisher is a desktop publishing application that helps businesses create professional-looking publications.
OneNote is a digital notebook application that helps users organize their thoughts and ideas.
Microsoft People is a contact manager that helps users keep track of their contacts and stay in touch with them.
Whiteboard is an online collaboration tool that enables organizations to brainstorm ideas, collaborate on projects, or simply stay connected.
Microsoft Planner is a task management tool that helps users organize and track their tasks.
Mobile Apps are a suite of productivity apps (Word, Excel, Outlook etc…) available to you on your mobile.
Email & Calendar
Microsoft Outlook is the most popular email client in the Microsoft Office suite of productivity applications.
Exchange Online is Microsoft’s cloud-based email and calendaring service for businesses.
Calendar is a powerful calendar application that helps users manage their time and schedule more efficiently.
Bookings which lets customers schedule appointments with your business.
Files & Content
Microsoft OneDrive is Microsoft’s cloud-based file storage and sharing service for businesses.
Stream is a video streaming service that helps organizations share video content internally.
Sway is an interactive content creation tool that helps users create engaging presentations and websites.
Microsoft Lists is a SharePoint app used to track information in customizable, convenient lists.
Forms is a survey creation tool that helps organizations collect feedback from employees, customers, or other stakeholders.
Microsoft Visio is computer aided design software used to create diagrams or blueprints.
Social & Intranet
Microsoft SharePoint is Microsoft’s cloud-based document management and collaboration platform for businesses.
Yammer is an enterprise social networking service that helps organizations connect with their employees, customers, or partners.
Microsoft Kaizala is a mobile messaging app (like WhatsApp) that helps organizations communicate with large groups of people.
Device & App Management
Windows is a powerful operating system designed to enhance collaboration and productivity, with built in security features.
Intune mobile device management lets you manage employee devices from the cloud (enroll devices, configure policies etc.).
Auto Pilot is a machine learning-powered service that helps organizations deploy and manage Windows 10 devices.
Meetings & Voice
Microsoft Teams is a chat-based collaboration tool that helps teams stay connected and work together more effectively.
Advanced Analytics
Power BI is a data visualization tool that helps users understand and analyze data sets.
Viva Insights is an artificial intelligence-powered assistant that provides insights to help users improve their productivity.
Microsoft Delve is an interactive data visualization tool that helps users explore and analyze data sets.
Work Management
Power Apps is a low-code development platform that helps users create custom business applications.
Power Automate is a workflow automation tool that helps users automate repetitive tasks.
Virtual Agents are Artificial Intelligence powered chatbots that can assist with a variety of tasks and services.
To Do is a task management application that helps users organize and track their tasks.
Identity & Access Management
Azure AD is Microsoft’s cloud-based identity and access management service.
Threat Protection
Advanced Threat Analytics
Defender Anti Virus and Device Guard
Microsoft 365 Defender
Defender for Endpoint (formerly Windows Defender Advanced Threat Protection) is Microsoft’s comprehensive endpoint security solution for businesses.
Defender for Office 365 (formerly Office 365 Advanced Threat Protection) is Microsoft’s cloud-based email security solution for businesses.
Microsoft 365 Defender for Identity
Security Management
Secure Score shows you how well you’ve configured security settings in your 365 Tenant & what you can do to improve it.
Microsoft Security and Compliance Center an admin center to help monitor and grant access as well as permissions to your end-users to help protect business data by limiting access.
Information Protection
Data Loss Protection treats messages & Files monthly as well as adds new templates & conditions regularly.
Azure Information Protection can classify and protect files using labels (set by user or automatically).
Microsoft Defender for Cloud Apps Manage and protect your business by analysing the cloud apps that are accessed by your end-users.
Compliance Management
Advanced Data Governance lets you set up retention policies for content across Exchange Online, SharePoint Online & OneDrive for Business, and more.
An introduction to the Microsoft Power Platform
Now that we have explored the overall platform of what Microsoft and Office 365 is, it’s time to dig a little deeper into the Microsoft Power Platform and how it can help transform your business.
1. What is the Power Platform?
Microsoft’s Power Platform is a suite of low-code applications that helps businesses to automate tasks, develop applications quickly and visualise their data.
The applications that make up the power platform are
- PowerApps
- Power Automate
- PowerBI
- Power Pages
- Microsoft Power Virtual Agents
2. What is Microsoft PowerApps?
Microsoft Power Apps is a service that allows businesses and it’s users to build and deploy mobile apps without the need for coding. It is based on a simplified drag-and-drop interface that can be used to connect to data sources, add business logic, and create rich user experiences.
Unlike traditional app development platforms, PowerApps does not require installation of any software on the user’s device. Instead, it runs entirely in the cloud and can be accessed from any internet-connected device. This makes PowerApps an attractive option for organizations who want to quickly develop mobile apps with minimal IT overhead.
