Microsoft 365 is the subscription that includes Word, Excel, PowerPoint, Outlook and OneDrive cloud storage, along with regular updates and, in current plans, AI features built into the apps. Students, office workers, teachers and freelancers rely on it because most employers and institutions still share documents in Office formats. The subscription is sold as individual and family plans, with different features and storage depending on the tier.
This guide explains the practical differences between the plans, when a licence bought outside your organisation makes sense and how ordering works through our store. Microsoft changes plan names, features and included services over time, so confirm the current details on Microsoft’s own site. The Microsoft 365 amount at checkout matches the personal or family tier you select.
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Last updated: October 18, 2026
What you get with a Microsoft 365 subscription
The core apps are Word for documents, Excel for spreadsheets, PowerPoint for presentations and Outlook for email and calendars. OneDrive gives cloud storage that syncs across your devices, so files you edit on a laptop are available on your phone. Updates arrive automatically, and the subscription covers several devices depending on the plan.
In current plans, Microsoft also adds AI assistance inside some apps, such as drafting help in Word or data suggestions in Excel. Those features depend on the plan and region, so check the features list before you rely on them.
Personal or family: which one fits
A personal plan covers one person across their devices and includes a fixed amount of cloud storage. A family plan covers several people, each with their own storage allowance, and it is usually better value when more than one person needs the apps. The number of users allowed on a family plan is set by Microsoft and can change, so confirm it before buying.
Think about who will use the apps. A student who works alone needs the personal plan. A household where two people need Word and Excel for work and study may find the family plan more economical overall.
Students and the free alternatives
Many schools and universities provide Office access to enrolled students. Check with your institution before buying, because that access may already cover you. Microsoft also offers web versions of several apps with a free account. If you only need to open and lightly edit documents, the web apps may be enough, but heavy spreadsheet work and offline editing are better in the desktop versions included with a subscription.
Storage, syncing and file safety
OneDrive keeps your documents in the cloud and synchronises them across devices. Use the Files On-Demand feature to see your full library without filling the disk. Keep important files in one folder so they are backed up automatically, and check the storage meter occasionally so you know whether you are close to the limit.
Do not rely on a single copy. Export a second backup of critical files to a separate drive at intervals, because deleted or corrupted files can sync everywhere at once.
Microsoft 365 against Google Workspace and free tools
Google Docs, Sheets and Slides are free to use with a Google account and work well for collaboration. Their formatting can differ from Office files, however, and many organisations still ask for Word or Excel. Microsoft 365 is the stronger choice when you need advanced spreadsheet functions, complex layouts, offline desktop editing or compatibility with a client’s templates. Choose based on the files you exchange most often.
Ordering through our store
Microsoft subscriptions attach to a Microsoft account, so use the address you want to keep for your files. Read both carefully. Microsoft subscriptions are tied to a Microsoft account, so make sure the email address you give at checkout is the one you want to keep for your documents and storage. If the plan is applied to your own account, the apps will activate after sign-in on your devices.
Your Microsoft 365 order is recorded in the customer panel with its order number. If the apps do not activate as described on the product page, contact support with your order number and a screenshot of the Microsoft sign-in or account page.
Account security and licence rules
Your Microsoft account holds email, documents and billing information, so protect it with a strong password and two-step verification. Be wary of messages asking you to confirm your login through a link, even if they look like official Microsoft notices. Licence terms limit the number of devices and the people who may use a plan, so follow the terms that apply to the plan you buy. Renewals are automatic in most cases, so set a reminder before the renewal date.
Choosing between the desktop apps and the web apps
The desktop apps are better for large spreadsheets, complex document layouts, add-ins and offline work. The web apps are better for quick edits from any browser and for sharing files that colleagues need to view or comment on. Many people use both: the desktop apps for heavy drafting and the web apps when they are away from their own computer. Your files stay in the same place either way, so switching between them costs nothing.
Check your device’s requirements before installing the desktop apps, and keep the operating system updated so the apps run reliably.
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Frequently asked questions
Is Microsoft 365 better than free Office apps?
For heavy document work, advanced spreadsheets and offline editing, the subscription is stronger. For light editing and sharing, the free web apps may be enough.
How many people can use a family plan?
Family plans cover several people under Microsoft's current rules. Check the number of users allowed on the plan before buying.
Does the plan include OneDrive storage?
Each plan includes a set amount of OneDrive storage. Check the amount on the plan details, because it differs between personal and family tiers.
Will my existing Word files open?
Yes. Microsoft 365 uses the same file formats as earlier Office versions, so documents and spreadsheets open normally.
What if the apps do not activate after purchase?
Sign out and back in with the Microsoft account used for the order, then contact support with the order number and a screenshot of the error.