which microsoft business plan includes windows

Microsoft 365 Business Plans Compared

In April 2020 Microsoft changed the names of the Office 365 Business plans to Microsoft 365 Business. Before this name change, we had only Microsoft 365 Business, but now we have Business Basic, Business Standard, Business Premium, and Apps for Business.

Only the names have changed, the price and the features of the plans have stayed the same. In this article, we are going to take a look at the differences between the Microsoft 365 Business plans . We are going to start with a comparison table so you can quickly compare the most important details between the different plans.

Microsoft 365 for Business Plans Compared

In the table below you will find all the details of the Microsoft 365 business plans compared. You can find the prices for your country here at Microsoft.com . Keep in mind that all Business plans are limited to 300 users.

Note Microsoft added new plans without Teams wich are only available in the European Union. These plans are less expensive. Read everything about it in this article

Tip You can mix Microsoft 365 Business plans with Enterprise plans, so if you have more than 300 users, you buy Office 365 E3 plans for the other users.

Microsoft 365 Business Basic

The Microsoft 365 Business Basic plan, formerly known as Office 365 Business Essentials, is the perfect plan if you don’t work a lot in Word, Excel, or Outlook.

In the Business Basic plan, you don’t get the desktop apps , so you can’t install Word, Excel, Outlook, etc on your desktop. But you can use those applications online in your browser.

The browser versions of these apps work perfectly for light usage. Outlook Online is great to work with, it has all the important features just like the Outlook app. Word and Excel Online also work fine if you need to write an occasional letter or spreadsheet.

What makes the Business Basic plan so great is that you get Exchange Online with 50Gb mailboxes OneDrive and SharePoint. So you can use all the benefits of Office 365 (safely storing your data in the cloud, easily working together and sharing documents, etc.), for only $5 per month.

Microsoft 365 Business Standard

This is basically the default Microsoft 365 plan for small businesses ( hence the name 😉 ). Microsoft 365 Business Standard , formerly known as Office 365 Business Premium, contains everything a small business needs.

It comes with desktop apps so that you can install Outlook, Word, Excel, etc. on your desktops, and it comes with a lot of online business apps.

The desktop apps have of course a lot of advantages over the online versions, but the most important ones are that you can use add-ins (for your business applications for example) and macros . Something that is not possible with the online versions.

Business Standard comes with a couple of Online Business Applications that are only available in Standard and Premium.

• Outlook Customer Manager – a Lite CRM system based on Outlook
• Microsoft Teams Shifts – Built-in Microsoft Teams to plan shifts and tasks
• Microsoft Bookings
• Microsoft Invoicing

Microsoft 365 Business Premium

Business Premium is an original Microsoft 36 plan, it was formerly known as Microsoft 365 Business. It comes with everything that Business Standard has with the addition of a couple of security features/services and a Windows 10 Pro license.

Windows 10 Pro License

The Windows 10 Pro license is a pretty strange one compared to the other plans, so let me explain it a bit. Some of the advanced security features that come with Business Premium don’t work on older versions of Windows or on Windows 10 Home.

So to make full use of the security features, you get a Windows 10 Pro license. Now to be clear, you can only upgrade Windows 7 or 8 Pro to Windows 10 Pro. You can’t upgrade Windows 10 Home to Pro.

Advanced Security Features

The advanced security features help you to stay protected against cybersecurity threats. It protects you from phishing emails and ransomware.

Another important feature is the Azure Information Protection. If you are working with a lot of sensitive data, then you absolutely don’t want the data to be accidentally shared with others. With Information Protection you can classify, label, and encrypt data so it can’t be shared accidentally.

Keep in mind that settings up these features require some knowledge about Office 365, so it might be a good idea to get an IT/Office 365 Consultant to help you set it up correctly.

Microsoft Intune

The last important addition to this Premium Microsoft 365 Business plan is Intune. With Microsoft Intune, you can manage and protect your mobile devices. Keep in mind data mobile devices are easily getting lost or stolen, so you want to make sure that those are fully protected and easily can be wiped clean when lost.

Microsoft 365 Apps for Business

This plan doesn’t really belong here in this comparison, but I have put it in because of the name and the confusion it might cause. You should actually really compare this plan with just buying Office 2019 in my opinion.

Basically, Apps for Business is only the Office applications (Word, Excel, Outlook, etc.) with the advantage that you also get Online versions, continuous updates, and 1Tb OneDrive storage. But you don’t get SharePoint or Exchange Online.

So you will have to host your email somewhere else, store your files locally (or in OneDrive) and you won’t get any of the advantages of Office 365.

The Microsoft 365 Business Standard plan is for most businesses the best plan to choose. It comes with the Office apps, and all the cloud features and it’s reasonably priced. If you are still in doubt, you can always start with a trial of Business Standard .

Make sure you also check the following articles:

• Microsoft 365 Business Standard vs Office 365 E3
• Office 365 Branding
• Setup Multi-Factor Authentication in Office 365

You may also like the following articles

How to set up Microsoft Entra Verified ID

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5 thoughts on “microsoft 365 business plans compared”.

M365 Business Premium comes with Windows 10 Business, not Pro. Win 10 Pro is a requirement for Business.

Hi Can M365BP be combine with M365Standard or basic after BP has exceed the 300 limit ?

So 300MBP and 50MBS and so on.

Yes, that is possible.

your statement on Win 10 pro is wrong. Premium CANNOT upgrade a home to pro. I asked microsoft directly to confirm.

“Windows 10 Pro License The Windows 10 Pro license is a pretty strange one compared to the other plans, so let me explain it a bit. Some of the advanced security features that come with Business Premium don’t work on Windows 10 Home. In small companies, you see more Windows 10 Home devices, because people are using a (former) personal device or buy the more affordable computers with Windows 10 Home on it.

So to make full use of the security features, you get a Windows 10 Pro license. Installing it is pretty simple, all you need to do is change the license key and your Windows 10 Home installation will be upgraded to Pro.”

You are correct. I have updated the article.

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Copilot for Microsoft 365 is now available for small and medium-sized businesses.

Find the best Microsoft 365 plan for your business

Customers can choose between plans with and without microsoft teams., microsoft 365 business basic.

Originally starting from AU$9.00 now starting from AU$9.00

AU$9.00 AU$9.00

(Annual subscription–auto renews) 1

Apps and services to kick-start your business, including:

Identity, access, and user management for up to 300 employees

Custom business email ([email protected])

Web and mobile versions of Word, Excel, PowerPoint, and Outlook 4

Chat, call, and video conference with Microsoft Teams

1 TB of cloud storage per employee

• 10+ additional apps for your business needs (Microsoft Bookings, Planner, Forms, and others)

Automatic spam and malware filtering

Anytime phone and web support

Microsoft 365 Business Standard

Originally starting from AU$18.70 now starting from AU$18.70

AU$18.70 AU$18.70

Everything in Business Basic, plus:

Desktop versions of Word, Excel, PowerPoint, and Outlook

Webinars with attendee registration and reporting

New : Collaborative workspaces to co-create using Microsoft Loop

New : Video editing and design tools with Microsoft Clipchamp  

Copilot for Microsoft 365 available as an add-on. 3

Microsoft 365 Business Premium

Originally starting from AU$32.90 now starting from AU$32.90

AU$32.90 AU$32.90

Everything in Business Standard, plus:

Advanced identity and access management

Enhanced cyberthreat protection against viruses and phishing attacks

Enterprise-grade device and endpoint protection

Discover, classify, and protect sensitive information

Microsoft 365 Apps for business

Originally starting from AU$13.00 now starting from AU$13.00

AU$13.00 AU$13.00

Desktop versions of Word, Excel, PowerPoint, and Outlook:

 Desktop versions of Word, Excel, PowerPoint, and Outlook

1 TB of cloud storage per user

Add Copilot to your Microsoft plan 3  

Sign in to add Copilot to your existing Microsoft 365 business plan.

If you’re not an existing customer, buy a Microsoft 365 plan to get started.

Explore Microsoft 365

Help me choose the right Microsoft 365 plan

Learn more about microsoft 365 for business, learn more about microsoft 365 for enterprise, get just the microsoft 365 desktop apps, other suggested products.

Visio: Flowchart software. Different plans available Project: Project management software. Different plans available

Frequently asked questions

What is microsoft 365.

Microsoft 365 is the productivity cloud designed to help everyone achieve what matters, in their work and life, with best-in-class Microsoft 365 apps, intelligent cloud services, and advanced security.

On how many devices can I install Microsoft 365 apps if I have a Microsoft 365 business plan?

Install Microsoft 365 apps on up to five PCs or Macs, five tablets, and five mobile devices. Hybrid Windows devices, such as the Microsoft Surface Pro, count as either a PC or a tablet.

What forms of payment can I use?

All major credit cards are accepted. When paying with a credit card, your subscription amount will appear on your credit card statement. Existing customers may be eligible to pay by invoice and can contact support to check their eligibility for this payment method.  Learn more about paying by invoice . For Microsoft 365 business plans, depending on your choice of service, you'll be billed monthly or annually.

What's the difference between monthly, annual, and annual commitment payments?

To provide you with the greatest amount of flexibility, different payment options are available.

Microsoft 365 Business Basic, Microsoft 365 Apps for business, Microsoft 365 Business Standard, and Microsoft 365 Business Premium plans are available for monthly commitment payment or annual commitment payment.

