Is Microsoft 365 Really Necessary? A Thorough Explanation of Advantages and Disadvantages

Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
・Photos and images used in the article are images. It may differ from the content provided by the actual product or service.
・The content of this blog is based on the information at the time of publication. Therefore, regarding the content of the product, images and operating procedures may differ from the current version due to version upgrades, etc.
When introducing Microsoft 365, it is important to select the appropriate plan according to the functions, services, security measures, etc. required by your company.

This article provides an overview of Microsoft 365 and explains how to choose a deployment plan according to the features you need.

We have also summarized the points for introducing Microsoft 365 at a great price, so please refer to it if you are worried about the contract method or plan selection.

What is Microsoft 365? Outline


Microsoft 365 brings together innovative Office apps, intelligent cloud services, and best-in-class security to help you achieve more.

It is possible to contract for each item individually, but we recommend contracting with a package plan that is advantageous.

The functions included in the package plan differ depending on the plan, but you can use the latest OS, Office apps, groupware such as Teams, and security with one license (subscription).

Main apps and functions included in Microsoft 365

Below is a list of the major services and apps included in Microsoft 365.

word Document creation software. In addition to character input, it is also equipped with functions such as creating tables and figures, and reviewing.
Excel It is a spreadsheet software. You can create tables and graphs, manage customer lists, and automate tasks using functions and macros.
PowerPoint Presentation software. Slideshow and animation functions are available.
Outlook This software is useful for managing emails, schedules, tasks, etc.
Exchange Online This is a management service for emails, schedules, meeting rooms, equipment, etc. Helps streamline information sharing.
Sharepoint Online A cloud portal for teams. You can expect to streamline data and facilitate collaborative work both inside and outside the company.
Teams It is a communication tool equipped with functions such as business chat, video call, and file sharing.
OneDrive An online storage service. Access and edit files more efficiently.

Select Microsoft 365 corporate plan based on required functions and specifications

Next, we will introduce a list of corporate plans offered by Microsoft 365.

Since the services that can be used differ depending on the plan, be sure to compare the necessary plans after identifying the necessary functions, services, security measures, etc.

Microsoft 365 Business Basic

Business Basic is a license for SMEs that specializes in collaboration tools such as Teams and SharePoint.

Since Business Basic does not have the desktop version of Office apps, it is recommended if you are already using a one-time purchase of Office and do not need an additional contract for Office until support expires.

Functions list powered by
Office apps △ (Web version only)
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

Microsoft 365 Business Standard

Business Standard is a standard license with a set of Office apps and collaboration tools installed.

It is recommended when you newly introduce Office or when you need a cloud service for teleworking.

Functions list powered by
Office apps
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

Microsoft 365 Business Premium

Business Premium is a license that corresponds to the top model for small and medium enterprises.

In addition to Office apps and collaboration tools, it is equipped with a full range of security functions and is useful when advanced security measures are required.

Functions list powered by
Office apps
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

Microsoft 365 E3

E3 is also a license that includes Office apps, collaboration tools, security functions, etc.

Business Premium has a limit of 300 users, while E3 has an unlimited number of users.

E3 is recommended if you need to license more users.

Functions list powered by
Office apps
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

Microsoft 365 E5

E5 is the top model license in Microsoft 365.

In addition to being equipped with stronger security functions than Business Premium and E3, you can also use Power BI, etc., which enables advanced data analysis, so if you need these functions, consider introducing them. .

See also  Introducing Microsoft 365! How to migrate email data? [Outlook]
Functions list powered by
Office apps
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

Microsoft 365 F3

F3 is a license designed for on-site personnel such as stores.

Instead of including the desktop version of Office apps and some security features, it can be introduced at a lower cost than other licenses.

Functions list powered by
Office apps
Exchange Online
SharePoint Online
Microsoft Teams
OneDrive for Business
add on
Windows
EMS

What is the difference from the conventional one-off product “Office”?


As of April 22, 2020, Office 365 has been unbranded into Microsoft 365, so there are now few functional differences between Office 365 and Microsoft 365.

However, some plans for large companies still have plan names bearing “Office 365” and are still available for purchase.

Advantages compared to the traditional perpetual version of Office

Microsoft 365 and Office 365 are almost the same now, but the feature of Microsoft 365 is that it can provide Windows OS and security.

