Office 365 Services

Office 365 and collaboration lets people effortlessly work together. And it brings a modern set of tools to the workforce so everyone can do their best at work.

In this guide, we’re going to explore Office 365 and collaboration. We’ll look at what it is and how it works. On top of this, we’ve even got some user tips for you too.

What is Office 365 and Collaboration

When you think of Office 365, usually you’ll think of it as a cloud-based version of the Office Suite. That includes things such as Outlook, Word and Excel. Whilst the Office Suite is a key aspect, this is just one of the services that it provides. Office 365 is a subscription-based service provided by Microsoft. And it encompasses cloud-based and some non-cloud based services all within one area.

Office 365 hosts a wide range of services. This ranges from Email hosting with Microsoft Exchange Online. In addition to document management storage and sharing functionality with Microsoft SharePoint Online. It also includes file hosting and synchronisation with OneDrive. In addition to being a communications platform. Combining workplace chat, video meetings, file storage and application integration through Microsoft Teams. 

There are also some more advanced platforms such as Customer Relationship Management (CRM Dynamics). As well as business analytics and integration providing complex reporting (PowerBi). Therefore, you can choose a subscription depending on which of these functions you need for your business. 

Furthermore, the good news is that you can mix subscriptions for Office 365 and collaboration. This is great if you require more or less subscriptions for example. These vary in price and functionality and they come with a discount for certain business sectors. Such as non-profit, charity, government or education for example. Thus providing an integrated experience of apps and services.

Benefits of using Office 365 and Collaboration

Office 365 is brimming with features. And below we’ve listed the top Office 365 and collaboration features.

  • Allows users to create, edit and share on PC, Mac, iOS, Android and Windows devices.
  • It works anywhere, depending on your subscription type.
  • You can install up to 5 devices per user, again, this is subject to your subscription type.
  • Office 365 and collaboration it’s flexible. For instance, you can choose different subscriptions based upon your business needs.
  • It allows real-time collaboration.
  • You’ll receive the latest version releases at no additional cost.
  • It will reduce server hardware and running costs. This is because you’ll no longer need dedicated servers for Microsoft Exchange. So long as your subscription includes Exchange.
  • It has advanced security features so you can share data with peers securely.
  • With office 365 and collaboration, you’ll also have the option to share calendars.
  • It overall reduces costs
  • You’re guaranteed 99.9% uptime with a financially backed SLA.
Office 365 suite applications

Problems with Office 365 and Collaboration

There are some concerns about Office 365 and collaboration. Especially when you look at the cloud and potential pitfalls. We’ve listed some of these below.

  • Annual subscription costs have the potential to go up from year to year.
  • If there is an outage or a service issue then you have to depend on Microsoft to fix it. In-house IT has no control over when or how it will be fixed.
  • Any performance issues when it comes to Office 365 and collaboration are out of your control.
  • There are no direct lines to departments. You must raise issues via a website or email.
  • You’ll find status updates difficult to obtain with regards to progress on problems through Office 365 and collaboration.
  • You have no say in backend changes regarding security, updates and configuration.

Office 365 and Collaboration

Office 365 has built in the functionality to collaborate data files with multiple people at the same time, providing a real-time experience. Gone are the days of having lost or duplicated data. Whereby multiple users work on the same file, at the same time, overwriting other peers’ work. Or saving the file multiple times and nobody knowing which file is now the current most up to date version.

With real-time collaboration, Word documents, Excel Spreadsheets and PowerPoint presentations files can now be shared within OneDrive or SharePoint Online. And they seamlessly edit together if you want to work this way. So long as the file has been shared with you and you have edit permissions.

You no longer have to encrypt an email containing a confidential file or emails with multiple versions. And you and your team can be confident knowing that you have the most up-to-date version of the file in question.

SharePoint Sales and Marketing

This is particularly helpful for project workers, contractors or departments who all regularly need access to the same data. And perhaps they don’t close the file when they’ve finished. It’s also good if you’re on the go and quickly need to see something from a mobile device or tablet.

How to Configure Office 365

You must sign-up for an Office 365 Tenant before you can start using any of the services provided by Microsoft Office 365. Configuring your Tenant generally involves six stages:

  1. Configure Cloud admin account(s) and roles.
  2. Set up and provide proof of ownership for any Domains which you wish to link with your Office 365 Tenant.
  3. Decide if you want to integrate Office 365 with an on-premise Active Directory and sync (AD Sync). Or if all of your users will be cloud-based.
  4. Add all your users and groups.
  5. Purchase subscription(s) and assigning.
  6. Configure other services such as email, SharePoint, Teams and Yammer for example.

