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Microsoft
Microsoft 365 Guide
28 Apr 2026
23 min read
Gone are the days when Microsoft Office was a fixed suite of desktop software bought once and installed manually. Today, what many people still call Office 365 now sits within the broader environment of Microsoft 365, a cloud-based platform that combines familiar productivity apps with collaboration tools, file storage, device management, security, compliance and, increasingly, AI-powered capabilities. Microsoft itself positions M365 as more than just “Office in the cloud”, and for most organisations, that’s exactly what it’s become.
In this guide, we look at what’s included in Microsoft 365 for business users, from core apps like Word, Excel, Outlook and Teams through to collaboration tools, workflow automation, security features and AI. We’ll also explain how the different Microsoft 365 subscription plans compare, and where businesses may need to explore add-ons like Microsoft Copilot, Teams Phone, or more advanced security and compliance licensing.
For businesses large, small, and everywhere in between, Microsoft 365 really is a bespoke environment offering exactly what they need.
Microsoft Office has been a mainstay for businesses since its launch in the early 1990s. It quickly became the go-to suite of productivity software and services for businesses and home users alike, and over the years has facilitated everything from the creation of bestselling novels (Harry Potter was written in Word) to crucial data analysis for businesses around the world (Excel).
With the advent and growth of the internet, Office became Office 365, Microsoft’s cloud-based productivity subscription environment, which served businesses well throughout the early days of cloud. And following seismic shifts in technology and social behaviours – thanks in large part to the Covid pandemic of 2020 – Microsoft 365 built on that foundation, extending the Office 365 offer with broader capabilities around Windows, device management, identity, security, compliance and AI. Microsoft’s own comparison pages position Office 365 as the productivity layer around which Microsoft 365 adds a wider cloud platform.
For businesses, that distinction matters. If you’re only looking at email, documents and meetings, Office 365 and Microsoft 365 look similar at first glance. But for businesses thinking about secure hybrid working, device control, cyber resilience, data governance and AI readiness, Microsoft 365 is the more complete proposition.
Most people have a basic understanding of what’s included in Office 365, but many are less familiar with the wider range of cloud-first apps and services that now sit within Microsoft 365. Is Microsoft Teams part of Office 365, for example? Is Copilot included in Microsoft 365? What security tools are included with an Office 365 subscription?
The beauty of M365 is its flexibility, and the truth is that businesses can tailor their environment not only with the subscription they choose but with the add-ons and upgrades they select.
The exact mix of apps and features depends on the subscription you choose, but most Microsoft 365 plans include:
The standard offering continues to evolve as Microsoft adds new tools and retires older ones, so it’s worth checking current plan details when you’re ready to make a buying decision.
Let’s take a closer at look at what is included in Microsoft 365 as we head deeper into 2026, what the key features and benefits of each app are, and the different M365 business subscription levels available.
Email application
Features: At most business subscription levels, Outlook supports custom email addresses and provides plenty of storage space, with a 50GB inbox as standard. Outlook allows users to prioritise messages and focus their inbox, ensuring efficient communication across the business. Alongside the expected email functionality, Outlook comes with an integrated calendar that supports shared calendars, making it easy for teams to schedule meetings without all the usual back-and-forth. In Microsoft 365, Outlook works closely with Teams, OneDrive and SharePoint, making it easy to collaborate on files, schedule meetings and manage communications in one place.
Subscription levels: Business Basic, Business Standard, Business Premium, Enterprise E3, Enterprise E5, Enterprise F3.
Meeting and collaboration application
Features: Teams remains one of the key collaboration tools in Microsoft 365, bringing together chat, meetings, file sharing and teamwork in a single platform. From real-time chat and automated transcription to third-party app integrations and robust security features, there isn’t much Teams can’t bring to the virtual boardroom table. When included in Microsoft 365 business plans, Teams supports meetings for up to 300 attendees, while E3 and E5 plans with Teams extend that number to 1,000. Teams also supports webinars, calling and third-party integrations, depending on the licence and add-ons chosen.
