Modern businesses need flexible, secure, and collaborative tools to stay competitive. Microsoft 365 offers just that—a comprehensive suite of cloud-based productivity applications designed to support modern business operations.
Microsoft 365 is more than just software – it’s a transformative platform for businesses of all sizes.
What is Microsoft 365?
Microsoft 365 is a cloud-based service that combines a suite of productivity applications with powerful cloud services. Designed to enhance productivity, collaboration, and security, Microsoft 365 allows businesses to work from anywhere, at any time, and on any device – as long as they can connect to the internet.
More than just productivity apps, Microsoft 365 includes a reliable set of security and compliance tools to help businesses protect personal data and meet regulatory requirements.
Key Microsoft 365 Apps and Features
The Microsoft 365 productivity suite (formerly Office 365) includes some of the most recognised and widely used software in the world.
Word: The go-to word processor for creating, editing, and formatting documents. It’s perfect for everything from business reports to content creation, with advanced features like real-time collaboration, intelligent proofreading, and cloud-based editing that allows users to work from any device.
Excel: Excel takes data analysis to the next level with its powerful calculation tools, charts, and pivot tables. Whether you’re managing financial reports, inventory, or project data, Excel provides businesses with tools to perform complex calculations and visualise data insights quickly.
PowerPoint: For delivering engaging presentations, PowerPoint is an industry standard. It offers a range of templates, design tools, and multimedia integrations, allowing businesses to communicate ideas effectively through visual storytelling.
Publisher: A publishing desktop app ideal for creating professional marketing materials like brochures, flyers, and newsletters. With easy-to-use templates and drag-and-drop tools, Publisher is a great option for small businesses looking to produce high-quality materials without needing advanced design skills.
Microsoft Teams has become the central communication platform for many businesses, integrating chat, video conferencing, and collaboration in one unified space.
Key features of Teams include:
- Chat and messaging: Instant communication with colleagues, whether through one-on-one chats or group conversations.
- Video and audio conferencing: Host virtual meetings with internal teams or external clients, supporting everything from small team check-ins to large webinars.
- Collaboration: Teams seamlessly integrates with other Microsoft 365 apps like Word, Excel, and SharePoint, allowing multiple users to collaborate on documents in real-time.
- Integration with third-party apps: Teams can integrate with hundreds of third-party apps, enhancing workflows by centralising tools and notifications.
Both OneDrive and SharePoint offer secure cloud storage, but they serve slightly different purposes within Microsoft 365.
OneDrive: OneDrive is primarily for personal cloud storage, giving users a secure place to store and access their files from any device. Files stored in OneDrive can be shared with others easily, and its integration with Microsoft 365 apps ensures seamless file syncing and collaboration.
SharePoint: While OneDrive focuses on individual storage, SharePoint is designed for team collaboration and document management. It serves as a secure, centralised repository where teams can store, manage, and share documents. With version control, access permissions, and workflow automation, SharePoint is ideal for managing large volumes of data and ensuring compliance.
Outlook and Exchange work in tandem to provide businesses with a holistic email and calendar system.
Outlook: Outlook is a versatile email client that supports not only email management but also calendars, task lists, and contact organisation. With advanced filtering options and search functionality, it ensures efficient communication and organisation within businesses.
Exchange: Microsoft Exchange serves as the backend for Outlook, providing secure email hosting with advanced features like shared calendars, contact management, and mobile synchronisation. Exchange also ensures emails are protected with built-in anti-spam and anti-phishing measures, keeping business communications secure.
Power Apps is a powerful tool within Microsoft 365 that allows businesses to build custom applications without the need for advanced coding skills. Using drag-and-drop functionality, users can create apps that solve specific business problems or automate workflows.
Some key features of Power Apps include:
- Automation: Automate repetitive tasks and streamline workflows, such as data entry or approval processes.
- Customisation: Build apps that address unique business needs, from inventory management systems to customer feedback platforms.
- Integration: Power Apps integrates seamlessly with other Microsoft 365 tools like Teams and SharePoint, as well as third-party apps, ensuring smooth data flow across the organisation.
Security is a top priority for any business, and Microsoft Defender provides advanced protection across devices, data, and applications. It offers multi-layered security to protect against cyber threats, including malware, phishing attacks, and ransomware.
Key features include:
- Endpoint protection: Microsoft Defender secures every device connected to the network, offering real-time threat detection and automated responses to potential breaches.
- Threat intelligence: Defender provides insights into emerging cyber threats, enabling proactive protection and informed security decisions.
- Integration with Microsoft 365: Defender integrates with other Microsoft 365 services, such as Exchange and Teams, ensuring security across all communication channels and applications.
Microsoft 365 Plans: Choosing the Right Fit
One of the key strengths of Microsoft 365 is its flexibility, offering a range of plans designed to meet the varying needs of businesses, from startups to large enterprises. Understanding the differences between these plans is crucial for choosing the right solution for your organisation.
For small to medium-sized businesses (SMBs), Microsoft 365 offers three core plans:
Microsoft 365 Business Basic: Ideal for startups or businesses that need essential cloud services without the full desktop Office apps. This plan includes web and mobile versions of Word, Excel, and PowerPoint, along with Microsoft Teams, Exchange, OneDrive, and SharePoint for seamless collaboration.
Microsoft 365 Business Standard: This plan includes everything in Business Basic, plus the full desktop versions of Office apps. It’s a great fit for businesses that need advanced collaboration and productivity tools for everyday operations.
Microsoft 365 Business Premium: In addition to everything offered in Business Standard, Business Premium includes advanced security features such as Microsoft Defender, conditional access, and data loss prevention, making it perfect for businesses that need to prioritise security and compliance.
For larger organisations or businesses with more complex needs, Microsoft offers Enterprise plans with even more features and flexibility:
Microsoft 365 E3: A comprehensive solution that includes full access to all Office apps, enhanced security, and compliance features, plus data protection policies like legal hold and data loss prevention.
Microsoft 365 E5: The most advanced subscription plan, offering all the features of E3, along with enhanced security, analytics, and voice capabilities. It includes Microsoft Defender for Endpoint, Azure Active Directory Premium, and Microsoft Power BI Pro, making it ideal for businesses that need advanced threat protection and data analytics.
Key considerations when selecting the right Microsoft 365 subscription:
- Business size: Smaller businesses typically benefit from the simplicity and cost-effectiveness of the Business plans, while larger enterprises may need the advanced capabilities offered by the Enterprise plans.
- Security requirements: If your business handles sensitive data or operates in a regulated industry, you might require the additional security features included in Business Premium or the Enterprise E5 plan.
- Remote workers: Businesses with remote or hybrid teams should consider plans that provide comprehensive collaboration tools like Teams, SharePoint, and OneDrive.
Austin Technology: Your Partner for a Modern Workplace
Whether you’re looking to streamline communication with Microsoft Teams, protect your data with advanced security tools like Defender, or automate workflows with Power Apps, Microsoft 365 has the tools to get your business where you want it to be.
At Austin Technology, we specialise in tailoring Microsoft 365 to fit the specific needs of Australian businesses, no matter their size or industry. We provide comprehensive support, from initial migration to ongoing management, ensuring that you get the most out of your Microsoft 365 investment.
