microsoft outlook business plan

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 apps for business.

Originally starting from $8.25 now starting from $8.25

$8.25 $8.25

(Annual subscription–auto renews) 1

See trial terms 2

Available for up to 300 employees

Desktop versions of Word, Excel, PowerPoint, and Outlook

1 TB of cloud storage per user 

 Anytime phone and web support

Microsoft 365 Business Standard

Originally starting from $12.50 now starting from $12.50

$12.50 $12.50

Everything in Apps for business, plus:

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

Custom business email ([email protected])

Chat, call, and video conference with Microsoft Teams

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

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 $22.00 now starting from $22.00

$22.00 $22.00

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

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, 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, Apps for business, Business Standard, and 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 Admin Portal.

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, 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?

Managed Service Providers (MSPs) who are part of Microsoft’s Cloud Solution Provider program can use Microsoft 365 Lighthouse as one central place to secure, manage, and grow their customers using Microsoft 365 Business Basic, Business Standard, Business Premium, Defender for Business, and Microsoft 365 for enterprise and education products. 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, 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] Compatible with Windows 10 or later. For complete requirements for PC and Mac see system requirements.

Connect with Microsoft 365 :

• Chat with sales
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Available M-F 6 AM to 6 PM PT.

Marketing | How To

How to Set Up Outlook Business Email in 4 Easy Steps

Published January 17, 2024

Published Jan 17, 2024

REVIEWED BY: Michael DeVault

WRITTEN BY: Allyssa Haygood-Taylor

This article is part of a larger series on Business Email .

• 1 Select a Plan
• 2 Connect or Buy a Domain
• 3 Create Your Email Address
• 4 Complete Your Purchase
• 5 Next Steps
• 7 Bottom Line

If you’re looking for advanced features in business-class email, Outlook is virtually unbeatable. With multiple apps at your fingertips (e.g., tasks, notes, calendar, and contacts), you can easily correspond, set up automated workflows to save time, craft complex rules to manage your inbox, and sync everything across all your devices. We explain how to set up your Outlook business email step by step below.

Step 1: Select a Microsoft 365 Plan

To start, visit Microsoft 365’s website. Review the plans that come with Outlook business email by clicking on “Microsoft 365” at the top of the page and choosing the “Business” button. Once you find the one with the apps your business needs, click the “Buy now” button.

Visit Microsoft 365

Compare Microsoft Outlook Business Email Plans

Open the tabs below to decide which plan best fits the needs of your business (each plan comes with a 30-day free trial):

• Microsoft 365 Business Basic
• Microsoft 365 Business Standard
• Microsoft 365 Business Premium

Cost: $6 per user, per month

• Web and mobile apps: Outlook, Word, Excel, PowerPoint, Teams, Exchange, Visio, and Forms
• Business-class Outlook email inbox, calendar, and tasks
• 50GB of storage per mailbox
• 1TB OneDrive cloud file storage
• Ability to delegate calendars and inboxes
• Real time document co-authoring
• Video conferencing up to 300 participants
• Video and phone calling and chat via Teams
• Standard security
• 24/7 phone and web support

Cost: $12.50 per user, per month

• Everything in Basic, plus Access and Publisher
• Bookings for appointments
• Downloadable desktop apps
• Advanced webinar features like registration and reporting tools

Cost: $22 per user, per month

• Everything in Basic and Standard, plus Intune and Azure
• Advanced security
• Cyberthreat protection
• Access and data controls
• PC and mobile device management
• Large cloud archive and long-term data storage

Follow the prompts to set up Microsoft 365 business email. (Source: Microsoft)

Enter your existing email into Microsoft 365 business email. (Source: Microsoft)

Fill in all required input boxes to create your account. (Source: Microsoft)

Follow the prompts to set up your account, decide how to sign in, and input your business details and payment information. When everything is complete, confirm the details to continue your Microsoft 365 account and new business email setup.

Step 2: Connect Your Domain (or Buy One)

Next, indicate whether you will connect a business domain name you already own or buy a new one for the Microsoft 365 business email setup in Outlook. If you have a domain, select “Use a domain name you already own.” Then, input your domain name in the bar below and click “Verify ownership” to begin the domain verification process.

Start connecting your domain by inputting your domain name. (Source: Microsoft)

If you don’t already own a domain name, you can purchase one directly from Microsoft during the setup process. Alternatively, you can buy one from a domain name registrar like Domain.com for around $12 to $15 a year. Check out our list of the best domain name registrars for more options.

On a tight budget but need a domain? Check out some legitimate ways to get a free email domain with other services your business needs.

Verify Ownership of Your Business Email Domain

After inputting your domain name, Microsoft will look up your domain and request that you verify ownership of it by adding your domain’s DNS settings. This involves copying the provided TXT record information from Microsoft to your domain’s corresponding settings.

To do this, navigate to the domain name registrar you used to purchase your domain. Where to find your DNS settings will vary based on where you bought your domain name. We included links to set up information for several popular domain registrars below.