Microsoft PowerApps is a flexible platform that can be used to develop a wide variety of apps, from simple data entry forms to sophisticated business intelligence tools.
With its low-code approach, PowerApps is suitable for both beginner developers and professional programmers.
Microsoft PowerApps is constantly improving, with new features and capabilities being added on a regular basis. As such, it is well worth keeping an eye out for anyone interested in mobile app development.
Aside from creating Mobile apps, businesses can take advantage of building table data, custom to their requirements. Whether collecting data on leads, customers or feedback, table data will simplify and provide structure to the data you capture.
PowerApps is available as a standalone service or as part of Microsoft’s Office 365 suite of productivity tools.
3. What is Microsoft Power Automate?
Microsoft Power Automate is a cloud-based software tool that enables users to automate repetitive tasks. The software can be used to create workflows that automate tasks such as sending emails, copying files, or updating records.
Microsoft Power Automate can be used with a variety of Microsoft products, including SharePoint, OneDrive, Yammer, Teams and PowerApps.
Additionally, Power Automate can be integrated with non-Microsoft products, such as Twitter and Salesforce.
Microsoft Power Automate is a valuable tool for businesses that wish to increase efficiency and reduce the number of manual tasks. In turn reducing the risk of human error. Saving time saves money.
4. What is Microsoft Power BI?
Microsoft Power BI is a business intelligence platform that enables users to visualize and analyze data, share insights, and create interactive reports, The platform includes a desktop application, cloud services, and mobile apps.
Microsoft Power BI Desktop is used to create and publish reports, while Microsoft Power BI Service (online) is used to share reports and collaborate with other users. Microsoft Power BI Mobile apps are used to access reports on mobile devices.
Microsoft Power BI also includes a visualization library, which contains a range of charts and graphs that can be used to represent your business data.
5. What is Microsoft Power Pages?
Microsoft Power Pages is a new feature in Microsoft Office 365 that makes it easy to create and share custom web pages. With Power Pages, you can quickly create a page without having to write any code.
Power Pages are perfect for creating custom landing pages, product pages, or even just sharing information within your organization. Plus, Power Pages are fully integrated with Microsoft Office 365, so you can easily share your pages with others and collaborate on editing them.
6. What is Microsoft Power Virtual Agents?
Microsoft Power Virtual Agents are chatbots that can be used to automate customer support interactions. The bots are trained using an artificial intelligence (AI) model that Microsoft provides, and they can be deployed on a variety of chat platforms, including Microsoft Teams, Skype for Business, and Facebook Messenger.
Power Virtual Agents are easy to set up and use, and they can help reduce the number of support calls your team receives. In addition, the bots can be customized to match your company’s branding and tone of voice.
Microsoft Power Virtual Agents are a great way to improve customer service, increase efficiency, and save time.
Thoughts on the Power Platform
We believe the Microsoft Power Platform can help businesses to increase efficiency, improve decision making and reduce the risk of human error and save time and money.
For us, it’s a no brainer to explore the possibilities of what this platform can do to help transcend your business. We have to admit, it’s not the most straight forward combination of tools to get to grips with, so if you do want to explore the Power Platform, make sure you speak to a Microsoft 365 consultancy Microsoft 365 Consultancy who can help guide you.
M365 licensing for my business
Microsoft 365 comes in two versions: M365 business and M365 Enterprise. M365 business is designed for small and medium businesses, while M365 Enterprise is designed for larger businesses. Both versions include Microsoft Office apps, email, file storage, and security features.
However, M365 Enterprise includes additional features such as advanced security and compliance features, and the ability to scale to meet the needs of a large organisation. As a result, M365 Enterprise is a better choice for businesses that require these additional features.
Microsoft 365 Enterprise and Office 365 Enterprise are two Microsoft suites that are designed for productivity. M365 Enterprise includes all of the features of Office 365 Enterprise, as well as additional security and management features.
M365 Enterprise is best suited for businesses that need compliance and security requirements, while Office 365 Enterprise is best for businesses that need a suite of productivity tools.
1. Differences between the two suites:
- M365 Enterprise includes Microsoft Teams for real-time collaboration, as well as Advanced Threat Protection and Azure Active Directory.
- Office 365 Enterprise includes Outlook, OneDrive, and SharePoint for email, storage, and document management. Only E5 includes Microsoft Teams or Advanced Threat Protection.
- Both suites include Word, Excel, PowerPoint, and Exchange Online.
Choosing between M365 Enterprise and Office 365 Enterprise depends on the needs of your business. If you need compliance and security features, M365 Enterprise is the better option. If you need a suite of productivity tools, Office 365 Enterprise is a better choice.
As we have already discussed, M365 business is designed for small and medium-sized businesses up to 300 users, while M365 Enterprise & Microsoft office 365 Enterprise is geared towards larger organisations of 300+ users.