File storage application
Features: A cloud-based storage application, OneDrive offers easy file access, sharing and collaboration from anywhere, on any device. Automatic syncing and version history gives businesses peace of mind that the most up-to-date version of a file is always available, and integration with desktop and web apps makes it easy for teams to work together on the latest file version, wherever they are.
Subscription levels: Business Basic, Business Standard, Business Premium, 365 Apps for business, Enterprise E3, Enterprise E5, Enterprise F3.
Word processing application
Features: Everyone knows where Word excels in the business environment – its ease-of-use in terms of document creation, editing, formatting and sharing is renowned. But it’s now far more collaborative than the traditional desktop-only version many people remember. When operated as part of Microsoft 365, Word allows users to create, edit, comment on and co-author documents in real time, with files saved automatically to the cloud. Depending on licensing and how you’ve got M365 set up, users can also benefit from AI-assisted drafting and summarisation features directly in Word through the Copilot integration.
Spreadsheet software
Features: Excel has been a favourite productivity tool for businesses for decades, saving them countless number-crunching hours. Integrations for Excel in the M365 environment give businesses access to all the advanced formulas and data analysis of the offline app, with the addition of powerful data sharing, collaboration and storage options. When Excel is used within Microsoft 365, teams can work together on live files, access data from more places, integrate with data visualisation apps and, with the right licensing and setup, use AI-assisted analysis features.
Presentation software
Features: PowerPoint’s drag-and-drop interface makes it easy for even the smallest of businesses to deliver stunning presentations across desktop, web and mobile. With PowerPoint in M365’s cloud environment, it becomes a key tool for collaborative visual storytelling, with easy co-authoring and integration support for animation and multimedia. For businesses exploring AI, PowerPoint is one of the apps most commonly associated with Microsoft 365 Copilot’s in-app assistance, though you’ll need to buy the right add-on licence to enable that.
Note-taking application
Features: OneNote is included in Microsoft 365 with a host of fantastic business use-cases. Far from being a simple note-taking app, it allows for multimedia information including videos, audio files and documents created in other apps to be stored, embedded, organised and shared. So you could have a ‘notebook’ for the overarching project, a ‘section’ for each team working on it, and a ‘page’ for each task within each section. All team members can access, share and edit from anywhere and on any device, making collaboration seamless, especially when used alongside Outlook, Teams and SharePoint. Users can also capture meeting notes, audio clips and supporting materials in one shared place, so nobody misses vital context.
Content management tool
Features: SharePoint gives Microsoft 365 business subscribers the ability to develop and manage their own intranet sites, with easy site, page and library creation. Files can be synced and stored automatically from any device and location, so everyone has access to all the information they need wherever they are working from, and collaboration across workflows is quick and easy. Scalable, efficient and secure, SharePoint is essentially an alternative file server that enhances teamwork and improves productivity across the business.
Task and work management application
Features: Planner does what it says on the tin, making it easy for teams to create plans, organise tasks, share files, assign responsibilities and get progress updates about projects. It’s particularly useful for project management inside Microsoft 365 and works closely with Teams. Tasks can be organised according to status or who they have been assigned to, and collaboration is enhanced through chat capabilities. Planner is truly team-orientated, ensuring discussions and deliverables stay within the plan and don’t get lost, forgotten or stuck in limbo in other applications.
Task management application
Features: To Do is a handy little app that helps individual users effectively manage their own time by letting them create, organise and prioritise tasks for the day. To Do is included in Microsoft 365 at all subscription levels and integrates seamlessly with other apps in the environment, giving users a simple and effective way of managing work tasks across programs and devices.
Survey and feedback tool
Features: Forms is included in all M365 subscriptions and helps businesses create surveys, polls, quizzes and feedback forms quickly. It is often used for internal feedback and can collect and analyse the results for either deep-dive feedback or, for example, a quick temperature check on an HR issue through Teams. It integrates seamlessly with other Microsoft apps, including Power Automate, so repeatable tasks and workflows can be automated based on form responses.