Once you’ve found the settings, copy the TXT value from Microsoft and paste it into your domain’s TXT value so the two match.

Follow the instructions to verify you own the domain inputted. (Source: Microsoft)

After updating your domain name’s DNS settings with Microsoft’s TXT record, navigate back to Microsoft and click the “I’ve added TXT record” button. Keep in mind that it can take up to 10 minutes to verify your DNS records. Once it’s been verified, you can move on to the next step of creating an Outlook email for business.

Step 3: Create Your Email Address

Next, you will be prompted to input your email user ID and create and confirm a password to finish the email setup process and start using Outlook. The user ID is the username you want to use for your email address (e.g., [email protected]).

If you’re unsure what to use for your email ID, learn more about choosing a professional email address format . After inputting your desired email address and password, click the “Sign up” button.

Fill out the fields to create your Microsoft user ID, then click the “Sign up” button. (Source: Microsoft)

The format you decide on for your professional email in Outlook is important for brand consistency going forward. To be sure you have landed on the best format for your brand’s business email, read our list of professional email address ideas and examples.

Step 4: Complete Your Purchase

The last step in the Microsoft 365 business email setup process is to add your payment and billing details. After verifying your domain and creating your email address, you’ll be asked to input the number of accounts (or user seats) you want to purchase. This is where you can add additional users for your business under the same plan.

Fill out the payment information to sign in and finish setting up your Microsoft Outlook for business email. (Source: Microsoft)

After choosing the number of accounts to buy, click the “Next” button and input your billing information. When done, click “Next” again and input your payment information. Once you’ve completed the payment, you can access your new account and use your business Outlook email.

Next Steps After Setting Up Outlook Business Email

Now that you know how to set up Outlook business email and you’ve completed the steps above, it’s time to put this powerful app to work for your business. There are dozens of Microsoft Outlook features that can streamline your business email.

Here are some basics to help you get more from your Outlook business email right out of the gate:

• Customize settings: On your Microsoft Outlook inbox, click on the “File” menu in the top-left corner of the Outlook window and select “Options.” From here, customize your inbox’s theme, font size, and notification settings. You can also access these settings straight from the Outlook ribbon by clicking on the “Home” tab and choosing “Options.”
• Set up calendar and contacts: Set up and customize meeting scheduling and contact storage tools by choosing either “Calendar” or “People” in the bottom left corner of the Outlook window. Outlook also allows you to sync with an existing email calendar, import, share, or create multiple calendars from the “File” menu.
• Organize your inbox: Use folders, flags, and categories to organize your inbox and keep track of important emails. Streamline email management and handling using filters and multi-layered rules.
• Add add-ons or plugins: Install add-ons from the Office Store to enhance your inbox functionality and integrate it with other apps and services. Although the best add-ons and plugins depend on your business needs, some of the most popular ones include Trello, Boomerang, ClearContext, and Evernote.
• Turn on sync with other devices: Set up Outlook to sync with your other devices (smartphone or tablet) to stay connected from anywhere. Download the Outlook app, one of our top picks for the best email apps in the market.

Ready to start exploring the advanced features and tools you get with business Outlook email? Get a closer look at the top reasons why businesses choose Outlook in our review of Microsoft business email .

Frequently Asked Questions (FAQs)

Can you get outlook email for free.

Yes, you can use the Outlook email app for free and even create a free Outlook email address (e.g., [email protected]). However, this doesn’t allow you to use a branded domain for business email, so it’s best for personal use rather than for business.

Is Outlook better than Gmail?

Outlook can be better than Gmail in terms of security, email automation, and customization. However, Gmail may be good for different types of businesses as compared to Outlook. For instance, a Gmail business email is great for remote teams or businesses that value collaboration, ease of use, and smart features. On the other hand, Outlook is excellent for larger companies needing extra security and advanced features.

Is Outlook still popular for business email?

SaasGenius reports that Gmail (and Google Workspace) has nearly 50% 1 of the market share with smaller businesses. However, Microsoft 365 (and Outlook) holds the edge when it comes to the sheer number of features and tools available to users—attractive to large-scale operations. In fact, more than 80% of organizations with $10 billion in revenue rely on Outlook’s cloud email solution.

What’s the difference between Microsoft 365 Home & Business Plans?

The main differences between Microsoft 365’s Home vs Business Office suite plans are pricing and the apps included. Home plans cost $6.99 to $9.99 with monthly billing and can be shared with up to five users, whereas Business plans range from $3 to $22 per user, per month. But business plans also include more apps, including Microsoft Teams’ collaboration and chat capabilities, plus tools for video conferencing and webinars.

Which is better for business email: Microsoft 365 or Google Workspace?

Microsoft 365 and Google Workspace are both top choices for business email. Each comes with a suite of productivity and collaboration tools. Google Workspace (and Gmail) is usually preferred by collaborative teams, while heavy email users or those wanting automations and integrations will get more from Microsoft business email via Outlook business.

