Businesses have been using Microsoft products for decades. We still rely on Word, Excel and even PowerPoint just as much as we used to years ago.
But in recent years Microsoft has added more products to their office suite. Because of that you now have a choice between the relatively new Microsoft Office 365 and the latest version of the traditional office suite, Microsoft Office 2019.Your business is likely faced with the choice; Office 365 vs Office 2019.
What option is best for your business? In this article, we lay out the benefits of both products and which will suit your business the best.
What is Office 365 for business?
Microsoft Office 365 is a cloud-based version of the Office products you might already be familiar with. Instead of purchasing a licence you pay a monthly, or yearly subscription.
Office 365 gives you access to the office suite of products, and in Office 365 Business version, some extra business-focused applications. Microsoft Office 365 is designed to offer the vital applications a business needs to work.
What is Office 2019?
Microsoft Office 2019 is a stand-alone version of Office. It is a licenced product that charges a one-off fee for infinite access of that product (till it reaches the end of life). There is a business version of Office 19, known as Office Home and Business 2019.
It offers the 'essential' Microsoft Office applications Word, Excel, PowerPoint and Outlook. Your licence purchase only gives you access to Office 19, if Microsoft decides to release Office 2020 you won't be able to upgrade you will need to make a separate purchase.
What are the benefits of Office 365?
Microsoft has jammed countless features into its Office 365 offering. But aside from being nice to have there are lots of benefits a business can enjoy from using Office 365.
As your paying for a subscription you don't have to worry about upgrading to a newer version. Office 365 receives regular updates from Microsoft. These updates can be to aid user experience, or they can be used to improve security.
Because Microsoft Office 365 is a cloud-based product, several people can edit the same document at the same time. As you can see the edits as they happen your staff can contribute in real time on the same piece of work.
Linking files to emails
Office 365 allows you to link to a file in the cloud in your emails instead of having to attach the file. With GDPR now in place, this is a much more secure way of giving access to documents that contain sensitive information.
One Microsoft Office 365 subscription lets you access all the applications on up to 5 different devices. You can access and work on files using your mobile while when you're on the move. Or work from home using your own laptop.
Switch between personal and business accounts
By using the OneDrive app, you can easily switch between your business account and your own personal account. This will allow you to save storage space by being able to separate personal documents from those of the business.
Office 365 comes with a 'clutter folder' for your inbox. You can train outlook to automatically move 'less important' messages to the clutter folder. From there you can either choose to read them later or delete them.
What are the benefits of Office 2019?
Office 2019 lacks as many features compared to Office 365, but there are still benefits gained from using the product.
While the subscription pricing model is becoming more popular, there is still much to be said for the one-off payment. With one payment you own a Microsoft Office 2019 licence, and that means you can use for as long as the product exists.
Classic office applications
Office 2019 comes with the tried and test office applications. Word, Excel, PowerPoint and Outlook have all been updated to a 2019 version.
60 days support for free
With a purchase of Office 2019, you will also get 60 days free support from Microsoft. This can help you with initial set-up and any problems you may have while using Office 2019.
Updated from 2016
If you were an Office 2016 user, then Office 2019 will include a raft of improvements from what you have been working with.
Office 365 vs Office 2019 - which is best for your business?
If you're a small business with only a few employees, the one-off pricing of Office 2019 may be your best option. For a company with more than 5 employees Microsoft Office 365 is the clear choice.
Office 2019 is one licence for one machine. Office 365 offers much more flexibility for a business. If you want to be able to work away from the office or outside of work hours, then Office 365 is a must.
Even Microsoft think you should be using Office 365. On their own landing page for Office 2019, Microsoft tells you, "you can achieve more with Office 365".
And that is right, you can. Office 365 has more applications and being cloud-based is a massive advantage for a business. It can make it easier to secure and also back-up all your important data.
Your staff can be more productive with the option of being able to work on the same document at the same time, no matter where they are. No more playing tag with the same spreadsheet.
If you buy Office 2019, that's it you are stuck with that product until they roll out a new one (and you still have to buy that).
On Office 365 your applications are regularly updated. If Microsoft launches a newer version on Word, you can get it just by updating.
Office 2019 is designed more as a personal solution, or at a push, for sole traders or businesses with only 2 or 3 staff. Microsoft Office 365 is a solution built for businesses.
Which Office 365 subscription is best for my business?
There are different versions of Office 365. Each has come with different options and of course different pricing. Not sure what fits best for your business? No problem speak to your IT provider, tell them the functionality you need, and they can arrange the right Office 365 product for your business.
The Microsoft Office suites will continue to play an essential role in most businesses. The introduction of Office 365 a few years ago and its continued improvements have meant it is an excellent option for most companies.
It offers increased productivity and greater flexibility for a business.
To get your business started with Office 365 or to make sure what version of Office 365 is best for your business, contact us at firstname.lastname@example.org, contact us here or call us on 01634 52 52 52.