• Monthly commitment payment:  Pay month by month and cancel at any time.
• Annual commitment payment:  Sign up for a one-year subscription and benefit from a discount for using this payment option. By default, your billing plan will be set to monthly billing. After your purchase, you can change your billing plan to annual billing within the Microsoft 365 admin center. The Microsoft 365 Enterprise and Office 365 Enterprise plans (including standalone plans such as Exchange Online) and Microsoft 365 Apps for enterprise are available for annual commitment payment.
• Annual commitment payment:  Sign up for a one-year subscription and choose to pay monthly or for the entire year at the time you sign up.

Can I convert my trial to a paid subscription and retain all my settings and files?

Yes. If you purchase Microsoft 365 licenses for the accounts you create during your free trial, the information and configuration for these users' accounts will remain intact. Once your free trial expires, you’ll have an additional 30 days to purchase Microsoft 365 before your account information is erased. Once your trial account information has been erased, it can’t be retrieved.

Does Microsoft 365 work when I'm not connected to the internet?

The Microsoft 365 apps that you install on your PC or Mac—such as Word, Excel, PowerPoint, and Outlook—are available to you when you’re not online. 

With OneDrive in Microsoft 365, get file storage that you can access when you’re offline. When you make changes while offline, they’ll be synced to OneDrive and across the rest of your devices when you reconnect.

With Outlook, read emails already delivered to your inbox, or draft new emails and meeting requests. Your inbox and outbox will sync across the rest of your devices when you reconnect.

What happens to my data if I cancel my subscription?

Your data is yours. If you decide to cancel your Microsoft 365 subscription, download your data—for example, your email and documents on team sites—and save it to another location. You should save your data before you cancel. After you cancel your subscription, data associated with your Microsoft 365 account will be available to your administrator(s) in a limited function account for 90 days.

Where can I find more answers to frequently asked questions?

Find more answers to frequently asked questions on the  Microsoft 365 for business FAQ page .

What is Microsoft Defender for Business?

Microsoft Defender for Business is an endpoint security solution designed to help businesses with up to 300 employees. It helps protect against cybersecurity threats, including malware and ransomware, in an easy-to-use, cost-effective package. Microsoft Defender for Business is included with Microsoft 365 Business Premium and is available as a standalone product.  Learn more .

How many users can I host for online meetings and video calls using Microsoft Teams?

With Microsoft 365 Business Basic, Microsoft 365 Business Standard, and Microsoft 365 Business Premium subscriptions that have a Microsoft Teams license, you can host online meetings and video calls for up to 300 people.

With Microsoft 365 E3 and E5, Microsoft 365 A3 and A5, and Microsoft 365 Government G3 and G5 subscriptions that have a Microsoft Teams license, this limit increases up to 1,000 people. Learn more . 

For IT providers, what are the options to manage more than one customer at a time?

IT service providers can use Microsoft 365 Lighthouse to secure their Business Premium customers at scale. Learn more .

Copilot for Microsoft 365 frequently asked questions

Find more answers to frequently asked questions. Learn more .

• [1] Once your paid subscription begins, cancellation policies vary based on your status as a new customer and your product and domain selections on Microsoft. Learn more . Cancel your Microsoft 365 subscription any time by going to the Microsoft 365 admin center. When a subscription is canceled, all associated data will be deleted. Learn more about data retention, deletion, and destruction in Microsoft 365 .
• [2] After your one-month free trial ends, your subscription will automatically convert into a 12-month paid subscription and you will be charged the applicable subscription fee. Cancel anytime during your free trial to stop future charges. Credit card required to sign-up. Learn more .
• [3] Copilot for Microsoft 365 may not be available for all markets and languages. To purchase,  enterprise customers  must have a license for Microsoft 365 E3 or E5 or Office 365 E3 or E5, and  business customers  must have a license for Microsoft 365 Business Standard or Business Premium, or a version of these suites that no longer includes Microsoft Teams.
• [4] iOS and Android require separate app download. Availability of mobile apps varies by country/region.
• [5] Availability of Audio Conferencing and Calling plans varies by country/region.  See countries and regions that are supported  for more information.

Connect with Microsoft 365 :

• Chat with sales
• Contact sales

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Microsoft 365 Plans Explained: SMB, Frontline Worker & Enterprise User

Microsoft 365 is an all-in-one platform that helps teams of all sizes stay connected and productive . It offers a simplified user experience, collaboration capabilities, and cloud-based accessibility, making it easier for employees to work from anywhere with improved productivity and seamless communication. Microsoft 365 includes a suite of security and compliance tools to ensure a cohesive work environment and create the modern workplace.

In this blog, you will find:

🗒 Microsoft 365 and its Plans

🏪 Microsoft 365 for Small and Medium Businesses

👩‍⚕️ Microsoft 365 for Frontline Workers  

🏢 Microsoft 365 for Enterprise Users  

⏱ Achieve Optimal Efficiency with Your Business Applications

In this blog, we will explore how you can select Microsoft plans according to your business needs. You will also learn about the features and tools that Microsoft 365 offers and how to make the most of them.

These blogs may interest you:

Complete Microsoft 365 License Guide for Your Organization

All You Need to Know about The New Windows 365 OS!: A Cheat Sheet

Office 365 Apps & Services: What They Are & When to Use Them

Microsoft 365 and its Plans

Microsoft 365   is the productivity cloud that combines best-in-class Office apps with powerful cloud services, device management, and advanced security. Microsoft 365 gives you the tools to empower teamwork, secure data, and simplify IT management with various features, including: 

🏢 Office applications:  Microsoft 365 includes a suite of Office applications, including the latest versions of Word, Excel, PowerPoint, Outlook, OneNote and more. These apps enable users to create, share and collaborate on documents in real time with colleagues and customers.

☁️ Cloud-Based Services:  Microsoft 365 also provides cloud-based services such as Exchange Online, SharePoint Online, OneDrive for Business and Teams. These services offer a variety of features to help organizations collaborate more efficiently and increase productivity.

💻 Device Management:  Microsoft 365 makes it easy to manage devices with the Microsoft Intune mobile device management service. This enables administrators to enroll devices, deploy applications, and configure settings across various devices.

🔒 Advanced Security:  Microsoft 365 helps organizations protect their data with advanced security features, including Windows Hello, Microsoft Advanced Threat Protection, and Azure Information Protection.

Microsoft 365 Plans   🗒️

The Microsoft 365 plans   range from Business Basic to Enterprise E5, and the plan that best meets your needs depends on the size of your organization. The different plans offer a range of features to suit any business, such as Office applications, cloud storage, enterprise-grade security and compliance tools, data protection, and analytics.

🏪 Small and Medium Businesses: up to 300 users

• Microsoft 365 Business Basic : includes Exchange Online, SharePoint Online, Teams, and Office apps (including Word, Excel, and PowerPoint).

• Microsoft 365 Business   Standard : includes all the features of Microsoft 365 Business Basic, plus security features like Advanced Threat Protection and Microsoft Identity Manager.

• Microsoft 365 Business Premium  includes all the features of Microsoft 365 Business Basic and Standard, plus device management tools such as Intune and Windows Autopilot.

👩‍⚕️ Frontline Workers: up to 300 users  

• Microsoft 365 F1 : It includes all the features of Microsoft 365 Business Basic, plus shift management and task management tools such as StaffHub and Kaizala.

• Microsoft 365 F3 : It includes all the features of Microsoft 365 F1, plus advanced security and compliance tools such as Advanced Threat Protection and Azure Information Protection.

🏢 Enterprise Plans: Unlimited Number of Users

• Microsoft 365 E3 : includes all the features of Microsoft 365 Business Premium plus advanced security and compliance tools such as Advanced Threat Protection, Windows Hello for Business, and Azure Information P rotection.

• Microsoft 365 E5: includes all the features of Microsoft 365 E3 plus compliance, analytics, and reporting tools such as Power BI Pro and Cloud App 

Microsoft 365 for Small and Medium Businesses   🏪  

Microsoft 365 offers a range of subscription plans and tools to suit different teams and work styles, and Microsoft 365 plans are available in four different tiers for small and medium organizations:

☑️ Microsoft 365 Apps for business : offers just a small subset of the Office apps

☑️ Microsoft 365 Business Basic : the entry-level subscription plan providing basic Office apps and cloud storage.

☑️ Microsoft 365 Business Standard : adds security features like Advanced Threat Protection and Microsoft Identity Manager.

☑️ Microsoft 365 Business Premium : includes all the features of the Standard plan plus device management tools such as Intune and Windows Autopilot

Each plan offers unique features and pricing, so evaluating your needs is essential before selecting the right strategy.

Office 365 E3 or Microsoft 365 Business Premium? ⚖️

One of the comparisons that many small and medium businesses make is to consider Office 365 E3 and Microsoft 365 business premium, so let’s compare the two here.

💰 Price : One of the reasons that many businesses make this comparison is that the price is reasonably close. It’s $30.60 CAD/user/month or $23 USD for O365 E3 and $28.20 CAD/user/month or $22 USD for Business Premium.

👨‍💻 Number of Users : Office 365 E3 can be used with unlimited users, whereas Microsoft 365 Business Premium is for businesses with up to 300 users.