Bottom Line

Microsoft Outlook is one of the best email providers for small businesses, thanks to sophisticated software and advanced features. The process for setting up a business email on Outlook is fairly straightforward and can be completed in a few minutes. Once complete, you’ll have access to advanced and varied features you can use for sales, marketing, operations, customer service, and more.

With your Microsoft 365 Office software plan comes world-class email in Outlook and a full suite of productivity and collaboration tools, including Microsoft Teams, MS Word, Excel, PowerPoint, and more. Get started with Microsoft’s 30-day free trial today.

Visit Microsoft Office 365

FAQ References:

1 SaasGenius

About the Author

Find Allyssa On LinkedIn

Allyssa Haygood-Taylor

Allyssa is a sales writer with a background in B2B sales and account management. After earning her degree in English and communications, she spent her selling career supporting Fortune 1000 IT and finance companies including Bank of America, Wells Fargo, and Credit Karma. As a writer for Fit Small Business, her specialties include lead nurturing, lead generation, and various software topics. When she's not writing or updating articles, you can find Allyssa writing poetry, traveling, or picking up any new creative hobby.

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Microsoft 365 Family vs Microsoft 365 Business: which is better for work?

Not sure whether to spend extra on corporate software? We weigh up Microsoft’s productivity possibilities

Most of us have been using apps like Word and Excel for decades, so it’s no surprise that productivity suites like Microsoft 365 are popular – they combine top tools and security features into easy, accessible packages.

If you’re not familiar with the range of Microsoft 365 options on the market, though, the range of options can be extremely confusing. It’s even trickier if you’re weighing up Microsoft’s various family and business plans.

And while it might seem odd to compare home and work products, the rise in freelancing and hybrid working means more people and companies are trying to figure out if they can use Microsoft 365 home products instead of a pricier business package.

Whether you’re a freelancer, an IT manager or a business owner, it’s worth weighing up Microsoft 365 Family and Microsoft 365 Business to find the best option for you – and that’s exactly what we’ve done.   

That’s not the end of our software support, either. We’ve delved into the best photo recovery apps and explored the best apps for managing your money .

<a href="https://click.linksynergy.com/fs-bin/click?id=kXQk6*ivFEQ&offerid=817925.43&type=3&subid=0&u1=hawk-custom-tracking" data-link-merchant="click.linksynergy.com""> Microsoft for Business can help identify your company's specific tech needs. Connect one-on-one with a business product expert by video chat or audio call. <a href="https://click.linksynergy.com/fs-bin/click?id=kXQk6*ivFEQ&offerid=817925.43&type=3&subid=0&u1=hawk-custom-tracking" data-link-merchant="click.linksynergy.com"" data-link-merchant="click.linksynergy.com"">Book a consultation today.

Microsoft 365 Family: what do you get?

There’s no denying that Microsoft 365 Family offers great value. Pay $99.99 per year in the US or £79.99 in the UK and you get Word , Excel , PowerPoint , OneNote , Outlook and OneDrive . Users can run those apps on PCs, Macs, Android and iOS devices and on the web. Access and Publisher are available for PC users, too.

It’s huge versatility, and the impressive set of features doesn’t stop there. Each user gets 1TB of cloud storage so you can sync files across devices. Each user gets 50GB of space with their Outlook email address, and Family users can enjoy Microsoft Teams and Skype for easy communication.

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Elsewhere, conventional data protection comes from Microsoft Defender, and OneDrive incorporates ransomware detection and recovery services. There’s even a basic free video editing software and royalty-free templates, stock photos and stock videos.

If you need reliable, synchronized access to productivity tools, then the Home product makes loads of sense – especially if you want productivity software that your family can use. And with support for six users, the Family package is ideal for small businesses with relatively basic productivity needs.

There’s a great option if you’re self-employed, too: the Microsoft 365 Personal product only supports one user, but it only costs $69.99 or £59.99 per year.

Microsoft 365 Business: a better option?

There’s no doubt that Microsoft 365 Family is well-suited to anyone who needs relatively straightforward productivity and email tools, but if you run a business or handle corporate IT systems then you’ll find its limits very quickly.

If that’s the case, then you should consider Microsoft 365 Business instead. These products are more expensive, but they’re far more powerful.

Let’s start with Microsoft 365 Business Basic, which costs $6 or £4.50 per user per month. You get web versions of Word, Excel, PowerPoint, OneNote and Outlook. You get Exchange, too, so you can use your domain name rather than Outlook. Each user gets 1TB of OneDrive cloud storage space alongside 50GB of email capacity.

The Basic product has more collaboration options, in-depth calendaring capabilities and a solid range of admin settings, and its tools also work on Android and iOS – just like in Microsoft 365 Family.

If you’d like to switch your business to downloadable apps rather than online versions, you can pay $8.25 or £7.90 for Microsoft 365 Apps for Business.

