A Complete Guide to Microsoft 365
Microsoft
Frazer Lloyd-Davies
We’ve worked with Microsoft products for years, and it’s safe to say we know them inside out. Microsoft 365 has become the go-to platform for businesses of all sizes, offering a fully connected way to work, store data and keep everything secure. But despite how widely used it is, we still speak to businesses that aren’t making the most of what it offers – or haven’t yet made the move at all.
That’s why we’ve put this guide together. Whether you’re just getting started, want to make better use of your current plan or are looking for Mircosoft 365 support, we’ll help you make sense of it all.
What is Microsoft 365?
Microsoft 365 is a cloud-based collection of apps, file storage and security features that lets businesses work securely from anywhere, on any device. Alongside familiar Office apps like Word and Excel, it includes platforms like Teams and OneDrive for easy communication and file sharing. With built-in AI features, Microsoft 365 simplifies everyday tasks and makes better use of employees’ time.
Microsoft 365 vs. Previous Versions of Microsoft Office
If you’ve used older versions of Microsoft Office, you might be wondering how Microsoft 365 compares. Before Microsoft 365, businesses bought standalone versions of Microsoft Office – Office 95, Office 97, Office 2000 and so on. These were one-time purchases, meaning once the software was installed via CD, DVD or digital download, you kept that version until you manually upgraded to a newer one. This caused a lot of compatibility issues and security vulnerabilities, especially when employees were using mismatched versions.
Office 365, introduced in 2011, replaced this model with a subscription service, giving businesses continuous access to the latest features and updates as part of the plan. It started with web-based versions of apps and expanded to include full desktop apps, OneDrive for Business and Microsoft Teams.
In 2020, Office 365 was rebranded as Microsoft 365, but it wasn’t just a name change. Microsoft 365 includes everything Office 365 offered, plus advanced security, automation tools, AI-powered assistance and device management options for a complete productivity and security package.
Microsoft 365 Applications for Businesses
The features included in Microsoft 365 depend on the plan you choose, which we’ll touch on later in this guide. Below, we’ll look at some of the core Microsoft 365 applications and how they support everyday business tasks.
Word, Excel, PowerPoint and Outlook
Microsoft 365 gives you access to some of the most widely used business tools in the world – Word, Excel, PowerPoint and Outlook. These apps have been around for years, but with Microsoft 365, they’re more powerful, connected and accessible than ever.
Microsoft Word
With Microsoft 365, multiple people can simultaneously open and edit the same Word document, with changes appearing instantly. Files are saved in the cloud, so users can start a document on one device and continue working on another without losing progress. The AI-powered Editor tool also improves writing quality by suggesting edits, rewording sentences, checking grammar and detecting tone.
Microsoft Excel
Excel in Microsoft 365 makes it easier for businesses to work with their data. AI-powered tools recognise patterns, suggest formulas and automate calculations, reducing time spent on manual tasks. Interactive charts and new data types turn numbers into clear, visual reports to easily compare figures and make informed decisions. With built-in security and encryption, businesses can be confident that sensitive data is only seen by the right people.
Microsoft PowerPoint
With PowerPoint in Microsoft 365, businesses can create and deliver effective presentations to team members and other stakeholders. The AI-powered Designer tool suggests layouts, colour schemes and image placements to make professional-looking slides in seconds. Speaker Coach also provides real-time feedback on pacing, pitch and the use of filler words during rehearsals.
Microsoft Outlook
Outlook in Microsoft 365 lets users send emails, schedule meetings and manage contacts all in one place. Shared calendars make it easy to see when colleagues are available before booking a meeting, and there are other smart features like suggested replies and automatic reminders for better organisation. Since it works with Teams, OneDrive and SharePoint, users can attach files, join video calls and share documents without switching between apps.
Teams
Microsoft Teams is one of the most popular applications in Microsoft 365, offering audio and video calls, messaging, file sharing and more. It replaced Skype for Business (which retired in 2021) and helps teams stay connected and work together more easily.