📑 Features : Office 365 E3 and Microsoft 365 Business Premium include tools like Data Loss Protection, Exchange online archiving and Office365 message encryption. But there are additional tools provided to in Microsoft 365 Business Premium including:

• Microsoft Defender for Office 365 to block malicious attachments and links in emails,

• Azure Information Protection to help protect sensitive content and,

• Microsoft Intune to manage devices and apps from the cloud.

Microsoft 365 Business Premium also offers an end-of-support solution for Windows 7 and Office 2010.

Microsoft 365 Business Premium or Microsoft 365 E3?   

The choice between Microsoft 365 Business Premium or E3 also depends on the size of your organization and the features you need.

💰 Price : The price per user for Microsoft 365 Business Premium is $28.20 CAD /user/month or $22 USD, while the cost per user for Microsoft 365 E3 is $47.00 CAD /user/month or $36.00 USD.

👩‍💻 Number of Users:  Microsoft 365 Business Premium is a subscription plan available for businesses with up to 300 users, while the E3 plan can be used with unlimited users.

🏷️ Windows 10 edition :

☑️ Premium Windows 10 Business has cloud services and device management capabilities that complement Windows 10 Pro and enables the centralized management and security control like Microsoft 365 Business Premium .

Windows 10 Business also has premium Microsoft Defender features like Controlled Folder Access and Network Protection for web-based threats. It also includes Windows Autopilot, a service that streamlines the deployment of new Windows 10 PCs.

If you have devices licensed for Windows 7, 8, and 8.1 Professional, Microsoft 365 Business Premium upgrades your devices to Windows 10 Pro, which is the prerequisite for deploying Windows 10 Business.

☑️ Windows 10 Enterprise E3  is a new offering that delivers, by subscription, exclusive features reserved for Windows 10 Enterprise edition. This offering is available through the Cloud Solution Provider (CSP) channel via the Partner Center as an online service which is also how  M365 E3  is purchased. Windows 10 Enterprise E3 provides a flexible, per-user subscription for small- and medium-sized organizations (from one to hundreds of users).  

🖥️ On-premises server rights : Microsoft 365 E3 only includes on-premises server rights. If you have licenses for on-premises servers, you can continue to access them with a Microsoft 365 E3 license (also called Cal equivalence rights).

🧑‍🤝‍🧑 Shared Computer Activation : Both solutions let you deploy the Microsoft 365 apps to computers for multiple users to access. The most common shared computer activation scenario is deploying the applications to shared computers using remote desktop services or RDS.

💻 Azure Virtual Desktop :  Both licenses include the AVD service. It is a Microsoft Azure-based system for virtualizing its Windows operating systems, securely providing virtualized desktops and applications in the cloud. It is aimed at enterprise customers rather than at individual users.

Microsoft 365 for Frontline Workers 👩‍⚕️

Front-line workers are people whose primary role is to work directly with customers or the general public, providing services, support, and selling products or workers involved in manufacturing and distributing products or services.

☑️ Microsoft 365 F1 : It is designed to provide the specialized tools and services frontline workers need to be successful in their roles. It offers a comprehensive set of features, including Office apps like Word, Excel, PowerPoint and Outlook; cloud storage options; Microsoft Teams for collaboration and communication; and Enterprise Mobility + Security (EMS) for device management and security.

☑️ Microsoft 365 F3 : Microsoft 365 for frontline workers is a more comprehensive plan that includes additional features such as Exchange Online, SharePoint Online, Threat Protection, Windows Hello for Business and advanced security tools.

☑️ Office 365 F3 : Office 365 F3 includes Exchange Online, SharePoint Online, Teams, Office apps, EMS + Security and advanced security tools. It is designed for frontline workers who need the most up-to-date features to stay productive in their roles.

Microsoft 365 F1/F3: License Eligibility for Frontline Workers 👨‍🚒  

Microsoft 365 Frontline Worker licenses may only be assigned to users who satisfy one or more of the following conditions:

• Uses a primary work device with a single screen smaller than 10.1 inches.

• Shares their primary work device with another qualifying Microsoft 365 or Office 365

• Frontline Worker licensed user during or across shifts.

Licensed Microsoft Frontline users must also use the device as their primary work device. Any software or services accessed from the shared device requires the device or users to be assigned a license that includes those software or services.

Windows Scenarios: Windows 10 Enterprise E3 is included in Microsoft 365 F3 👩‍🚒

There are different deployment options to choose according to your deployment conditions. With different deployment options available, customers can choose the best option that suits their needs. Let's check them one by one:

✔️Options 1 & 2. Install Windows 10 E3 locally or Run Virtual Machines (VMs), If

• a qualifying operating system is used

• this is available in your Enterprise Agreement (EA)

• this is available in your Cloud Solution Provider (CSP) program 

 ✔️Option 3. Use Azure Virtual Desktop service, If

✔️ Option 4. Run Virtual Machines (VMs) in a customer hosted Virtual Desktop Infrastructure (VDI), If 

Microsoft 365 for Enterprise Users 🏢

For Enterprise users,  Microsoft 365 E3  and  E5 provide the most comprehensive set of features for enterprise-level organizations. They are designed for larger businesses that need the most up-to-date features to stay productive in their roles.

Microsoft 365 E5  adds incremental value to  Microsoft 365 E3  across these solution areas.

Microsoft 365 E3 and E5 🙂 

Microsoft 365 E3/E5 are tailored for larger businesses that need the most up-to-date features to stay productive in their roles. Microsoft 365 E3 is ideal for organizations that need basic security and productivity tools, while Microsoft 365 E5 provides more comprehensive security and collaboration capabilities.

🛡️ Security offerings  include Azure Active Directory Premium Plan 2, Microsoft Cloud App Security, Microsoft Defender for Endpoint, Microsoft Defender for Identity, and Microsoft Defender for Office 365 Plan 2. These can be acquired as individual add-on licenses to Microsoft 365 E3 or as a security suite. There are licensing simplifications and cost advantages if you acquire the  Microsoft 365 E5 security plan  rather than the standalone licenses.

🎛️ Compliance offerings are often called mini suites since they are collections of licenses for individual services. These are Information Protection and Governance, Insider Risk Management and eDiscovery and Audit. Customers can choose to acquire a single one of these mini suites on top of their Microsoft 365 E3 license or purchase a fuller suite, which is a Microsoft 365 E5 compliance plan.

📞 Calling and Meetings : phone systems and audio & video conferencing are part of the Microsoft Teams experience. 

📊 Analytic capability : Power BI allows organizations to gain deeper insights on their performance.  

Achieve optimal Efficiency with Your Business Applications

Choosing the right business applications for your organization is the first step. Implementing them is another. Here are ways to achieve optimal efficiency while implementing the business applications you've chosen. 

If you're interested in any of the following products, we can help answer your questions and let you know about available free trials. Get licensing details for:

• Windows 11

• Office 365

• Enterprise Mobility + Security (EMS)

• Microsoft 365

• Dynamics 365

Connect with us and get help with moving to the next level of productivity.

Content from: ProServeIT Academy 2022 Microsoft Licensing by Joy Fajardo

Edited by: Betty Quon & Hyun-Jin Im

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• Azure Virtual Desktop
• Microsoft Identity Protection Service
• Email and Apps Protection Service
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• Device Management Service
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• Microsoft Managed Services for SMBs
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Comparison of Microsoft 365 Business Plans

Ever lost an important document or forgotten to take it with you when it was due the same day? Ever had to wait on your colleague's email response? If yes, then you must know the frustration that comes with the traditional ways of working. Many small and medium businesses are still operating like that. The main reason is that it seems daunting for them to initiate such a significant transition.

But with the introduction of remote work and advancement in work technologies, increased businesses are shifting to cloud-based solutions. Moving to the cloud is critical if you want to collaborate with your clients and partners in today's fast-paced world. And if you're one of those business owners who are still in the process of deciding, we've done the research for you!

If you're short of time and prefer video content, we've got you covered! Watch our latest YouTube video. But if you prefer to read, we also have a detailed blog post for you to dive into.

This blog will compare Microsoft 365 Business plan for small and medium businesses . Over the years, Microsoft has perfected its cloud technologies to help businesses of all sizes with their growth and efficient work practices. Microsoft offers products and tools that not only provide various productivity solutions but also come with enterprise-level security across all your devices. Should you wish to explore how the Microsoft 365 Business plans compare to Microsoft Enterprise plans, we have a blog that presents a detailed comparison of Microsoft 365 Business plans vs. Microsoft Enterprise plans.

Microsoft 365 Suite for Business

Microsoft 365 business plan is a suite of productivity and collaboration tools that can bring a range of benefits to businesses of all sizes. Some of the key benefits include:

• Improved productivity: Microsoft 365 offers a range of tools, such as the Office Suite (Word, Excel , PowerPoint, Outlook, etc.) and cloud storage (OneDrive and SharePoint), that can help businesses to create, share, and collaborate on documents and share files with ease.
• Better communication and collaboration: Microsoft 365 is a productivity cloud that includes communication and collaboration tools such as Teams, Skype, and email, which can help businesses to stay connected and work together more effectively, whether they are working in the same office or remotely.
• Enhanced security and compliance: Microsoft 365 include advanced security and compliance features such as Advanced Threat Protection, Azure Active Directory, and Cloud App Security, which can help businesses to protect sensitive data and comply with industry regulations.
• Mobile device management: With Microsoft 365 business plan, businesses can manage and secure mobile devices, ensuring that employees can access the tools and resources they need from anywhere, at any time.
• Cost savings: By using a subscription-based model, businesses can save money on software costs and avoid the need for expensive upgrades.
• Scalability: Microsoft 365 is a flexible solution that can scale to meet the needs of businesses of any size, allowing them to add or remove users as needed.
• Continuous updates: Microsoft 365 is regularly updated with  new Microsoft 365 features and security updates, ensuring that businesses always have access to the latest tools and capabilities.