Upgrade to Microsoft 365 Business Standard and you get everything in Business Basic alongside downloadable apps and the ability to host webinars . You’ll also get more detailed options about how Microsoft controls and processes your data, which is perfect if you want to retain your existing domain.

Microsoft’s top option, 365 Business Premium, costs $22 or £16.60 per user per month. That’s pricey, but you get class-leading security and management features that you simply won’t find on any other Microsoft 365 product. It’s the best product here if you have a wider network that you need to manage and sensitive data that you have to protect.

The various Microsoft 365 Business products offer more than the Family and Personal tools. Even at the Basic level you get Exchange, and as you upgrade through the tiers then Microsoft adds enterprise-grade management and security abilities.

And, no matter which Microsoft 365 Business tool you purchase, you’ll be able to add 300 users to your system and allow each user to use Microsoft’s products across five different devices.

We can’t deny the increase in cost, though. When all the Business products charge per user and per month, those products will quickly become pricier than Microsoft 365 Family or Personal.

Which should you use?

The relatively high costs means that there are plenty of situations where Microsoft 365 Family will be your best option – even if you’re buying software for business use.

If you’re a small company that only has relatively basic productivity needs, for instance, then you can easily buy Microsoft 365 Family, grant access to five other employees, and enjoy web, mobile and PC-based access to crucial apps.

It’s also ideal for freelancers, people who need a product for their family, and many people who work from home.

Pretty soon, though, you’re going to hit the limits of Microsoft 365 Family, especially if you’re part of a growing business or if you operate in a larger team. If that’s the case, then you or your business should stump up for a Microsoft 365 Business product.

Exchange compatibility means you can use corporate email addresses, those tools support a broader number of users, and as you progress through the tiers you get better security and management options. In terms of protection, deployment and administration, there’s really no competition.

Ultimately, freelancers, sole traders and people who need basic productivity tools can certainly save money with Microsoft 365 Family, and that’s a great option if you want one package to cover home and work use. But if you have a larger business then you’ll almost certainly need the more robust security and management tools available from Microsoft’s proper corporate software. 

L ooking for a new laptop to WFH? Check out our best laptop for working from home

Mike has worked as a technology journalist for more than a decade and has written for most of the UK’s big technology titles alongside numerous global outlets. He loves PCs, laptops and any new hardware, and covers everything from the latest business trends to high-end gaming gear.

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Office 2021 vs. Microsoft 365: How to choose

Microsoft office may be the most common productivity tool for corporate users, but it's not a one-size-fits-all suite. here are the differences between office 2021 and microsoft 365 and how to decide which is best for you..

Microsoft Office is how billions of people around the world go to work and school, whether they do it from home, an office, a classroom, or a combination of any of those. This suite of productivity tools is used by people working in 106 languages in nearly every country in the world, and it’s available in versions for personal, small business, enterprise, and educational use.

But there is more than one way to buy Office — or, rather, to buy the license to use it. There’s the “perpetual” version of Office that’s available as a one-time purchase; the most current version is Office 2021 . Then there’s the subscription version that lives in the cloud and for which you pay a monthly or annual fee. When this version was introduced in 2011, Microsoft called it Office 365 , later renaming it Microsoft 365 for personal and small business subscriptions. At the enterprise level, both Office 365 and Microsoft 365 plans are available. In this story, we’ll use “Microsoft 365” as shorthand for all “365” subscriptions unless we’re referring to a specific plan.

Why choose to buy it one way and not the other? The answer can be confusing, especially since each suite of tools includes most of the same applications, give or take.

Microsoft has made its preference clear: The company believes that “ the cloud will power the work of the future ” and would love it if everyone purchased Microsoft 365. There are lots of incentives for doing just that. But you have options.

Office 2021 vs. Microsoft 365: What to consider

• microsoft office: the options (plans and pricing), • how you pay for office, • how each version of office is serviced, • how office hooks up with cloud services.

Here’s help deciding which version of Office is right for you or your company.

Microsoft Office: The options

For personal use.

• Office Home & Student 2021: $150, one-time purchase for use on one computer; includes Word, Excel, PowerPoint, and OneNote.
• Microsoft 365 Personal: $70 a year or $7 a month (1 user, multiple devices); includes Word, Excel, PowerPoint, OneNote, Outlook, OneDrive , and Teams.
• Microsoft 365 Family: $100 a year or $10 a month (6 users, multiple devices); includes Word, Excel, PowerPoint, Outlook, OneDrive, Teams, and Family Safety.

For small businesses

• Office Home & Business 2021: $250, one-time purchase for use on one computer; includes Word, Excel, PowerPoint, and Outlook.
• Office Professional 2021: $440, one-time purchase for use on one computer; includes Word, Excel, PowerPoint, Outlook, Publisher, and Access; works with Teams.
• Microsoft 365 Apps for business: $8.25/user/month (up to 300 users); includes Word, Excel, PowerPoint, Outlook, OneDrive, Publisher, and Access.
• Microsoft 365 Business Basic, Standard, and Premium: plans range from $6/user/month to $22/user/month (up to 300 users); tools included depend on the level of your subscription. Desktop versions of Word, Excel, and other Office apps require a Standard plan or higher; the Basic plan offers only web and mobile versions. All plans include Exchange email hosting, OneDrive, and SharePoint. The Premium plan adds advanced security and management features.