Subscription Overview

Below is a comparison chart of the main Office 365 subscriptions:

 Subscription TypeOutlookWordExcelPowerPointAccessPublisherExchangeOneDriveSharePointTeamsYammerStreamPowerBiMaximum number of users
Office 365 ProPlusUnlimited
Office 365 E1Unlimited
Office 365 E3Unlimited
Office 365 E5Unlimited
Office 365 Business300
Office 365 Business Premium300
Office 365 Business Essentials300
Office 365 A1 (for students)Unlimited
Office 365 A1 (for faculty and staff)Unlimited
Office 365 A3 (for students)Unlimited
Office 365 A3 (for faculty and staff)Unlimited
Office 365 A5 (for students)Unlimited
Office 365 A5 (for faculty and staff)Unlimited
Office 365 Government G1Unlimited
Office 365 Government G3Unlimited
Office 365 Government G5Unlimited
Office 365 Nonprofit Business Essentials300
Office 365 Nonprofit Business Premium300
Office 365 Nonprofit E1Unlimited
Office 365 Nonprofit E3Unlimited
Office 365 Nonprofit E5Unlimited

Frequently Asked Questions About Office 365 and Collaboration

Here are the most common queries we receive regarding Office 365 and collaboration.

Who Manages my Office 365 Tenant?

By default, the person who creates an Office 365 Tenant is in charge. They’ll have the logon details and they’ll know who has access and what type. If you need someone to manage things on your behalf, Proxar IT Consulting can do this for you. This might include managing things such as licensing, users, groups, Exchange Online, SharePoint Online and Teams for example.

Does my Office 365 Tenant Expire?

Your Office 365 Tenant doesn’t expire. But subscriptions associated with your Tenant are typically annual. So they will need to be renewed

Can I Choose Multiple Office 365 Subscriptions?

Yes, you can mix and match Office 365 subscriptions.

NOTE: Some subscriptions have a maximum number of users limitations. For example, Office 365 Business, Business Essentials, and Business Premium plans each have a limit of 300 users. While the Enterprise plans are for an unlimited number of users. This means you can purchase 300 Business Premium seats, 300 Business Essentials seats, and 500 Enterprise E3 seats on a single tenant.

What is Microsoft Office 365 Uptime Guarantee?

This is when Microsoft provides a 99.9%, financially backed, uptime guarantee.

What is an Office 365 Tenant?

An Office 365 Tenant acts as your business account container and you must sign-up for a free account. During the sign-up, you must complete a basic registration. And the key point is to choose a business name for your Tenant. The Tenant takes on the naming convention of “TenantName.onmicrosoft.com”. If the Tenant name already exists you must choose an alternative name.

With a Tenant, you can manage users, groups, roles, resources, billing and subscriptions. As well as domains, reports, email, SharePoint, Teams,  Flow, OneDrive and Microsoft Search. And also PowerApps, Dynamics 365, Yammer and Azure Active Directory.

What Happens if I Forget my Password?

If this happens then you’ll need to contact Microsoft. They should be able to assist you with resetting your account. For this, you’ll need to prove ownership which Microsoft will advise you about. But it can take a number of days before access is granted again

What Subscription do I Need?

This depends completely on your business requirements. Proxar IT Consulting are CSPs (Cloud Solution Providers) which means we can manage your Office 365 Tenant for you and your licensing. Please contact us for more information regarding subscriptions.

How do I Share a File?

We’re asked this question a lot. So below, we’ll take you through the steps on how to share a file for Microsoft 365 and collaboration.

Method 1 – From Within the File

  1. Open the file you wish to share.
  2. Go to the top right of your screen and click “Share”. Or Click on File and click share.
  3. On the Send Link popup, click on the top box “People in ……. With the link can edit”. You can review or amend the link settings.
  4. Once you’ve made the amendments you need, click apply.
  5. Type in the person or people you want to share the file with. Then press enter.
  6. And to finish, click send.

Method 2 – From File Explorer

  1. Open File Explorer and browse for the file you wish to share.
  2. Right-click on the file and click share.
Office 365 Subscriptions Comparison Chart
How to share an Office 365 file
How to share a file within Office 365
Send Link for Sharing a file
  1. On the Send Link popup, click on the top box “People in ……. With the link can edit”. You can review or amend the link settings.
  2. Once you’ve amended the settings, click Apply.
  3. Type in the person or people that you want to share the file with. Then press enter.
  4. To finish, click send.

Method 3 – From the Web

  1. Open a web browser and sign in to your OneDrive or SharePoint site. Then browse for the file.
  2. Click on the 3 dots and click share.
  3. On the Send Link popup, click on the top box “People in ……. With the link can edit”. You can review or amend the link in settings.
  4. Once you’ve made the amendments, then click apply.
  5. Type in the person or people you want to share the file with, then press enter.
  6. To complete, click send.

Office 365 and Collaboration – Summary

Office 365 and collaboration gives you everything you need to communicate and collaborate. Regardless of whether you have 5 or 5,000 staff.

Office 365 and collaboration means more than just email. Its SharePoint can be used for group document collaboration. The Microsoft Teams can be used for enterprise and has chat and voice features. In addition to OneDrive which can be used for personal work, document storage, and much more.

For more information please contact us