All Microsoft 365 Business Plans

The Microsoft 365 Business suite has three individual plans, including:

Microsoft 365 Business Basic

Microsoft 365 business standard, microsoft 365 business premium.

Microsoft 365 Business Basic is preferable for startups. It comes with the basic set of tools and applications required by a small number of users. This plan includes 1 TB of cloud storage per user and supports a maximum of three hundred users. It also includes web and mobile app versions of Office apps, including Microsoft Teams for communication, and SharePoint for collaborating on documents. In addition, you also get access to a User Business-Class Email with a custom domain and standard security and protection capabilities. The Basic plan is a cost-effective solution for small businesses, providing access to the core productivity and collaboration tools at a lower cost compared to other plans.

The Microsoft 365 Standard plan is designed for small to medium-sized businesses that want to take advantage of a more comprehensive set of productivity and collaboration tools. This plan has all the benefits included in the M365 Business Basic plan along with additional tools and features. Additionally, it includes installable desktop apps of Word, Excel, and PowerPoint (along with web and mobile versions of Office 365 apps), and a ccess to database and data visualization.

Microsoft 365 Business plan premium is suitable for larger businesses with up to three hundred users and offers advanced security options. In addition to all the tools and features available in M365 Business Standard, Business Premium 365 also includes device management, control access to company data, and cyber threat protection. You will get access to Microsoft Intune , and Azure Information Protection for privacy controls. You can restrict the copying and saving of company information to unauthorized apps and locations with app protection for Office mobile apps.

Microsoft 365 Business Premium Features:

The Microsoft 365 Business Premium license provides businesses access to a comprehensive set of productivity tools and services. One of the key Microsoft 365 Business Premium features is access to popular applications such as Microsoft Word, Excel, and PowerPoint, as well as Exchange for email and calendar, and SharePoint for team collaboration and content management. Additionally, the license provides users with access to Microsoft Teams, which allows for seamless communication and collaboration both internally and with external partners.

Microsoft 365 Business Premium Pricing:  

When it comes to Microsoft 365 Business plan Premium pricing, the cost of the license depends on the number of users and the length of the subscription. The license can be purchased on a monthly or annual basis, and discounts are often available for multi-year commitments. The Microsoft 365 Business plan Premium price is designed to be affordable for small and medium-sized businesses, making it excellent value for organizations looking to improve their productivity and collaboration.

Microsoft 365 Business Premium Security:  

The Microsoft 365 Business plan Premium cost is offset by the features and benefits it provides to businesses. One of the key Microsoft 365 Business plan Premium features is the ability to access productivity tools and services from anywhere, on any device. The license also includes robust security features, such as Advanced Threat Protection and device management, which help protect businesses from cyber threats and data loss. The Microsoft Business Premium cost also includes regular software updates, ensuring that businesses always have access to the latest versions of the productivity tools they need. Overall, the M365 Business Premium cost is a small investment that can provide significant benefits to businesses, helping them to be more productive, secure, and competitive.

High-level Comparison of the Microsoft 365 Business Plan

Ready to make a decision.

In conclusion, Microsoft 365 business plan offer a range of intelligent cloud services and features that can help businesses to improve productivity, protect sensitive data, and stay connected with their teams. From Office Suite and cloud storage to communication and collaboration tools, these plans are designed to meet the needs of businesses of all sizes.

When choosing a Microsoft 365 business plan, it's important to consider the specific needs of your business and the features that will be most beneficial to you. And if you are looking for a service provider to help you set up and manage your Microsoft 365 business plan, Communication Square can be a great fit for you. Contact Communication Square today to learn more about how they can help your business to thrive with Microsoft 365.

Last Updated 3 weeks ago

About the Author

Fasiha is a tech enthusiast who possesses a passion for all things technology. She also enjoys indulging in reading and writing as a form of self-expression and personal fulfillment.

Fasiha Fajar

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Have questions before purchasing office 365.

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How it works:

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• Manage your subscription
• Manage payment method
• Renew your subscription
• Turn recurring billing on or off
• When subscription expires
• Cancel Microsoft 365
• Microsoft 365 subscription refunds
• Share Microsoft 365 Family
• Stop sharing Microsoft 365 Family
• You received an invitation to share
• Switch between Microsoft 365 subscriptions
• Switch to a business subscription
• Transfer to a different Microsoft account
• About accounts
• Sign in to Microsoft 365
• Why you need to sign in
• Forgot account or password
• Get started at Microsoft 365.com
• Meet the Microsoft 365 app launcher
• Check version
• Microsoft 365 for home or business
• What business product do I have?
• Difference between Microsoft 365 and Office 2021
• Difference between home and business plans
• Difference between Microsoft 365 and free web apps
• Can't install or manage Office or Microsoft 365
• Parental permission when signing in to Office or Microsoft 365

What Microsoft 365 business product or license do I have?

There are several Microsoft 365 for business plans that you or your organization can choose from when you sign up for one of Microsoft's cloud services. After your organization signs up for Microsoft 365, the admin can assign different Microsoft 365 licenses to each user account. The different licenses include different services, such as SharePoint in Microsoft 365 and Skype for Business Online. See the different Office 365 for business plans .

Note:  This topic is for Microsoft 365 for business. If you have an Office for home product and you're looking for where to install Microsoft 365, see Install or reinstall Office on a PC or Mac . To see what Office for home products you have a license for, sign in with your Microsoft account to Services and subscriptions .

If you experience a problem in Microsoft 365 – for example, you can’t use or install Microsoft 365 on a device – it could be that you don’t have the necessary license that enables that service or you don't have a subscription that includes the desktop applications which require installation. To fix this, you can contact your admin or IT staff for help, or if you're the admin, you can add the license yourself.

What Office 365 business product or license do I have?

If you work in an organization that uses Office 365 for business, use the steps below to find out what Microsoft 365 for business product or license you have. If you're an admin and you want to know what Microsoft 365 subscriptions have been purchased for your organization, follow the steps in What Office 365 for business subscription do I have? instead.

Select your Office 365 plan immediately below, then follow the steps:

• Select your Offic 365 plan
• Office 365 operated by 21 Vianet (China)
• Office 365 Germany

Sign in with your work or school account at www.office.com/signin .

Click Settings , and then under My app settings , choose Office 365 .

On the My account page, choose Subscriptions .

You’ll see the services that you're licensed to use, such as the latest desktop version of Microsoft 365, SharePoint in Microsoft 365 or OneDrive for work or school, and Exchange Online.

You’ll also see the version of the service you're using, such as Plan 1 or Plan 2 .

Tip:  The latest desktop version of Office means you get an Microsoft 365 subscription with Word, Excel, PowerPoint, and others. SharePoint Online means you get OneDrive for work or school and team sites. And Exchange Online means you get email.

Sign in with your work or school account at login.partner.microsoftonline.cn .

Sign in with your work or school account at portal.office.de .

What happens if I don’t have an Office 365 business product or license?

A lot of things can happen if you don’t have the necessary Microsoft 365 for business product or license. Here are some examples:

You try to install Microsoft 365 on your PC from Microsoft 365 but discover that there is no installation button.

You try to use Word for the web, Excel for the web, or other Microsoft 365 for the web products and end up on the Microsoft 365 Settings page showing that you don’t have the needed license.

You try to sign in to OneDrive for work or school but can't access the site or get an error message.

You try to install Office for iPad from the Apple App store and get an error that your subscription is not entitled to use the app.

You try to use Office for iPad and find that Microsoft 365 apps like Word, Excel, and PowerPoint are in read-only or view mode.

Tip:  For more about issues relating to installing Microsoft 365, see Troubleshoot installing Office .

What can I do if I don’t have the needed product or license?

If you don’t have the product or license you need, contact your Microsoft 365 admin or IT staff for help in getting that license or finding an alternative.

Or, if you are the admin, you can add the license yourself. See Buy licenses for your Office 365 for business subscription and Assign licenses to users in Office 365 for business .

In some cases, an admin may need to add an Microsoft 365 plan or switch you to an Microsoft 365 plan that includes the services you need. See Switch to a different Office 365 for business plan .

Learn more about the different Office 365 for business plans available to your organization.

Need more help?

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Microsoft 365 subscription benefits

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M365 Business Premium - contains Windows license or not?

We are trying to find out the final answer, does M365 Business Premium contain Windows Pro/Business license or not. From M365 Admin Portal, I see that Windows Business app is available for users assigned with premium license, but this article says that only the upgrade from existing Pro is supported: https://learn.microsoft.com/en-us/microsoft-365/business-premium/m365bp-upgrade-windows-pro?view=o365-worldwide&source=recommendations#purchase-windows-10-or-11-pro-to-upgrade-from-windows-10-or-11-home

In our case, customer is buying low level consumer laptops with Windows Home version and reinstall them with USB installation media to Pro/Business. Is that supported without buying Professional license additionally?

Here below is the screenshot from User's apps in M365 admin center.