For enterprises

• Office LTSC 2021: available only through volume licensing ; this Office title stands for Long Term Servicing Channel — it’s the commercial version of Office 2021. According to Microsoft, it’s designed for regulated devices that can’t accept updates for security reasons and for systems that don’t connect to the internet. (Note, however, that it’s the only non-subscription version of Office available for large organizations.) Includes Word, Excel, PowerPoint, Outlook, OneNote, Access, and Publisher.
• Microsoft 365 Apps for enterprise: $12/user/month (up to 5 devices per user); annual commitment required; includes Word, Excel, PowerPoint, Outlook, Teams, OneDrive, OneNote, Access, and Publisher.
• Office 365 E1, E3, and E5: plans range from $10/user/month to $38/user/month; annual commitment required; tools included depend on the level of your subscription. Desktop versions of Word, Excel, and other Office apps require an E3 plan or higher; the E1 plan offers only web and mobile versions. All plans include Exchange Online, OneDrive, SharePoint Online, and additional enterprise services. The E5 plan adds advanced security, compliance, and management features.
• Microsoft 365 E3 and E5: plans range from $36/user/month to $57/user/month; annual commitment required; these plans offer most of the same features as the Office 365 E3 and E5 plans, and also include Windows and additional Microsoft services such as Visio.
• Other plans: Microsoft offers additional Office 365 and Microsoft 365 plans for education , government , and nonprofit organizations, and for frontline workers .

How you pay for Office

One big difference between the “2021” and “365” options is how you pay for them. If you are buying a “perpetual license” (such as with Office Home & Business 2021 or Office LTSC 2021 ), you pay a larger sum than with the subscription’s offerings under the Microsoft 365 or Office 365 brand, but you do so only once. When you subscribe to any of the Microsoft 365 or Office 365 plans, you pay annually or monthly.

Office 2021: a perpetual license

Whether you buy a single copy of Office 2021 in a retail outlet or download hundreds of seats via volume licensing, Microsoft calls this is a “one-time purchase” because you pay only once, not every month. (Labels like “perpetual,” which have been widely used by  Computerworld , technically note the type of license rather than payment methodology, but in this case, the kind of license is tied to whether it was bought outright or simply “rented.”)

Microsoft defines the term as when “…you pay a single, up-front cost to get Office applications for one computer.” Up-front is the key adjective there. You have to ante up the entire purchase price before you get the software.

That purchase of a license to legally run the software gives you the right to use that version of Office 2021 in perpetuity. In other words, the license has no expiration date, and users may run the suite for as long as they want. Pay for Office 2021 this year and use it for the next seven years? Fine. Use it to operate your space portal in the year 2050? Nothing to stop you. (Except hardware compatibility. Though you could probably find an old, refurbished computer and drag that into space.)

But if you want new features that come out with the next update, you will have to pay full price again, whatever that is, when the next version comes out — if one comes out. There are no upgrade options on the perpetual license packages.

Microsoft 365: Office as a service

Microsoft 365, the purchase method Microsoft would prefer you choose, is a subscription service, where you pay the software giant monthly or annually. There is a discount, sometimes a tempting one, for going with the annual payment plan over the monthly one. (All enterprise plans, from Enterprise E1 to E5, require an annual commitment.) And the company is always sweetening this pot by offering more apps than you get with the perpetual license products and with a continuous supply of new features.

Like any subscription, Microsoft 365 provides a service — in this case, the right to run the suite’s applications and access the associated services — only as long as payments continue. Stop paying, and rights to run the apps expire. This happens in a progressive way , giving you time to download your data or update your payment plan, whichever you choose.

For 30 days after non-payment, your plan will be “Expired.” You will still have access to all your apps and files. If you don’t activate it again while it’s in the Expired stage, it moves to “Disabled,” where it will stay for 90 days. You won’t be able to access your apps or data until you pay up. If you still don’t pay for your plan, it will be “Deleted.” At that point, it’s gone.

A Microsoft 365 license, then, is contingent on sustained payments. Halt the latter, and the license is revoked. Restart the payments — but don’t wait too long — to restore the license.

How each version of Office is serviced

Although payments define one difference between Office 2021 and Microsoft 365, Microsoft’s development and release pace is ultimately more important to users — and the IT professionals who support them.

Think of Office 2021 as traditional software — a bundle of tools that typically don’t change much until the next major version. That holds for servicing, too. Microsoft does release monthly security and quality updates for the perpetual license versions of Office. (You can check from within any Office app if there are updates available . From, say, a Word document, go to File > Account and look for Product Information . Then choose Update Options and Update Now .)

