Microsoft Office 365: Best Way to Elevate Your Productivity

Thinking of making the switch to Microsoft Office 365, but still not sure? It doesn’t matter if you’re a home user or a business, the thought of migrating to a new software version can seem daunting. There’s a learning curve that comes with getting familiar with a new layout, having to change passwords or update our phones to synch to an email account or calendar.  Depending on which version you’re jumping from, that learning curve can be quite sharp as toolbars, colors and layouts can change dramatically.

Still, the benefits that come from rolling out a cloud-based software solution like Microsoft Office 365, make it a compelling choice for individuals and businesses looking for a comprehensive and flexible productivity suite.

Table of Contents:

• Differences Between the Latest Microsoft Office 365 and Older Office Versions
• Cheats to Help You Navigate Layout Changes
• Taking the Stress Out of Change

Notable Differences Between the Latest Microsoft Office 365 and Older Office Versions

Out of the box (small pun intended), Microsoft Office 365 is the cloud-based version of Microsoft Office. Instead of purchasing a one-time user license, Office 365 is a subscription-based license that you pay for every month. Like Office and Office 2019, your basic Microsoft Office 365 package includes the normal Office apps such as Outlook, Word, Excel and PowerPoint as well as access to additional apps and features, including access to 1 terabyte (TB) of OneDrive storage for your documents.

With Microsoft Office 365, you start with the base package of apps and features and can add on a la carte. If you need accounting, project management or device management tools, there’s a Microsoft solution you can add on for an additional cost to your monthly subscription.

If you’re a business, with Microsoft Office 365 you are trading an on-premises exchange server for the convenience of a cloud-based Software as a Service (SaaS).  Depending on the size of your current server setup, you may even be eliminating a tangled mess of wires and freeing up some valuable square footage as a result. In addition to freeing up space, changing to a SaaS model comes with several other key benefits, including:

• Cloud-based Collaboration: One of the key advantages of Office 365 is its cloud-based nature. This allows users to access their documents, emails, and other Office applications from anywhere with an internet connection. It facilitates real-time collaboration, making it easier for teams to work together on projects.
• Always Up-to-Date: With Office 365, you have access to the latest version of Microsoft Office applications without needing to purchase and install new software. This ensures that you always have the latest features, security updates, and improvements.
• Flexibility and Scalability: Office 365 provides flexible subscription plans that allows you to choose the services that best fit your needs. This scalability is particularly useful for businesses, as they can easily adjust the number of users or services based on their requirements.
• Business Continuity and Security: Microsoft invests heavily in security features for Office 365. This includes robust data loss prevention, threat protection, and identity management tools. Additionally, the cloud-based storage ensures that documents are backed up and easily recoverable in case of hardware failures or other unforeseen disasters.
• Integrations with Other Microsoft Services: Office 365 integrates seamlessly with other Microsoft services such as OneDrive, SharePoint, Teams, and more. This creates a unified and connected system that enhances productivity and collaboration.
• Device Compatibility: Office 365 is designed to work across various operating systems and devices, including Windows-based PCs, Macs, tablets, and smartphones. This cross-platform compatibility allows users to be productive regardless of the device they are using.
• Cost Savings: For many users and businesses, the subscription-based model of Office 365 can be cost-effective. Instead of purchasing perpetual licenses for software, users can pay a monthly or annual subscription fee, spreading out the cost over time.
• Enhanced Communication and Collaboration Tools: Office 365 includes tools like Microsoft Teams, which facilitate communication and collaboration within organizations. This is especially important in the modern workplace where remote work and virtual collaboration are essential to daily operations.

Cheats to Help You Navigate Layout Changes 

From a user perspective, there are some layout changes that might take some getting used to initially. For example, in Outlook, the File menu that resided at the top left side of the window on older versions is no longer visible. Instead, look for the cog symbol located in the top right corner of the blue banner. There you will find many functions such as setting up rules, automatic replies and email groups.

Again, if you’re making the transition from a more recent version of Office, much of what you see will be familiar; however, if you’re making a more sizeable jump from an older version, available Microsoft Office 365 Training materials and these Office Cheat Sheets are handy tools for navigating 365 until muscle memory kicks in again.

Taking the Stress Out of Change 

We understand that upgrading to a new software version can be a difficult transition, especially for less-technical members of your team. At Smart Offices, our IT consultants will work closely with you to assess your current setup, your needs for today and as you grow. Let us provide the expertise, guidance and even the training needed for a seamless transition.

Whether you’re ready to make the switch to Microsoft Office 365 today, or just looking to learn more about what making the shift might involve, our team is happy to help. Contact us today for a free consultation.