Microsoft 365 Formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line. 3,718 questions Sign in to follow

Windows 11 A Microsoft operating system designed for productivity, creativity, and ease of use. 8,070 questions Sign in to follow

Microsoft Intune A Microsoft cloud-based management solution that offers mobile device management, mobile application management, and PC management capabilities. 4,283 questions Sign in to follow

After carefully reviewing the service description of Microsoft 365 Business Premium, I found that it offers an upgrade service,

but it does not provide Windows 10 Pro without a previous Windows license.

If you require a Microsoft 365 subscription that includes a license for Windows 10,

I would suggest trying out Microsoft 365 E3 .

I hope this information proves helpful.

Let me know if you have any further queries.

I would suggest trying out  Microsoft 365 E3 .

What do you mean by previous license? Home is a previous license here.... just want to make sure, can home be upgraded to pro / business without puchasing additional Windows license. (only using M365 Business premium).

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How to choose the right Microsoft 365 for Business plan

Microsoft’s business plans are aimed in particular at small and medium-sized enterprises (SMEs) . The Microsoft business plans are called Business Basic, Apps for Business, Business Standard and Business Premium. Included in all four business plans are Word, Excel, PowerPoint and OneDrive applications.

• Microsoft business plans vs. Office home plans
• What are the 4 Microsoft business plans?
• The essentials in a nutshell
• Business Basic in detail
• Apps for Business in detail
• Business Standard in detail
• Business Premium in detail
• Microsoft 365 Business solutions from IONOS

All information in this article is correct as of August 2023.

Microsoft business plans vs. Office home plans ¶

The difference between Office plans for individuals and those for SMBs is what you get with them. For the the private sector , Microsoft offers plans that include the usual programs such as Word, Excel and PowerPoint. For companies, the plans include additional or business-optimized services that simplify collaborative work processes.

Microsoft 365 small business plans offer you familiar and trusted Microsoft applications as an online app or installable component. Microsoft also grants you access to useful tools and programs that primarily help you to develop, manage and advance collaborative projects as well as facilitate internal and external communication.

What are the 4 Microsoft business plans? ¶

Microsoft 365 is available for small and medium-sized businesses in four different plans for up to 300 people:

• Microsoft 365 Business Basic
• Microsoft 365 Apps for Business
• Microsoft 365 Business Standard
• Microsoft 365 Business Premium

All of the small business solutions require you to sign up for a subscription, and you can choose between the slightly more expensive monthly subscription and an annual subscription . You pay for the former on a monthly basis, and you can cancel it at any time without incurring any additional costs. On the other hand, early cancellation of the annual subscription, which can be paid both monthly and annually, usually results in additional costs. You will not receive a refund for payments already made for annual subscriptions.

There are special solutions such as Microsoft 365 Apps for Enterprise for businesses with over 300 employees. Exchange Online Plan 1 offers a professional email server solution with Outlook support.

Microsoft 365 Business Basic ¶

The essentials in a nutshell ¶.

Among Microsoft business plans, Business Basic is the ideal office suite for any company whose employees travel extensively or work from home but need access to project files and emails at all times . The plan provides your company’s data with a secure storage platform and your employees with access to the most important Office applications via their browser . In addition, communication features such as shared inboxes, web conferences or team websites facilitate project collaboration.

Costs : $6.00 (per user per month) with an annual subscription or $7.20 (per user per month) with a monthly subscription.

Business Basic in detail ¶

Business Basic is the most affordable model for small and medium-sized businesses. It gives you access to the online versions of Word, Excel, PowerPoint and OneNote via any standard web browser.

All employees can work on files from the above programs in real time at any time and from anywhere as long as they have internet access. Files created with the online programs are compatible with the latest versions of the desktop applications, so you can send your own documents or open and edit external documents.

However, the focus of the Business Basic plan is to help you and your company communicate and collaborate. To that end, the plan includes useful online services, which is where Exchange really stands out. Protected from viruses, spam and phishing attacks, the email system provides a central hosting platform for your company’s entire email traffic . Access messages at any time from any device via the Outlook Web app.

What’s more, every user gets an inbox with 50 GB of storage space , as well as the ability to send attachments up to 150 MB in size. If you also purchase an installable Outlook version, you can retrieve your mails as usual via the client application interface. You can set up shared inboxes and calendars too.

Get Microsoft 365 Business Basic from IONOS and benefit from all the features that come with it.

The other services of Microsoft 365 Business Basic at a glance:

Skype for Business

With the help of the business version of the well-known video conferencing software Skype, you can communicate comfortably by voice, chat or video – internally or with business partners. With Outlook integration, schedule your online meetings in advance and send personalized links for participation . Hold video conferences with up to 250 participants and up to HD 1080p quality. If you want to use Skype for Business, you need to download it from the Microsoft 365 portal beforehand.

OneDrive for Business

Microsoft’s secure cloud storage OneDrive is the perfect solution to store and manage your company’s data. Create custom directory structures and specify which people can view, create or edit files. All files are available online, can be accessed from anywhere and with any device, and are always up to date thanks to synchronization. In Business Basic, 1 TB of storage space is available per person.

In addition to the Google Drive alternative OneDrive, you can use the SharePoint application. Create team websites , which – simply put – are folders where you can store files of a specific project. All users involved can access the team documents and share files, info, etc. with each other.

With Sway, Microsoft offers you an application that lets you easily create a presentation of your latest products, an informative newsletter or an online training. Interactive and web-based , the created “Sways” can be easily shared and displayed on various display sizes.

Microsoft 365 Apps for Business ¶

Microsoft 365 Apps for Business is the right choice if you’re happy with the digital information and work structure within your company but are looking for a feature-rich and versatile office suite. This Microsoft business plan, unlike the other Business offerings, only offers OneDrive by itself and does not include SharePoint. The plan also assumes you already run an email server and rely on your own communications software, as Exchange is also not available. In return, however, you get access to the desktop versions of the Office apps, including Premium features , as well as the handy Access and Publisher apps when you sign up for a subscription.

Costs : $8.25 (per user per month) with an annual subscription or $9.90 (per user per month) with a monthly subscription.

Apps for Business in detail ¶

Microsoft 365 Apps for Business also allows you to use the online applications of Word, OneNote, PowerPoint and Excel via a browser or mobile app (iOS and Android). Users can install the suite on up to five Windows or macOS devices, as well as five mobile devices and five tablets, for a maximum of fifteen devices.

Since Apps for Business has a link to the OneDrive for Business cloud , it is possible to share and collaborate on all files in real time. If you have been working offline, the cloud service will synchronize your documents as soon as you have an internet connection again. Microsoft also provides 1 TB of OneDrive storage per person in this business plan.

While the Sway presentation tool is also part of Apps for Business, Skype for Business and SharePoint team websites are not included. So, when it comes to project and corporate communications, it’s a matter of setting up alternative solutions. The Exchange mail hosting environment is also not included in Microsoft 365 Apps for Business. You therefore need your own mail server solution for email communication and archiving.

Microsoft 365 Business Standard ¶

Microsoft’s Business Standard plan is the right choice for users who want to use the Apps for Business features, but also need email hosting in the form of the Exchange application . Business Standard offers you the usual Office programs like Word, Excel and Powerpoint, but also scores points with practical tools such as Teams and SharePoint, which optimize collaboration.

Costs : $12.50 (per user per month) with an annual subscription or $15.00 (per user per month) with a monthly subscription.

Business Standard in detail ¶

With the Microsoft 365 Business Standard plan, you get all the apps and services from Business Basic , such as Word, Excel, PowerPoint, Outlook and OneDrive. Just as with Apps for Business, the desktop versions of the apps are available here, including premium features.

Other applications in Business Standard are Access and Publisher , but these can only be used via a PC. Access allows you to create and manage databases, while Publisher is used, for example, to design layouts for print publications and contains numerous templates.

You can promote your teamwork in Business Standard with the help of the Teams application , which enables online meetings with up to 300 people. Unlike Business Basic and Apps for Business, the Business Standard version gives you the option of holding webinars , which users can register for.

Finally, benefit from email hosting thanks to Microsoft’s cloud solution Exchange . The application gives you access to an inbox with 50 GB of storage and a personal calendar for professional scheduling.

You can get Microsoft 365 Business Standard from IONOS at an affordable price. This plan comes with many features for effective collaboration with your team.

Microsoft 365 Business Premium ¶

With the Microsoft 365 Business Premium plan, you acquire the all-in-one solution for your company’s everyday office life, which not only presents a cross-company email solution (including calendar and 50 GB of storage per person) , but also offers more security as well as protection against ransomware and other cyber threats.

Costs : $22.00 (per user per month) with an annual subscription or $26.40 (per user per month) with a monthly subscription

Business Premium in detail ¶

Microsoft 365 Business Premium includes all the features of Business Standard . This means that the plan includes both the latest Microsoft Office products (online and desktop version) and access to the powerful communication platforms Exchange and Teams.

Business Premium offers you all the tools you need as a modern small business for structuring and collaborating on projects in one place. You are not dependent on additional hardware or software to operate an email server or a file server.

Unlike the other Microsoft business plans, the Exchange application gives you an additional archiving option that lets you customize policies around cloud archiving, for example. Your email hosting inbox includes 50 GB, as with the other plans.