But Office 2021 doesn’t get the continually upgraded features and functionality that Microsoft 365 does. What you get when you buy the suite, feature-wise, is it. If you want the updates, at some point in the future, you will have to buy whatever version Microsoft is selling as a perpetual license then.

(The company says of the release of Office LTSC 2021, “While this will not be our last perpetual release, we continue to make investments that make it even easier for customers to adopt Microsoft 365.” And in an online explainer about all Office products, the company says, “We are happy to confirm our commitment to another release of the perpetual version of Office in the future, beyond this release.”)

Microsoft regularly releases feature and security updates for Microsoft 365 apps, though. And it releases them as they happen. As new features and functionality accrete, and the applications in Microsoft 365 evolve, Microsoft will decide it’s time for a new version of Office. It will then package some of those features into an upgraded suite for customers who continue to make one-time, up-front purchases. How long they keep doing this likely depends on how long there is a demand for these “locked in time” versions.

One other important note: Office 2021 and Office LTSC 2021 will be supported with security updates only through Oct. 13, 2026. That’s just five years of support, down from seven years in Office 2019 and 10 years in prior releases. In contrast, with Microsoft 365 subscriptions, support never runs out — as long as you keep paying, of course.

How Office hooks up with cloud services

One reason to choose Office 2021 over Microsoft 365 is internet access. If you don’t have reliable access to the cloud, can’t be connected to the internet for security reasons, or — for whatever reason, maybe you live on a remote mountaintop — your computer is often offline, this is the type of software you need.

In fact, internet access is one of the main reasons Microsoft can’t force us all to subscribe to Microsoft 365. Microsoft 365 runs in apps that are downloaded to your computer, phone, or tablet, but those apps require near-constant internet access, especially if you use OneDrive and store all your files in the cloud.

In standard use, Microsoft 365 stops working if it can’t connect to the internet for 30 days. For some use cases, this is a deal breaker. But the company is making efforts to overcome this objection to the Microsoft 365 products. Last year, Microsoft launched features for enterprise users that allow Microsoft 365 keep working without issue even if it is offline for extended periods of time. An IT administrator has to set it up, but after that, a user can keep working, offline, for up to 180 days.

Office 2021, on the other hand, does not rely as heavily on an internet connection to operate, save files, and self-update. You can connect it when you have access and work offline when you don’t. This, as much as cost and a desire to stick to old-school software distribution models is, perhaps, the most compelling reason to insist on one of the perpetual license products.

Whichever license you ultimately choose, you will get many of the same tools. And the reasons for making one choice over another have less to do with price and features than with how you or your users work, support and security needs, reliability of internet access, online storage and collaboration needs, and how excited (or annoyed) you or your users are likely to be by new features that turn up, like a gift, in the software.

This article was originally published in July 2017 and most recently updated in June 2022.

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Usb-c explained: how to get the most from it (and why it keeps on getting better), the desktop processor market is suddenly hot again, how intel's 'ai everywhere' strategy could challenge nvidia's dominance, 5 advanced tricks for google’s circle to search on android, from our editors straight to your inbox.

Gregg Keizer covers Windows, Office, Apple/enterprise, web browsers, and web apps for Computerworld.

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Nsa, microsoft implore enterprises to patch windows’ ‘bluekeep’ flaw before it’s too late, which macs will run apple’s macos big sur, how to make sense of windows updates and upgrades with microsoft’s new release dashboard, enterprise alert: microsoft slates next windows 10 long-term release for 2021.

Christina Wood is a freelance writer living in North Carolina. She blogs at GeekGirlfriends.com .

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Set up Microsoft 365 Business Standard with a new or existing domain

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Check out all of our small business content on Small business help & learning .

When you purchase Microsoft 365 Business Standard, you have the option of adding a domain you own, or buying one. Check out Sign up for a Microsoft 365 Business Standard subscription .

In this article, we'll walk you through the steps of adding an existing domain you already own or buying a new one. If you purchased a new domain when you signed up, your domain is all set up and you can move to Add users and assign licenses .

If you have a Microsoft 365 Business Premium subscription, please see Set up Microsoft 365 Business Premium .

Set up Microsoft 365 for business

Before you begin.

To add, modify or remove domains you must be a global administrator. For more info, see About admin roles .

The person who signs up for Microsoft 365 for business (usually the business owner) automatically becomes the technical administrator of the organization. You can add other people as admins if you want help managing your Microsoft 365 services. Check out Assign admin roles for more info.

Watch: Add an existing domain to your Microsoft 365 Business Standard subscription

Steps: add an existing domain to your microsoft 365 business standard subscription.

From the How you'll sign in page on the Microsoft 365 Business Standard sign up, choose Create a new business email account (advanced) .

On the Install your Microsoft 365 apps page, you can optionally install the apps on your own computer.

In the Add domain step, enter the domain name you want to use (like contoso.com).

If you purchased a domain during the sign-up, you will not see Add a domain step here. Go to Add users instead.

