Microsoft 365 and Why You Should Switch

Microsoft 365 and why you should switch

I’m sure most of you are familiar with Office products like Excel and Word. Businesses and individuals have used these products for years, and that isn’t changing any time soon. In the past, you had to purchase a license for each computer, and when a new version came out, you had to buy the latest version and install it. Many people weren’t willing to do this, as some of you still using Excel 2010 know. (You poor souls)

What is Microsoft 365?

It’s the newest version of Office 365. Microsoft recently changed the name to Microsoft 365 since what they had to offer was more than just Office products. We can view Microsoft 365 as the one product to rule them all (if you get the Lord of the Rings reference, you get extra points).

It is more than just apps like Word, Excel, and PowerPoint. It is an entire environment that allows you to not worry about IT infrastructure or updates, so you can focus on running your business. It includes some of the most powerful cloud services available to the market today and allows administrators to manage connected devices. Microsoft 365 also has some of the tightest security, ensuring you, your employees, and your data are protected.

Why You Should Switch to Microsoft 365

● Lower Capital Expense

You don’t have to spend a ton of money on an exchange server for emails. Buying and maintaining an on-premise server can become a massive capital expense. Instead, you pay monthly for just what you need, and it can be an operating expense instead. Talk with your accountant to learn about the benefits of having an OpEx instead of a CapEx.*

● Scalability

You only pay for what you need. You can increase the number of licenses and decrease them at any time. Being able to scale is a significant benefit for companies who work on a more seasonal basis, allowing them to save money when business is slower. 

● Automatic Updates

You will always have the most up-to-date version of Microsoft products. Long gone are the days when you have to ask for a different format when someone sends you a newer Excel or Word document. You will have access to all the newest features, and since it happens automatically, you won’t have to worry about bothering IT to update your products.

● The Cloud

With perpetual licenses of Word, Excel, and PowerPoint, you have to have the computer the products are installed on or remote into it to do your work. With Microsoft 365, you can install Office products on up to 5 different machines, and those installs are all connected in the cloud. This means that if you create a ten-page document on your computer at home (using your M365 install), that same document is created and updated on your work computer (with the same M365 install). 


Even more beneficial is you have access to the web versions of those same Office products. Imagine you are out of the office, and your boss calls asking you to update a document and send it to her immediately. In the past, you would need to either have your laptop with you or go back to the office. Now, you can log onto your portal and update the document directly on the web and email it. You can do this from your phone or from someone else’s computer.

● Phone Apps

If you don’t want to log into the portal or whip out your computer to work on a document, you can download the Microsoft apps to your phone. You can create new documents and update existing ones. Since it’s connected to the cloud, it will automatically update everywhere else.

● Single Sign-On (SSO)

With Single Sign-On, you only have to log on once, and then you have access to all your products. However, the rules for when you have to sign on again is set by your administrator. You might have to sign-on again every day, or every few hours, or maybe once a month.

● 24/7 support

If you run into issues with your Microsoft 365 subscription, you get 24/7 support. You can access this directly from your portal or from each product. Or, if you purchased from a local Microsoft reseller, you have the benefit of local support. 

● Security

Microsoft 365 has many security features built in to protect you, your employees, and your data. There are also options to upgrade to even tighter security. Ask your Microsoft reseller about the different options and how they can benefit your business.

● Collaboration

With Microsoft 365, all the licensed users on your account have access to OneDrive, a document storage product. Within the office products, you can share the document with coworkers, comment, chat, and collaborate in real-time. You also have access to Teams, a video conferencing application, and Yammer, a chat capability. Administrators can set permissions, and you can set document permissions so others can’t see your work. Don’t worry; setting these permissions and sharing is easy to do!

As you can see, there are many benefits to switching to Microsoft 365. And those aren’t even all of them!

Up until about two years ago, I was a big proponent of buying perpetual licenses. My thought was, I want to own the product and not have to pay a subscription fee monthly. However, I bit the bullet and tried it… and I’m never going back. Microsoft 365 has been a game-changer for me personally and for my business. I no longer have to worry about where my documents are, and I can collaborate with others more effectively. The ease of use, always having the most recent versions of office products, cloud storage, security, and overall affordability of the subscription offsets the “annoyance” of another monthly subscription. If that is your only concern, I challenge you to download a trial version and see the amazing difference.

If you’re interested in learning more about how Microsoft 365 can increase your business’s productivity and overall success, check out Our Cloud Services to see some of the licensing options we offer as a Microsoft Partner. You can also fill out the form below to speak with a certified Microsoft specialist. 

*Oakley Optimization does not give accounting advice. Please check with a CPA for official information concerning Capital Expenses versus Operating Expenses.

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