Project management tool
Features: Essentially a revamp of SharePoint Lists, Microsoft Lists is another way for users to manage their time, projects and productivity within the M365 environment. While To Do serves at the individual user level, Lists provides a more holistic and intensive overview of projects that’s useful on a team level, allowing projects to be divided, tasks to be assigned, and workflows to be more easily managed.
Appointment scheduling tool
Features: In terms of what’s included in M365 to drive better customer experiences, Microsoft Bookings makes it easy for customers to schedule their own appointments online. For businesses, this frees up resources and streamlines the booking process, while giving them the ability to create and manage schedules more efficiently. Bookings integrates with other apps and functions across the Microsoft 365 environment, allowing for automation of appointment reminders, AI-assisted CRM summaries, etc.
Collaboration app
Features: Loop is arguably the pinnacle of Microsoft’s cloud-based collaboration apps, described by Microsoft itself as a ‘transformative co-creation experience’. The app brings together everything teams need for the smooth running of a project – from contacts and content to all tasks from across tools and devices – into a single, dynamic workspace that everyone can access and use. It includes tasks, progress trackers, planning and comment tools, notifications and so much more.
Video editing application
Features: Clipchamp allows users to create and edit professional-looking videos without specialist editing software. It’s especially useful for internal comms, social content, training materials and lightweight marketing collateral, and integrates seamlessly with other apps and services within M365 to keep videos on-brand and always using the latest data. With both Standard and Premium versions available, only certain subscriptions include Clipchamp – others will need to add it separately.
Subscription levels (for Clipchamp Standard): Business Standard, Business Premium, Enterprise E3, Enterprise E5.
Data visualisation tool
Features: Power BI can be a gamechanger for businesses, helping them turn complex data and business intelligence into dashboards, reports and visual insights that are easy to understand and act on. Part of the Microsoft Fabric platform, it allows users to connect various data sources from across the business to create interactive reports and dashboards, with additional features for data modelling, analysis and sharing. Power BI is a powerful tool that helps businesses make better-informed decisions, but it’s important to distinguish between the free desktop version and Power BI Pro. Microsoft includes Power BI Pro with Enterprise E5 subscriptions – other businesses may need to add licensing depending on their reporting and sharing needs.
Subscription levels: Power BI Pro is included in Enterprise E5 only. Power BI Standard is available as a free desktop tool for any user, with upgrades available at an additional charge.
App building platform
Features: This low-code/no-code platform allows users to create custom business applications without extensive coding knowledge – perfect for businesses that need a specific app for a specific purpose but don’t necessarily have a large in-house IT team. From data collection to process automation, Power Apps empowers businesses to build custom solutions to meet a huge array of challenges, quickly and repeatably.
Workflow automation tool
Features: Power Automate helps businesses reduce manual effort by letting them automate repetitive processes like notifications, approvals and data archiving. It’s one of the most practical ways to improve efficiency using AI within the Microsoft 365 environment, especially when connected with Forms, SharePoint, Teams and Outlook. This powerful application can be used across desktop, mobile and web, allowing businesses to create and manage automations from a central portal that’s available from anywhere, on any device. Power Automate for cloud flows is included in most Microsoft 365 business subscriptions, and premium capabilities can be added for an extra charge.
Subscription levels (for cloud flows): Business Basic, Business Standard, Business Premium, Enterprise E3, Enterprise E5, Enterprise F3.
Project management software
Features: For teams that oversee projects with a lot of moving parts, Project provides tools for planning, managing and tracking literally everything. It allows businesses to create Gantt charts, allocate resources, set deadlines and analyse progress, with features for collaboration and reporting to ensure projects are completed on time and within budget.
Subscription levels: Project can be purchased as an add-on to Business Basic, Business Standard, Business Premium, Enterprise E3, Enterprise E5 and Enterprise F3 subscriptions.