As a result, each version is designed to meet the specific needs of different kinds of businesses. While it is possible to mix and match M365 Enterprise and Microsoft business versions, it’s important to choose the right versions for your organisation’s and employee’s needs.
If you’re business has more than 300 users, this doesn’t stop you from subscribing to the business plans. You are simply limited to 300 licenses subscriptions, so if you need to leverage the Enterprise plan for some users, then offsetting other users with a business plan will enable you to save on monthly costs.
One of the key benefits of Microsoft 365 for your business is that it can help boost employee productivity. Microsoft Office 365 provides access to the latest versions of familiar office applications such as Word, Excel, and PowerPoint.
It also includes features that help people work together more effectively, such as real-time co-authoring and online meetings. In addition, M365 includes Microsoft Teams, a chat-based workspace that helps your teams stay organized and connected.
Another benefit of M365 for business is that it can help reduce costs. The subscription model allows businesses to pay for only what they need, when they need it. There’s no need to worry about upgrading software or managing licenses.
Finally, M365 for business can help improve security. The built-in security features help protect sensitive information from accidental or unauthorized access. In addition, M365 provides comprehensive compliance capabilities that can help businesses meet regulatory requirements.
Getting started with M365
1. Microsoft 365 Business Licensing & Costs
| License Type | Monthly (Annual) ex VAT | Monthly ex VAT |
|---|---|---|
| Microsoft 365 Business Basic | £4.50 | £5.40 |
| Microsoft 365 Apps for Business | £7.90 | £9.50 |
| Microsoft 365 Standard | £9.40 | £11.30 |
| Microsoft 365 Business Premium | £16.60 | £19.90 |
M365 Business is available in the United Kingdom for businesses with up to 300 users.
2. Microsoft 365 Enterprise Licensing & Costs
| License Type | Monthly (Annual) ex VAT | Monthly ex VAT |
|---|---|---|
| Microsoft 365 E3 | £31.70 | £44.30 |
| Microsoft 365 E5 | £48.10 | £67.30 |
| Microsoft 365 F3 | £6.00 | £8.40 |
M365 Enterprise is available in the United Kingdom for businesses of all sizes, however is recommended for businesses with 300+ users.
3. Microsoft Office 365 Enterprise Licensing & Costs
| License Type | Monthly (Annual) ex VAT | Monthly ex VAT |
|---|---|---|
| Microsoft 365 Apps for Enterprise | £11.50 | £16.10 |
| Microsoft Office 365 E1 | £7.50 | £10.60 |
| Microsoft Office 365 E3 | £20.20 | £28.30 |
| Microsoft Office 365 E5 | £33.40 | £46.80 |
Microsoft Office 365 Enterprise is available in the United Kingdom for businesses of all sizes, however is recommended for businesses with 300+ users.
Aside from the Business and Enterprise plans which offer the most value, individual licenses can also be purchased. This is useful if you don’t have a need for all the business apps, such as a mailbox for a services account.
M365 does provide a free trial on their subscriptions. The M365 Free Trial provides access to all features and benefits of M365 Business, M365 Enterprise and Microsoft Office 365 Enterprise for 30 days. After the 30 day trial expires, customers can continue using M365 with a paid subscription, or via a CSP partner.
M365 Free Trials are available for new subscribers only.
Are you wondering what a Microsoft 365 CSP partner is and how they can benefit your business?
A CSP partner is a cloud solutions provider who can help manage the subscription, billing, and support of M365 products for their clients.
Using a CSP partner can streamline the purchasing process for your business, as well as provide access to valuable services such as on-boarding assistance, license tracking, and technical support. In addition, Microsoft offers special incentives and promotions through its CSP partners that are not available to customers who purchase directly from Microsoft.
Ultimately, using a CSP partner can save time and money for your business while providing access to valuable resources and promotional opportunities.
If you’re new to Microsoft 365, there’s no need to feel overwhelmed – getting started is easy. The first step is to sign up for an account with baseMSP who are a Microsoft Accredited Partner. Get in touch and contact us today.
Once you have an account, you can begin using the apps and features immediately. If you need help along the way, baseMSP are here to support you.
baseMSP can help support the entire onboarding process and setup of your M365 account and provide expert advice on the best solution to fit your business requirements.
We believe M365 & O365 provides an amazing suite of tools with 100’s of features and benefits, which is why it’s the number one choice for businesses all over the world.
What we know, is that businesses don’t necessarily have the time to fully understand what they have access to, so hopefully this blog has uncovered some of the opportunity you have as a business, to make more use of the tools available to you and to make your business stronger.
M365 has something for every business and to help its employees become better workers and more efficient at what they do.
Which apps didn’t you know about, and which Microsoft apps will you be using next? Let us know in the comments below!