With instant chat, colleagues can send messages, share files and react to updates, reducing the need for long email chains. Teams also allows users to create group chats and channels, keeping conversations organised by topic or project so information is easy to find when needed.
Video and voice calls can be scheduled or started instantly, with features like screen sharing, virtual backgrounds, live captions and meeting transcripts. Microsoft 365 also includes AI-powered tools, such as intelligent meeting summaries, which take minutes and action items after a call.
SharePoint
SharePoint is the cloud-based file storage and collaboration platform in Microsoft 365 that lets businesses store, access and share documents securely. Unlike OneDrive, which is designed for individual file storage, SharePoint is built for company-wide document management.
SharePoint also makes sharing and working on files easier. Instead of emailing attachments back and forth, teams can send secure links, edit documents together in real time, leave comments and set up access permissions.
Copilot for Microsoft 365 (Available on Select Plans)
In 2023, Microsoft officially launched Copilot for Microsoft 365 – an AI assistant that can improve business productivity by automating tasks, summarising content and generating text across supported Microsoft 365 apps. It uses Microsoft Graph to pull in data from emails, calendars, documents and chats, providing personalised and context-aware responses.
Copilot is not included in all Microsoft 365 plans by default and must be added as an extra subscription.
Power Automate (Available on Select Plans)
Instead of spending hours on repetitive work like data entry, approvals or sending reminders, employees can use Power Automate to set up automated processes to handle them in the background. Power Automate is a workflow automation tool which connects with Microsoft 365 apps, as well as select third-party tools, for easy data transfer between different platforms.
With pre-built templates and a simple drag-and-drop interface, users can create automations without needing advanced technical skills. Since Power Automate is not included in all Microsoft 365 plans by default, businesses need to check their subscription or add it as an extra.
Intune (Available on Select Plans)
Microsoft Intune is a cloud-based device management and security tool that controls access to company data and protects devices used for work. With Intune, businesses can set up security policies, such as requiring strong passwords, encrypting data or blocking certain apps. Only if a device meets these requirements can it connect to company apps and files.
If a device is lost or stolen, IT administrators can remotely wipe company data to prevent unauthorised access. For businesses with Bring Your Own Device (BYOD) policies, Intune can separate work and personal data, allowing employees to use their own devices without compromising security.
Which Microsoft 365 Plan is Right for Your Business?
Microsoft offers several business plans which include Business Basic, Business Standard, Business Premium and Apps for Business. Each plan accommodates up to 300 users, making them ideal for small to medium-sized businesses.
Microsoft 365 Business Basic: This plan is best for small businesses that need core Microsoft 365 apps but don’t need desktop-installed versions. It includes web and mobile versions of Word, Excel, PowerPoint and Outlook, which require an internet connection to use. Users also get custom business email and a generous amount of cloud storage.
Microsoft 365 Business Standard: This plan includes everything in Business Basic, plus desktop versions of Microsoft apps, as well as additional features like Microsoft Bookings for appointment scheduling. This plan is suitable for growing businesses that need a comprehensive set of tools for collaboration and productivity.
Microsoft 365 Business Premium: This plan offers all the advantages included in Business Basic and Standard, along with advanced security and device management features. It’s ideal for businesses that handle sensitive information and require enhanced protection against security threats.
Microsoft 365 Apps for Business: This plan offers desktop versions of Word, Excel, PowerPoint and Outlook, with cloud storage. It’s suitable for businesses that already have email hosting and just need Office apps across multiple devices.
Microsoft Services From Acronyms
Many businesses end up paying for features they never use or miss out on tools that could make everyday work easier. Without the right support, Microsoft 365 can quickly become more complicated than it should be.
At Acronyms, we can help you choose the best plan for your business and make sure everything is set up correctly from day one. Our consultants take the time to understand your needs and your goals to implement a Microsoft 365 suite that works exactly how you need it to.
Find out how we can support your business with our Microsoft services or book a consultation with our team today to discuss your needs.