Video-sharing application
Features: In recognition of the growing importance of video for businesses and consumers alike, Stream is included in Microsoft 365 at all subscription levels. The video-sharing, storage and collaboration app makes it easy for teams to create, work on and share videos across the business, with an intuitive interface that speeds up content generation, saving businesses time and resources.
Presentation and communication app
Features: Sway helps users create professional-looking digital newsletters, interactive presentations and simple documents in next to no time. Seamlessly integrated within the 365 environment, it allows for photos, videos and other content to be dragged and dropped into a dynamic and responsive template to create impactful documents for sharing.
AI chat tool for productivity support
Features: This is one of the most important additions to the modern Microsoft offering and is included at no additional cost for users with an eligible Microsoft 365 business subscription. It provides secure, enterprise-ready AI chat across the M365 ecosystem, with web grounding, writing assistance, data analysis and access to agents. It’s a valuable starting point for businesses that want to explore the benefits of AI within everyday workflows.
AI assistance across M365 apps
Features: Copilot is the AI layer that brings intelligent assistance into the apps your teams use every day. It transforms routine tasks into smart, secure, repeatable workflows that accelerate output and drive insight, and it’s probably the biggest value-add for businesses since the move to cloud productivity. Copilot excels in helping users draft, summarise, analyse, generate content and work more efficiently, using data from both the web and the organisation’s own systems. It’s not included as standard in any business subscription, but Microsoft offers bundled options that combine Business Basic, Standard or Premium with Copilot, making it easier for organisations to adopt AI alongside their core productivity tools.
Subscription levels: Can be bought as an add-on for most business subscription plans. Copilot bundle subscriptions include Microsoft 365 Business Standard, Business Premium and Business Basic.
Device management app
Features: Designed to help businesses manage and secure company-owned and personal devices, enforce security policies and control access to business data, Intune is included in Microsoft 365 Business Premium and enterprise plans. For organisations supporting hybrid or remote work, this application can be a major part of the Microsoft 365 value proposition, integrating seamlessly with Entra ID to restrict data access to only compliant devices. Intune is available at different price and capability points, delivering a consolidated device management tool to support IT efficiency.
Subscription levels: Business Premium, Enterprise E3, Enterprise E5, Enterprise F3.
Given what’s included in Microsoft 365 as standard, most businesses can harness the benefits of the AI-powered environment to start streamlining workflows, increasing productivity and enhancing collaboration with even a basic subscription. For those businesses and enterprises that need a little more functionality, or those with specific needs around security and compliance, M365 offers a number of application add-ons and upgrade options. Our Microsoft-accredited experts can help you identify the best apps for your particular requirements, but some of the more popular ones include:
A paid add-on for eligible Microsoft 365 plans that brings AI directly into the apps your teams use every day, including Word, Excel, PowerPoint, Outlook and Teams.
A Teams integration that acts as your company’s very own private social network, connecting teams not only to the information they need, but to each other. Add it to any Teams subscription, and BCN can help set it up.
For businesses that want a fuller telephony solution within Teams, this is available as an add-on. With AI-supported calling, it’s flexible, secure, reliable, and simple to manage.
Enterprise customers can add higher-tier Defender and Purview capabilities (depending on their licence) for a full solution that helps them meet their cybersecurity needs and regulatory requirements.
There are Microsoft 365 packages to suit most businesses, from sole traders through to growing organisations with more complex security and management needs. The real power of the Microsoft 365 environment is that it’s almost infinitely customisable – so even if the package that makes most sense for your business doesn’t contain a certain app or licence that would be useful, the chances are it can be added as a bolt-on.
Here’s what’s included in Microsoft 365 for business at the different subscription levels, as of May 2026:
£4.60 per user, per month + VAT (with Teams)
Includes: Web and mobile versions of Word, Excel, PowerPoint and Outlook, 1 TB of cloud storage, and Teams calls for up to 300 attendees. Plus email, standard security, AI chat experience, and support.