Another benefit that sets Business Premium apart from the rest of the Microsoft business plans is Advanced Threat Protection. With various protections like Defender, App Protection, and Information Rights Management, your company’s devices and data are secure.

Microsoft 365 for Business with IONOS!

Powerful Exchange email and the latest versions of your favorite Office apps on any device - get started with our free setup assistance.

Microsoft 365 Business solutions from IONOS ¶

If you are interested in one of the Microsoft 365 Business Plans we have shown you, you can also take out a subscription directly with IONOS . In addition to the standard Microsoft features, this includes an optional setup service that guides you step by step through the installation and configuration of the applications.

To protect your data in the best possible way, IONOS offers you spam filtering and virus protection in addition to backups in certified data centers . In case of problems or questions about software, subscription or similar issues, support is available around the clock.

A great pro of these office solutions is that they combine IONOS hosting products with powerful Microsoft applications . If you have questions about your invoice, require technical support or need help logging into the Control Center, you only need to contact one person.

If you want to purchase a Microsoft business plan or another Office offering, you can find more relevant information on subscriptions and licensing models in our dedicated articles:

• Microsoft 365 in subscription model
• Microsoft 365 license models

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Microsoft cheat sheets: Dive into Windows and Office apps

These guides will help you find your way around several generations of microsoft’s office apps for windows — and windows itself..

Need to get up to speed on the latest features in Excel? Wrestling with an old version of Word? Finding your way around Windows 11 or looking to get more out of Windows 10? Computerworld ’s cheat sheets are easy-to-use guides to help you navigate Microsoft’s core productivity software.

Here’s a one-stop resource where you can find in-depth stories on several generations of Word, Excel, PowerPoint, and Outlook for Windows, focusing on what’s new in each major release. We’ve also got guides for Microsoft Teams, SharePoint, OneDrive, OneNote, Loop, Whiteboard, Forms, Visio, Planner, and Windows itself.

Microsoft’s subscription-based office suite, called Microsoft 365 or Office 365 depending on your version, is continually updated with new features, so we periodically update the cheat sheets for the “365” versions of Word, Excel, PowerPoint, Outlook, and other apps in the suite. But we’re willing to bet that many companies and individuals will stay on older versions of the non-subscription software (Office 2019, for example) for some time to come, so we’ve got cheat sheets for several generations of those products as well.

Windows and Office tutorials and tips

Windows 10 and 11, microsoft 365/office 365 apps, office 2016 and 2019, office 2013, office 2010, windows 11 cheat sheet.

To a great extent, Windows 11 looks and works like Windows 10, but there are several minor differences that take some getting used to. We cover all the important changes here, including new three- and four-finger gestures for touchscreen users in our lists of shortcuts and gestures for Windows 11 .

Windows 10 cheat sheet

Windows 10 is continually improving with major feature updates every spring and fall. Get to know the interface and key features, and don’t miss our downloadable list of handy gestures and shortcuts for Windows 10 . (Current for the Windows 10 October 2020 Update, version 20H2.)

Microsoft OneDrive cheat sheet

If you have Windows 10 or 11, you have OneDrive. Here’s how to back up, sync and share files in OneDrive and OneDrive for Business.

More tips for Windows 10 and 11

• New! 8 ways to be more productive in Windows 11
• How to handle Windows 10 and 11 updates
• 17 ways to speed up Windows 10
• How to protect your privacy in Windows 10
• How to share a Windows 10 PC
• How to protect Windows 10 and 11 PCs from ransomware
• How to fix five Windows 10 headaches
• Workarounds for 4 tasks Windows 11 makes harder
• 12 classic but essential (and free!) utilities for Windows 10 and 11
• 30+ free and cheap apps for Windows 10
• How to repair Windows 10 (and 11) in 4 steps

New! Microsoft Loop cheat sheet

Microsoft’s new Loop app provides shared workspaces where teams can collaborate. Our cheat sheet shows you how to use the Loop app.

But what makes Loop particularly useful is the ability to collaborate on content snippets called Loop components across multiple Microsoft 365 apps — so we’ve also got a guide to using Loop components in Outlook and Teams:

• How to use Microsoft Loop in Outlook and Teams

New! 13 tips to get the most out of Microsoft Whiteboard

For Microsoft 365 users, it’s worth adding Microsoft Whiteboard to your collaboration playbook. Here’s how your team can make the most of this digital whiteboard tool.

Word for Office 365/Microsoft 365 cheat sheet

Learn to use the best features introduced in Microsoft Word for Office 365/Microsoft 365 in Windows since 2015. This story covers all the features introduced in Word 2016, 2019, and 2021, plus several more exclusive to Office 365/Microsoft 365 subscribers. It also includes a quick-reference Ribbon guide for download.

• Handy Word keyboard shortcuts for Windows and Mac
• Microsoft Word for Android (and iOS) cheat sheet

Excel for Office 365/Microsoft 365 cheat sheet

Learn about all the features introduced in Excel 2016, 2019, and 2021, plus several more exclusive to Office 365/Microsoft 365 subscribers. There’s also a quick-reference Ribbon guide for download.

• Handy Excel keyboard shortcuts for Windows and Mac
• How to use Excel formulas and functions
• How (and why) to use conditional formatting in Excel
• How to use Excel macros to save time and automate your work
• 10 spiffy new ways to show data with Excel
• Excel: Your entry into the world of data analytics
• How to use Excel as a data visualization tool
• 8 simple ways to clean data with Excel

PowerPoint for Office 365/Microsoft 365 cheat sheet

Microsoft introduced several highly useful features in PowerPoint 2016 and 2019, and it continually rolls out more for users with Office 365/Microsoft 365 subscriptions. Find out how to make the most of the new features.

• Handy PowerPoint keyboard shortcuts for Windows and Mac
• Quick-reference Ribbon guide for PowerPoint in Office 365/Microsoft 365

Outlook for Office 365/Microsoft 365 cheat sheet

Discover all the major features introduced in PowerPoint 2016 and 2019, plus more exclusively for Office 365/Microsoft 365 subscribers — including a simplified Ribbon that shows only the most commonly used commands.

• Handy Outlook keyboard shortcuts for Windows and Mac
• Quick-reference Ribbon guide for Outlook in Office 365/Microsoft 365
• Use Outlook’s new calendar board view to organize your work
• 8 Outlook add-ins to enhance collaboration
• How to filter Outlook emails on all your devices
• How to check someone else’s schedule in Outlook
• How to work across time zones in Outlook

Microsoft Teams cheat sheet: How to get started

Microsoft’s answer to Slack and Zoom, Teams provides group messaging, voice and video calls, and useful integrations with other Microsoft 365 apps. Here’s how to get set up in Teams and find your way around.

• 28 power user tips for Microsoft Teams
• 14 best practices for Microsoft Teams video meetings
• The 10 best new Microsoft Teams meeting features
• How to have Teams meetings with people outside your organization
• 18 Microsoft Teams apps for content collaboration and management

Microsoft OneNote cheat sheet

Part of Microsoft’s Office suite and built into Windows 10 and 11, OneNote is a robust note-taking app that is also available as a free standalone product. Here’s how to get up and running with OneNote.

Microsoft Forms cheat sheet: How to get started

Online forms help you conduct research, collect feedback, test knowledge, and more. Here’s how to use Microsoft Forms to create surveys, feedback forms, quizzes, and other interactive forms.

Microsoft Visio cheat sheet: How to get started

Visio in Microsoft 365 is an excellent tool for creating custom diagrams to illustrate concepts that are difficult to explain through text. Here’s how to use it.

Microsoft Planner cheat sheet

Planner gives Office 365/Microsoft 365 users a built-in task-management tool that small teams can use to track plans, tasks, and progress. Here’s our guide to using Planner on its own and within Microsoft Teams.

Microsoft Flow: A beginner’s guide

Flow (recently renamed Power Automate) lets you create automated workflows across apps and services that send notifications, ask for and offer approvals, and handle rote tasks automatically — with no coding required. Learn how to get started with this powerful tool.

SharePoint Online cheat sheet

Learn how to find your way around SharePoint Online (the Office 365 version of SharePoint), create sites, share and manage documents, work with calendars, integrate with Outlook and more. Then go beyond the basics in 5 tips for working with SharePoint Online .

More tips for Office 365/Microsoft 365/Office Online

• 10 highly useful add-ins for Microsoft Office
• 5 collaboration tools that enhance Microsoft Office
• 4 steps to repair Microsoft Office

Word 2016 and 2019 cheat sheet

Learn how to use Word’s live collaborative editing features, Tell Me and Smart Lookup, and the new Translator pane in Word 2019. Also included is a list of handy keyboard shortcuts for Word 2016 and 2019 . If you just want to know where to find various commands on the Ribbon, download our Word 2016 and 2019 Ribbon quick reference .

Excel 2016 and 2019 cheat sheet

Now updated for Excel 2019, our guide covers several useful chart types introduced in Excel 2016 and Excel 2019 for Windows, as well as how to use several impressive new data analysis tools. We’ve also got a list of handy keyboard shortcuts in Excel , as well as the Excel 2016 and 2019 Ribbon quick reference .

PowerPoint 2016 and 2019 cheat sheet

Like Word and Excel, PowerPoint 2016 and PowerPoint 2019 for Windows offer Tell Me, Smart Lookup, live collaborative editing and a slew of new chart types. We cover all that plus some handy features introduced in PowerPoint 2019 — not to mention our list of keyboard shortcuts for PowerPoint and the PowerPoint 2016 and 2019 Ribbon quick reference .