The difference between the conventional one-time purchase type Office and Microsoft 365 is as follows

Traditional office Microsoft 365・Office 365
License type buyout Subscription (monthly or yearly)
Initial investment Required (license purchase fee) unnecessary
Support deadline can be none
Update to latest version Impossible always possible
License management managed manually Centralized management in the management center
Midterm cancellation Impossible Yes (depending on contract details)

Centralized management of licenses

  • Since the number of employees = the number of licenses, there is no error between the number of owned licenses and the number of users.
  • Granting and deletion of licenses can be centrally managed according to the joining and leaving of employees
  • You can always use the latest version of the tool, so there is no need to manage versions (no need to replace or purchase updated versions due to end of support)

Manage and share files on the cloud

  • Files created within Microsoft 365 services can be stored and managed in cloudware.
  • Collaborative editing, confirmation of editing history, restoration of files before editing, etc. can be performed on the cloud as needed.
  • It is possible to prevent the risk of data corruption and loss and strengthen compliance with the introduction of telework

Application available on multiple devices

  • 1 license can be used on 5 PCs, 5 tablets, and 5 smartphones
  • The full editing function of the mobile app is also included in the license, so full-scale editing from a mobile device is also possible.

do you really need it? Verification from the merits and demerits of Microsoft 365

Here, we will explain the advantages and disadvantages of introducing Microsoft 365.

We will verify whether the introduction of Microsoft 365 is really necessary for the company.

merit

Advantage ① You can always use the latest version and functions

In the case of the perpetual version of Office, it was necessary to adjust the number of licenses owned and the number of users, and license management for each version, so it took a lot of time to take inventory.

On the other hand, with Microsoft 365, licenses can be granted and deleted as appropriate when employees join or leave the company, and the number of employees can be managed as the number of licenses, so the inventory itself is unnecessary.

In addition, since the latest version can always be used, it can be said that there is no additional effort or cost associated with running out of support or updating.

Advantage ② Improved productivity and efficiency in telework

All data created with Microsoft 365 apps is managed on the cloud, and one of the advantages is that it can be operated freely without being restricted by location or device.

Data sharing and joint editing are also possible by utilizing the following cloud services.

It helps to facilitate information sharing and communication within the team.

SharePoint Online OneDrive Document management, version history and access history management, file sharing, etc.
Exchange Online Email transmission/reception, schedule management, etc.
Microsoft Teams Promotion of communication associated with document creation and management work, etc.

Advantage 3: Enhanced security measures

This security measure has changed significantly from the conventional Office.

Microsoft 365 allows administrators with administrative privileges to take advantage of security features such as multi-factor authentication and file encryption.

In addition, since Microsoft 365 has some of the functions of Microsoft Azure Active Directory, it is possible to set data editing permissions and reset passwords on the administrator side.

See also  Thorough explanation of Microsoft 365 Business! What is the difference from the individual plan?

Countermeasures against phishing and malware are also installed, and it can be said that Microsoft 365 has the advantage of being able to work in a highly secure environment.

Advantage 4: Easy to manage costs

Since Microsoft 365 is a flat-rate subscription service, there is also the advantage that the monthly cost is fixed and it is easy to calculate expenses.

Unlike the packaged version, there is no need to manage inventory for each version, so it will also help improve inventory efficiency.

In addition, Microsoft 365 can be contracted not only for annual payments but also for monthly payments, so even if there is a sudden increase or decrease in staff, we can respond quickly.

Demerit

Disadvantages ① Costs are always incurred during the usage period

Microsoft 365 is a subscription-based service, so there are ongoing costs for the duration of the contract.

When considering long-term use, the cost may be higher than the conventional product version of Office, and this point can be said to be a disadvantage of Microsoft 365.

However, the product version of Office is updated once every few years, and the software needs to be replaced each time, so Microsoft 365 is more profitable if you always use the latest version.

Disadvantages (2) Risk of communication failure, etc.

One of the disadvantages of Microsoft 365 is that if a communication failure occurs, it cannot be operated until recovery.

There is no problem with services that can be used offline, such as the desktop version of Office, but caution is required if there is a high degree of dependence on cloud services such as SharePoint Online and Exchange Online.

That said, the likelihood of a large-scale failure occurring in Microsoft 365 is low, and basically it can be considered a rare case.

Disadvantages ③ Need to respond to specification changes

Applications and services included in Microsoft 365 are constantly being updated to the latest version, and it is not uncommon for UI and UX to change due to major updates.

If there is a change that affects the business flow, work such as revision of the manual and review of the business flow will occur, so it can be said that the disadvantage is that the administrative burden increases for the administrator.

[Conclusion] Microsoft 365 is essential for business efficiency

Even though annual and monthly costs are incurred during use, Microsoft 365 is considered to be highly cost-effective when considering the labor and cost of installation and inventory.