Follow the steps to Add DNS records to connect your domain that verifies you own the domain. If you know your domain host, see also Add a domain to Microsoft 365 .

If your hosting provider is GoDaddy or another host enabled with domain connect , the process is easy and you'll be automatically asked to sign in and let Microsoft authenticate on your behalf.

Add users and assign licenses

You can add users now, but you can also add users later in the admin center.

Any users you add get automatically assigned a Microsoft 365 Business Standard license.

If your Microsoft 365 Business Standard subscription has existing users you get an option to assign licenses to them now. Go ahead and add licenses to them as well.

After you've added the users, you'll also get an option to share credentials with the new users you added. You can choose to print them out, email them, or download them.

Connect your domain

To set up services, you have to update records at your DNS host or domain registrar.

The setup wizard typically detects your registrar and gives you a link to step-by-step instructions for updating your NS records at the registrar website. If it doesn't, Change nameservers to set up Microsoft 365 with any domain registrar .

• If you have existing DNS records, for example an existing web site, but your DNS host is enabled for domain connect , choose Add records for me . On the Choose your online services page, accept all the defaults, and choose Next , and choose Authorize on your DNS host's page.
• If you have existing DNS records with other DNS hosts (not enabled for domain connect), you'll want to manage your own DNS records to make sure the existing services stay connected. See domain basics for more info.

Follow the steps in the wizard and email and other services will be set up for you.

When the signup process is complete, you'll be directed to the admin center, where you'll follow a wizard to install Microsoft 365 apps, add your domain, add users, and assign licenses. After you complete the initial setup, you can use the Setup page in the admin center to continue setting up and configuring the services that come with your subscriptions.

For more information about the setup wizard and the admin center Setup page, see Difference between the setup wizard and the Setup page .

Watch: Set up business email with a new domain

Steps: set up business email with a new domain.

Follow the steps to buy a new domain and enter the domain name you want to use (like contoso.com). After you've completed buying your domain, you can add users and licenses and install your Microsoft 365 apps in the admin center.

Finish setting up

Follow the steps below to set up Outlook, Teams, OneDrive and your website.

Step: Set up Outlook for email

On the Windows Start menu, search for Outlook, and select it.

(If you're using a Mac, open Outlook from the toolbar or locate it using the Finder.)

If you've just installed Outlook, on the Welcome page, select Next .

Choose File > Info > Add Account .

Enter your Microsoft email address and select Connect .

Watch: Set up Outlook for email

More at Set up Outlook for email .

Import email

If you were using Outlook with another email account, you can import your previous email, calendar, and contacts into your new Microsoft account.

Export your old email

In Outlook, choose File > Open & Export > Import/Export .

Select Export to a File and then follow the steps to export your Outlook Data File (.pst) and any subfolders.

Import your old email

In Outlook, choose File > Open & Export > Import/Export again.

This time, select Import from another program or file and follow the steps to import the backup file you created when you exported your old email.

Watch: Import and redirect email

More at Import email with Outlook .

You can also use Exchange admin center to import everyone's email. For more information, see migrate multiple email accounts .

Set up Microsoft Teams and OneDrive for business

Select the OneDrive cloud icon from your taskbar and follow the steps to move your files to your new OneDrive for Business folder. Select Next to set up Microsoft Teams.

• Open Microsoft Teams, select your profile icon, and then Add work or school account . Follow the steps to add your new account to Teams.

Invite users to join your subscription and organization

Once you've set up your organization, you can invite other users to join your Microsoft 365 business subscription. They'll get access to all the features of the subscription.

Invite users to my subscription

Let your users know they can follow the steps in the articles below to join your organization and subscription.

Accept an email invitation

Accept an email invitation using an Outlook, Yahoo, Gmail or other account (User)

Related topics

Migrate data to my Microsoft 365 Business Standard subscription

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• Microsoft (again) announces 365 Basic plan extras

Microsoft has announced ‘extras’ for Microsoft 365 Basic but we can’t see anything new that wasn’t promised over a year ago and delivered six months ago. It’s a just a simple PR stunt that worked.

The ‘Microsoft 365 Basic’ plan has just 100GB of OneDrive storage plus a 50GB Outlook.com mailbox for US$19.99 a year plus tax.

Let’s see what’s in this latest announcement:

• Ransomware detection and recovery
• Personal Vault
• Password protected and expiring sharing links

Which sounds great except there’s nothing new in the 28 March 2024 announcement.

All three features were promised in January 2023 when Microsoft 365 Basic was announced.  It took another nine months for them to be added to the plan in September 2023. They aren’t really ‘extra’ because those features were promised from the start and they are standard for anyone with a paid OneDrive plan.

This ‘new’ announcement has nothing new, it’s just a restatement of what’s already in Microsoft 365 Basic. From Microsoft’s point of view, it worked.  They got a lot of free publicity simply by pretending something was new or updated.