Outlook 2016 and 2019 cheat sheet

Outlook 2016 for Windows has been enhanced with Smart Lookup, Tell Me, and features to help you find files you want to attach and keep a tidy inbox. And don’t miss our list of keyboard shortcuts for Outlook 2016 and 2019 and the Outlook 2016 and 2019 Ribbon quick reference .

Word 2013 cheat sheet

Among the major features introduced in Word 2013 are a Start screen, a Design tab, Read Mode, and OneDrive sync. Our guide covers how to use them all and provides handy keyboard shortcuts for Word 2013 . There’s also a Word 2013 Ribbon quick reference .

SharePoint 2013 cheat sheet

Learn the basics of navigating and using a SharePoint site, where to go to find some of the customization options, and 5 advanced SharePoint 2013 tips .

Word 2010 cheat sheet

Learn how to use Word 2010’s Navigation pane, image editing tools, text effects and other new features. Also see the list of handy keyboard shortcuts for Word 2010 and our Word 2010 Ribbon quick reference charts .

Excel 2010 cheat sheet

Excel 2010 introduces Sparklines, Slicers, and other enhancements to PivotTables and PivotCharts. Find out how to use those, along with keyboard shortcuts for Excel 2010 and our quick reference for finding your favorite commands on the Excel 2010 Ribbon.

PowerPoint 2010 cheat sheet

Learn how to use PowerPoint 2010’s multimedia editing tools, sharing options and other handy features. As usual, we’ve got keyboard shortcuts for PowerPoint 2010 and a guide to finding old PowerPoint 2003 commands on the PowerPoint 2010 Ribbon .

Outlook 2010 cheat sheet

The Ribbon was only half-present in Outlook 2007, but in Outlook 2010 it’s ubiquitous. Other notable changes include Conversation View to group email messages, Schedule View for scheduling meetings, and an enhanced search function. We show you how to use them all, provide some handy keyboard shortcuts for Outlook 2010 and detail where old Outlook 2003 commands are located in Outlook 2010 .

SharePoint 2010 cheat sheet

Unlike earlier versions of SharePoint, SharePoint 2010 is based on the Ribbon interface. Here’s how to find your way around and get started with a SharePoint site.

Windows 8 cheat sheet

Not many people are still using this nightmare of an operating system, which radically overhauled the classic Windows interface in an attempt to make it more like a mobile OS. But just in case, here’s help finding your way around.

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The link between smartphones and social media addiction

Is AR/VR set for another growth spurt?

Microsoft reveals subscription pricing for using Windows 10 beyond 2025, and it's not cheap

Customers will need to pay $61 per device, which will double every year for three years, to remain secure on Windows 10.

What you need to know

• Microsoft has announced the pricing for extended security updates on Windows 10.
• Users running Windows 10 beyond October 2025 will not be secure unless they pay for further updates.
• Pricing starts at $61 for the first year, $122 for the second year, and $244 for the third year, per device.

Last year, Microsoft announced an extended support program for Windows 10 that would allow users to pay for continued security updates beyond the October 2025 end of support date. Today, the company has unveiled the pricing structure for that program for commercial customers, which starts at $61 per device, and doubles every year for three years.

Security updates on Windows are important, as they keep you protected from any vulnerabilities that are discovered in the OS. Microsoft releases a security update for Windows 10 once a month, but that will stop when October 2025 rolls around . Users still on Windows 10 after that date will officially be out of support, unless you pay.

The extended support program for Windows 10 will let commercial customers pay for three years of additional security updates. This is handy for businesses and enterprise customers who aren't yet ready to upgrade their fleet of employee laptops and computers to Windows 11.

The price is $61 per device, but that price doubles every year for three years. That means the second year will cost you $122 per device, and the third year will cost $244 per device. For the first time ever, Microsoft will also allow individual users to subscribe to the extended support program.

Recent updates

April 03, 2024: Microsoft has updated its blog post clarifying that pricing for individual users will be announced later this year.

Commercial customers will be able to purchase a 5-by-5 activation key subscription starting in October 2024, which can be applied to a single PC that you intend to use Windows 10 beyond October 2025 on. You will need an individual subscription key for each PC you want to keep getting updates beyond October 2025.

If you choose to join the program one or two years in, you will be required to pay for the years of updates you've missed first.

It's an expensive program, likely to encourage as many people as possible to upgrade to Windows 11, which is still in full support and getting free security updates. Windows 10 users on compatible Windows 11 hardware should make the switch to Windows 11 before October 2025 to avoid being insecure or paying for security updates.

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• bradavon $5 a month, rising to $10 a month to keep a decade old operating system going seems reasonable. That's less than any subscription service. Reply

Windows Central said: Last year, Microsoft announced an extended support program for Windows 10 that would allow users to pay for continued security updates beyond the October 2025 end of support date. Today, the company has unveiled the pricing structure for that program. Microsoft reveals subscription pricing for using Windows 10 beyond 2025, and it's not cheap : Read more

• Tony n No not paying. My antivirus is sufficient. I also have a few Windows 7 PCs with no problems. Reply
• Ron-F The IT team at work will love it. They will call it the moment of Linux at desktop and will install it on all older computers — which are quite a few. Reply
• Rtg593 Lol, that's cute. Also, your headline is highly inaccurate. You don't have to pay a subscription to use it past 2025, you have to pay a subscription if you want continued updates. Most consumers won't care and will probably look up ways to block the annoying pop-up Microsoft is likely to add. Reply
• savojo4219 I'm pretty sure there is a free Ukrainian or russian version of windows 10 and you don't have to deal with this crap Reply
• Rumpystiltskin I am confused about the pricing. $61, $122, $244 each for year 1, year 2, and year 3, but you cannot buy in year 3 for the first time (making it your year 1) without buying years 1 and 2? So if in June of 2029 there is a HUGE hole discovered that makes it so hackers can walk right in and I want that patched and I have not paid anything, I have to pay $427 at that moment? Do I have this correct? Reply

Rtg593 said: Lol, that's cute. Also, your headline is highly inaccurate. You don't have to pay a subscription to use it past 2025, you have to pay a subscription if you want continued updates. Most consumers won't care and will probably look up ways to block the annoying pop-up Microsoft is likely to add.

Tony n said: No not paying. My antivirus is sufficient. I also have a few Windows 7 PCs with no problems.

AirOp said: I guess they have just incentivised themselves to make windows 11 crappy... I would pay $5 a year for a good windows box. I would probably pay $10 a year for a good kde plasma linux box that actually ran the windows software that I have to run. I would probably actually pay $50 a year for the linux. Windows 11 is a turd sandwich. they could fix it by bringing back the classic shell. they just borked the hell out of it. I don't want their AI assistant crap. ... I want a good OS and a good app store is great too. If they keep it secure and add optional features that is great. They should just fix windows 11, and I would pay for that.

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Add pictures or attach files to email messages in Outlook for Windows

It's easy to attach pictures, files, and other items to your Outlook messages. Outlook keeps track of the documents you’ve recently worked on, whether they're stored on your computer or saved in OneDrive (cloud only). And no matter where they're stored, Outlook lets you quickly choose whether to send the document as a traditional attachment or upload it to OneDrive and share a link to the file. You can also set permissions on any file sent from OneDrive that allow message recipients to view and edit them or share them with others.

If you're not on Outlook for Windows, check which Outlook version you're on, and then choose one of these options to attach files or insert pictures in email:

Outlook for Mac

Outlook.com

Outlook on the web

Important:  Steps may be different between  new  and classic Outlook for Windows. To determine which version of Outlook you're using, look for  File  on the ribbon. If there's no  File  option, follow the steps under the New Outlook tab. If the  File  option appears, select the tab for Classic Outlook .

In this article:

Attach a file to an email message

Upload a locally saved file to your onedrive.

Insert a picture into the body of a message

Attach an email item to a message

Solve problems with attachments

New Outlook keeps track of the files you have worked on recently and suggests them whenever you decide you want to attach a file to an email message. Some file types are blocked from being sent or received. See Blocked attachments in Outlook for the complete list.

In a new message, a reply, or a forwarding message, select Attach File from the Insert group on the  Message tab.

Tip:  You'll only see  Insert group on the ribbon when you select New mail , or after you select  Reply , Reply all , or Forward on a received message.

Select your file from one of the following locations:

Suggested files The three most recent cloud files you've worked on will be displayed here. These files may be on OneDrive, SharePoint, or another online document library. Select a file to attach to your email.

OneDrive Locations include OneDrive , SharePoint sites, or connected third-party cloud storage providers. Select one of the locations to open a new window and then select your attachment.

Browse This Computer Opens a File Explorer window where you can choose a file from your computer.

If you select a file on your local computer or group document library, a copy of the file is attached to the email. Selecting a OneDrive or SharePoint file, however, provides you with additional permission options and information. 

Send a link or send a copy : Sending a link to the OneDrive or SharePoint file keeps the size of your email message small. If you choose to send a copy of the file, the entire file is attached to the email, just like it would be if you selected a file on your computer. If you choose to send a link to the file, you can also set the permissions on your file.

Organization can Edit : if you want anyone in your organization to be able to modify the file. They will also be allowed to share the item with others.