£9.60 per user, per month + VAT (with Teams)
Includes: Web, mobile and desktop versions of Word, Excel, PowerPoint and Outlook, as well as SharePoint, Exchange and the PC-only Access. Capacity to host webinars in Teams, with attendee registration and reporting tools, and additional apps like Bookings, Planner, Forms, Loop and Clipchamp. This tier also includes Copilot chat and AI agents, and you get 1 TB of cloud storage per user, business-class email, standard security and anytime phone and web support.
£16.90 per user, per month + VAT (with Teams)
Includes: Web, mobile and desktop versions of Word, Excel, PowerPoint and Outlook, as well as SharePoint, Exchange and Access (PC only). Advanced Teams functions and features, with webinar hosting and attendee registration and reporting tools. Plus, 1 TB of cloud storage per user, business-class email, Copilot chat, advanced security, access and data control and cyberthreat protection.
£8.10 per user, per month + VAT
Includes: With a focus on apps more than teams, this package doesn’t include chat, meeting or calling. It does include desktop versions of Word, Excel, PowerPoint and Outlook, as well as OneDrive, and PC-only Access. Plus 1 TB of cloud storage, standard security and anytime support.
For businesses that have a significant number of users, complex IT needs and/or stricter requirements in terms of security, compliance and flexibility, a Microsoft 365 Enterprise subscription might be the way forward.
These plans are designed to meet the needs of larger businesses by offering advanced features, services and management capabilities, as well as a comprehensive suite of productivity, communication, collaboration, security and automation tools and software.
Here’s what’s included in Microsoft 365 Enterprise at the various subscription levels:
£31.00 per user, per month + VAT (with Teams)
Includes: Web and desktop versions of apps including Word, Excel and PowerPoint, plus Teams, Outlook, Exchange, SharePoint, OneNote and OneDrive, among others. Also includes Windows for Enterprise, Microsoft Defender, Entra ID, advanced Teams functions, 1+ TB of cloud storage per user, core security and compliance capabilities, and identity and endpoint management tools.
£49.00 per user, per month + VAT (with Teams)
Includes: Web and desktop versions of apps including Word, Excel and PowerPoint, plus Teams, Outlook, Exchange, SharePoint, OneNote and OneDrive, among others. Also includes Windows for Enterprise, and advanced Teams functions including audio conferencing for up to 1,000 attendees. Plus 1+ TB of cloud storage per user, core security and compliance capabilities, extended detection and response, identity and endpoint management tools, and scalable business analytics and reporting with Power BI Pro.
£6.20 per user, per month + VAT
Includes: Designed for frontline workers, F3 includes web and mobile versions of core Microsoft 365 apps, plus Windows for Enterprise, Teams, Outlook, Exchange, SharePoint, OneNote, OneDrive, Loop and others. Also includes workflow automation, enhanced security capabilities, AI chat experience, and 2 GB of cloud storage per user.
Because every business is different, there is no one-size-fits-all when it comes to choosing, building, or deploying the right Microsoft 365 environment.
For some businesses, the priority is straightforward migration with email and collaboration. For others, device management, cyber security and compliance will be critical. For others still, getting the foundations in place for wider AI adoption will be driving the decision-making. That’s why it’s important to look beyond the familiar apps and think about the wider Microsoft 365 environment, including security, management and add-ons. What does your business need now, and what will it need in the future?
Ensuring teams have all the tools, applications, and integrations they need to do their jobs effectively and efficiently will look different for every business, and there are a range of supporting Microsoft cloud services and solutions that can help businesses meet any and all of these requirements.
As a certified Microsoft Partner, BCN is ideally placed to help you choose and deploy a Microsoft 365 environment that not only meets the needs of users and stakeholders but supports your wider business goals.
We’ve carried out hundreds of successful Microsoft 365 migrations across industries. We’ll always take the time to get to know your business, how it works, and its plans for the future. We believe that, with the right support and planning, every business can unlock the full potential of the Microsoft 365 ecosystem.
Learn more about BCN's Microsoft 365 for business service, or speak to one of our experts on 0345 095 7000