Also, the most notable feature is that security measures have been strengthened.

There is no shortage of security measures as a tool used in companies.

For these reasons, if you are thinking about using it continuously as a business efficiency tool, it can be said that the introduction of Microsoft 365 is essential.

merit You can always use the latest version and functions
Improving productivity and efficiency in telework
Strengthening security measures
Easy cost control
Demerit There is always a cost during the usage period
Risk of communication failure, etc.
Need to respond to specification changes

If you want to make a contract, we recommend an authorized dealer


Microsoft 365 licenses can also be purchased from resellers.

Here, we will introduce the reasons why it is recommended to contract with an authorized dealer (agency) and the solution services provided by NEC Networks & System Integration Corporation, which is an authorized dealer, together with Microsoft 365.

Reasons why you should buy from authorized retailers

Bill payment can be specified

One of the advantages of contracting Microsoft 365 through an agency is that you can use bill payment.

Invoice payment is a settlement method in which a company that sells products or services issues an invoice and makes a bank transfer on a set date. How expensive.

In addition, unlike credit card payments, there is no upper limit on the transaction amount, so it is common to use invoice payment when large amounts are involved.

In the case of agencies, many of them are structured so that you can choose between credit card payment or invoice payment, and you can use the payment method that suits your company’s style.

Microsoft officially only accepts credit card payments, so if you want to use bill payment, we recommend signing up through an agency.

You can use plus α service at the same price as direct purchase

Below are Microsoft 365 price plans on the official website and NEC Networks & System Integration.

plan name Apps for Business Business Basic Business Standard Business Premium Apps for Enterprise E3 E5 F3
Official website
(annual contract/monthly payment)
12,360 yen (1,030 yen user/month) 9,000 yen (750 yen user/month) 18,720 yen (1,560 yen user/month) 33,000 yen (2,750 yen user/month) ¥1,500 user/month 4,500 yen user/month 7,130 yen user/month 1,000 yen user/month
NEC Networks & System Integration
(annual contract/annual payment)
12,360 yen 9,000 yen 18,720 yen Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
NEC Networks & System Integration
(monthly contract/monthly payment)
1,236 yen 900 yen 1,872 yen Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
Open price
(inquiry required)
See also  How to install Office and how to add users [Microsoft 365 Business Basic]

*Prices are information as of May 2023

In this way, whether you purchase from Microsoft’s official website or from an agency, the price and content of the license itself will not change.

On the other hand, if you purchase from an agency, in addition to the regular Microsoft 365 service, you may receive the agency’s own services such as support for the introduction of related services and operational support after introduction.

Another advantage of using a domestic agency is that you can receive support in Japanese.

Leave it to NEC Networks & System Integration for the implementation of Microsoft 365

NEC Networks & System Integration is a Microsoft 365 official retailer that sells various plans.

In addition, NEC Networks & System Integration offers a wide range of solutions and services that are useful for the IT and digitalization of business, including the following, and it is possible to provide introduction support together with Microsoft 365.

Canario (Telephone brokerage by AI) AI automatically forwards incoming calls to the office to a designated phone number, chat, or email. No more going to work just to pick up the phone.
DocuSign (electronic contract service) It is a service that reduces costs, resources, time loss, etc. until the conclusion of a contract, and realizes a reduction in back-office work. It is useful for realizing telework.
eeasy (schedule adjustment tool for business) This is a tool that works with Outlook Calendar and Google Calendar to automatically judge free schedules and schedule adjustments. You can collectively manage internal and external schedules.
Neat (device dedicated to remote conferencing) A monitor, speaker, and microphone are integrated, enabling high-quality web conferencing in spaces such as conference rooms.
Slido (Activation of seminars and events) A platform with voting and survey functions. By linking with Teams, you will be able to conduct QA and voting on web conferences.

We can make proposals and support for the development of an optimal business system by utilizing the know-how gained from many introductions and in-house operations, so if you are a company that is worried about DX, please contact us.

[Article summary] Microsoft 365 is essential for companies seeking to improve operational efficiency

  • Microsoft 365 is a subscription-based service, so you can always use the latest versions of Office apps and cloud tools during the contract period.
  • Microsoft 365 can be said to be a more business-specific service in terms of security compared to conventional Office.
  • If you want to introduce Microsoft 365, it is recommended to contract with NEC Networks & System Integration (authorized retailer) rather than Microsoft’s official website

NEC Networks & System Integration provides installation support for various services, including Microsoft 365.

We offer consultation on plans and support for other concerns, so please contact us as soon as possible if you are considering using Microsoft 365.