Organization can View : if you want anyone in your organization to be able to read, but not modify, the file. They will not be allowed to share the item with others.

Recipients can Edit : if you want only the recipients of your email to be able to modify the file. They will also be allowed to share the item with others.

Recipients can View : if you want only the recipients of your email to be able to read, but not modify, the file. They won't be able to edit or share the file with others. To learn more, visit Sharing files, folders, and list items .

If new Outlook detects that your recipients won't be able to view the file, for example, if it's stored on a SharePoint site that's only accessible to you, you'll see the link highlighted in red with a warning icon next to it. Select  Manage access  to resolve the warning message. You can also manage permissions by selecting the arrow.

Note:  If you attach a file as a copy, any changes your recipient makes won't be synchronized with the version of the file in OneDrive or on SharePoint.

Warning about forgotten attachments 

If you mention an attachment in your email message but don’t include it before sending the message, new Outlook will display a warning about the forgotten attachment. You can then decide to add an attachment or send the message without one.

This feature is available only for email text which is formatted in English (US) and is independent of the language used for new Outlook. For example, if you use a Spanish version of new Outlook and the proofing tools for English (US), you can create an email message with text formatted in English (US). If you mention an attachment in this message but don’t attach one, new Outlook will display a warning about the forgotten attachment.

When you attach a document that is saved on your computer and not in an online location, you also can choose to upload the document to your OneDrive before sending the email. Uploading the attachment makes collaboration easy. You can be sure that everyone is collaborating on the same (and most up-to-date) version of the file. You may also choose to upload to OneDrive if the file is too large to share as a traditional attachment.

On the ribbon, select  Attach File , then  Browse This PC , and choose the file you want to attach.

In your email message, select the down arrow for the attachment.

Note:  You might see choices such as the OneDrive location for your work account, the OneDrive location for your personal account, and document libraries for various groups you belong to.

The file will then appear as a friendly link. Right-click on the friendly link if you want to attach as a copy, edit permissions, or change to full URL.

To change these permissions, select the arrow at the right of the attachment name to display a drop-down menu with a variety of permission options. To learn more, visit Sharing files, folders, and list items .

Insert a picture into the body of an email message

When sending pictures, you can either attach the picture to the email message or insert the picture in the message body. To insert a picture that displays in the body of an email message, use the following steps:

Position your cursor where you want the image in your message.

In the ribbon, select Insert , then  Pictures .

Browse your computer or online file locations for the picture you want to insert. Select the picture, then select Open .

To resize the picture, drag the handles at one of the four corners toward the center of the image or away from the center.

Note:  For more information about resizing pictures in Outlook, see Reduce the size of pictures and attachments in Outlook email messages

Attach an email item to an email message

Attaching calendar information to an email is not supported in the new Outlook for Windows. You can share or publish your calendar , or you can create a scheduling poll for easier scheduling of meetings.

Note:  To share contacts, you will have to export them to .csv files and attach them as a file.

Why can't I attach a file? Outlook tells me the file is unsafe.  New Outlook blocks numerous file types that have the potential to spread computer viruses. To send a file that new Outlook identifies as unsafe, zip the file first, then attach the zipped file. To zip a file, navigate to the folder on your computer or in the cloud that contains the file, right-click the file, and select Send to compressed (zipped) folder . You should then be able to send the zipped file. For more information, see Blocked attachments in Outlook .

Why do my attachments show up in the message body and not below the subject line?  New Outlook allows you to send email messages in three formats: HTML, plain text, and rich text. If you use rich text format (RTF), any files you attach will show up in the message body. See Change your message format for instructions on how to switch your message format to HTML or plain text. You can check your message format by looking at the title bar of the message.

Why do my friendly links show up as a copy? Friendly links are only for HTML formatted emails. If you attempt to upload an attachment to Rich Text or Plain Text, it will add as a copy. If you use Rich Text format (RTF), any files you attach will show up as a copy in the message body. If you use Plain Text, any files you attach will show up below the subject line.

The Insert > Pictures option is grayed out. If you can't select Pictures from the Insert tab on the ribbon, your message is probably in plain text format. Change your message format to HTML or rich text to insert pictures. You can check your message format by looking at the title bar of the message.

Attach an email item

Outlook keeps track of the files you have worked on recently and suggests them whenever you decide you want to attach a file to an email message. Some file types are blocked from being sent or received. See Blocked attachments in Outlook for the complete list.

Recent items The 12 most recent files you've worked on will be displayed here. These files may be on your computer, on OneDrive, SharePoint, or another online document library. Select a file to attach it to your email.

Browse Web Locations Locations include OneDrive ,  SharePoint sites, or other locations such as a groups document library that you've accessed before. Select one of the locations to open a new window and then select your attachment.

Browse This PC Opens a File Explorer window where you can choose a file from your computer.

If you selected a file on your local computer or group document library, a copy of the file is attached to the email. Selecting a OneDrive or SharePoint file, however, provides you with additional permission options and information. 

Send a link or send a copy Sending a link to the OneDrive or SharePoint file keeps the size of your email message small. If you choose to send a copy of the file, the entire file is attached to the email, just like it would be if you selected a file on your computer. If you choose to send a link to the file, you can also set the permissions on your file.

By default, if you're in a business environment, everyone within your organization can edit the linked file. To change these permissions, select the arrow at the right of the attachment name to display a drop-down menu with a variety of permission options.

Organization can Edit if you want anyone in your organization to be able to modify the file.

Organization can View , if you want anyone in your organization to be able to read, but not modify, the file.

Recipients can Edit if you want only the recipients of your email to be able to modify the file.

If Outlook detects that your recipients won't be able to view the file, for example if it's stored on a SharePoint site that's only accessible to you, you'll see a warning message directly under the file icon and name. Select Attach as copy to change the attachment from a linked file to a copy of the file.

This feature is available only for email text which is formatted in English (US) and is independent of the language used for Outlook. For example, if you use a Spanish version of Outlook and the proofing tools for English (US), you can create an email message with text formatted in English (US). If you mention an attachment in this message but don’t attach one, Outlook will display a warning about the forgotten attachment.  

On the ribbon, click Attach File > Browse This PC , and choose the file you want to attach.

In your email message, select the down arrow for the attachment again.

Choose Change Permissions , and then choose one of the following:

Recipients can Edit if you want only the recipients of your email to be able to modify the file.

Recipients can View if you want only the recipients of your email to be able to read, but not modify, the file.

In the ribbon, select Insert > Pictures .

Browse your computer or online file locations for the picture you want to insert. Select the picture, then select Insert .

Attach a business card, a calendar, or other email item to an email message

In a new message, select Attach Item .

Choose one of the following:

Business Card Choose an electronic business card from your contacts list.

Calendar Choose Date Range , Details , and other options as appropriate.

Outlook Item Choose one or more email messages from any of your email folders.

Select the item you want to attach, and then select Insert .

Why can't I attach a file? Outlook tells me the file is unsafe. Outlook blocks numerous file types that have the potential to spread computer viruses. To send a file that Outlook identifies as unsafe, zip the file first, then attach the zipped file. To zip a file, navigate to the folder on your computer or in the cloud that contains the file, right-click the file, and select Send to compressed (zipped) folder . You should then be able to send the zipped file. For more information, see Blocked attachments in Outlook .

Why do my attachments show up in the message body and not below the subject line? Outlook allows you to send email messages in three formats: HTML, plain text, and rich text. If you use rich text format (RTF), any files you attach will show up in the message body. See Change your message format for instructions on how to switch your message format to HTML or plain text. You can check your message format by looking at the title bar of the message.

Why do my inline shared links show up as a copy? Shared links are only for HTML formatted emails. If you attempt to add a shared link to Rich Text or Plain Text, it will be added as a copy. If you use Rich Text format (RTF), any files that you attach will show up as a copy in the message body. If you use Plain Text, any files that you attach will show up below the subject line. 

Attach a file or folder to a message in Outlook for Mac

Add pictures or attach files in Outlook.com on Outlook on the web

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Microsoft Outlook Version 1.2024.327.300: When creating a calendar/meeting invite how can you include your pre populated/default email signature?

Hi Microsoft,

Microsoft Outlook Version 1.2024.327.300: When creating a calendar/meeting invite how can you include your pre populated/default email signature? Its only possible to do this while sending an email and not possible in calendar meeting invites.

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• Microsoft Agent |

HI Ralph Thompson,

Thank you for posting to the Microsoft Community. We are glad to assist.

After thorough research and consultations, it has been concluded that the feature you are inquiring about is not yet available in the new Outlook. However, thank you so much for   bringing this to our attention, your suggestion is constructive and I believe it could make the use of Outlook even better. We will surely raise your concerns with our Product Development Team and hopefully, this can be included in future updates. 

Please note new Outlook is still in active development, right now fourteen features are in development and seven more have started to be rolled out. To check for upcoming features you can check  Microsoft 365 Roadmap | Microsoft 365 .

In the meantime, we sincerely recommend you post your concern as an idea to our Outlook in-app feedback site  Contact support and provide feedback within the new Outlook for Windows - Microsoft Support

Our Product Development Team is committed to enhancing the customer experience by continually examining suggestions to include in the design and development of future product upgrades based on your suggestions. Hopefully, your suggestion will help many users in the future. Thank you for your time and understanding. For other questions, feel free to add your post to the Microsoft Community team.

Stay safe and healthy. Have a good day!

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