Microsoft 365 Basic might be worth it for anyone with an Outlook.com address because the plan boosts storage to a 50GB mailbox.  For others, all you get is 100GB of OneDrive storage which isn’t a lot for US$20 a year. 

The extra OneDrive space might be suitable for people with the ‘perpetual licence’ Microsoft Office ( Office 2021 , 2019 or soon Office 2024 ).

Microsoft 365 consumer or business users get 1TB of OneDrive space so they have no use for the Basic plan.

Microsoft 365 Basic finally gets all the security features What’s in and out of the new Microsoft 365 Basic

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Planner - add plan to outlook calendar, publish share with Anyone. Restrict access

Want to add plan to Calendar for myself and the members of the plan.

so in Planner, I select the plan, click the three dots and Add plan to Outlook Calendar

I get this prompt.

It looks like I can either not do it, or publish so all can see it, including anyone outside the plan or organisation.

How can I restrict access to the plan calendar to just the plan members?

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Replies (6) .

• Microsoft Agent |

Apologies for the inconvenience caused and please don’t worry, let’s work together on your concern and move towards a resolution path.

I understand your concern and I would like to convey that I have tested the behavior at my end, where I noticed the following behavior:

If the owner of the Plan has choose the option Don’t publish, keep private then members of the Plan will not be able to see the option Add Plan to Calendar:

If the owner of the Planner has enabled the Publish, share with anyone option in Add plan to Calendar, then the members will be add the Calendar to their Outlook but there will not have access to the iCalender link unless it’s shared by the owner of the Plan. From the members end, when they click on Add plan to Calender, it will directly take them their Outlook for the web for adding it the Calendar:

In conclusion, the members will not have access iCalendar link and only the owners of the Plan will have access to the iCalendar link, where accessing the iCalendar link will download the ics file and it can be imported to the users calendar.

However, the owners of the Plan, need to click on Add to Outlook so that the Plan calendar will be added to the Outlook.

If there is any misunderstanding or confusion, we are sorry and request you to share the more detailed information which will help us to better understand and guide you further.

Appreciate your patience and understanding. Have a great day!!

Best Regards,

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Thanks for your feedback.

If I may add to the original question:

The description of the second option, "Anyone with an internet connection can use the iCalendar link to see task information for this plan and add it to their Outlook calendar." makes it seem like publishing plans to Outlook can invite a security risk. The wording leads me to believe anyone with the link, whether they are a member of our company/tenant or not, can view that information. If that is correct, that seems quite vulnerable.

Please provide insight on this question. We would love to use this feature, but I worry about the possible security risks involved. Thank you.

As Matt Van Noy says below.

The second option suggests a security risk.

Publish, Share with anyone

It's not for me, it's for a work colleague wanting to add a plan to her Outlook and allow plan members to add it to their calendar, but no one outside the Plan.

Is that possible?

She is reluctant to use it because that wording implies all access or none.

Thanks for writing back to us.

As per the further updates, I would like to let you know that the members in the Plan of Microsoft Planner will not see the option  Add plan to Outlook calendar  by default and they can see the option Add plan to Oultook only when the owners of Plan has select the option Publish, share with anyone.

However, the members won't be able to see or get the iCalendar link when they click on Add plan to Outlook. Moreover, if they click on Add plan to Outlook, it will directly take to Outlook for the web.

The window  Add plan to Outlook Calendar with an iCalendar Feed  is only for the owners of the Plan.

Since you requirement is to allow members of the Plan to add the plan to Outlook Calendar, you can ask the owner of the Plan to set Publish, share with Anyone and don't share iCalendar link to any user.

@Matt Van Noy, yes, iCalendar link will allow any user to add the Plan to their mailbox calendar but the link can be shared by the owner of the Plan only because the members will not have  Add plan to Outlook Calendar with an iCalendar Feed window.

If still there is any misunderstanding, we apologize and request you to share the more detailed information which will help us to better understand and guide you further.

Appreciate your patience with us and have a wonderful day!!

1 person found this reply helpful

Sorry, just to clarify...

Assuming the owner just wants to see the task on their own calendar. What would they do?

Here are the steps that need to take by the owner of the Plan to add the Plan to their owner Outlook Calendar:

Open the Plan in the Microsoft Planner> Click on the three dots at the top beside Schedule> Click on Add Plan to Outlook Calendar> Select Publish, Share with Anyone> Click on Add to Outlook:

Note: Enabling the option Publish, shared with Anyone will allow the members of the Plan to add the Plan to their mailbox Calendar linked to their Office 365 account and the link with  https://tasks.office.com  /0… will be only available to the owners of the Plan.

If you are looking to allow only owner of the Plan to add the Plan to the Outlook Calendar, I am sorry to convey that there is no out of the box setting or feature to achieve the requirement and I suggest you to take this idea to the related development team by adding it as a feedback in  Planner · Community (microsoft.com)  which is the best place to share our ideas and improve the Microsoft products.

Appreciate your patience and understanding with us. Have a great day!!

Best Regards, Sophia

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