Office 365: The Myths and the Facts

By Luke Watts // 15th August 2018

Here at RoundWorks IT, we often find that small and medium-sized businesses using ‘traditional’ Office packages such as Office 2016 are reluctant to migrate to Office 365. Why? Because they simply don’t understand the product and the benefits it offers.

Yes, traditional Office is great in many ways. But if you’re considering moving over to Office 365, take a moment to read our article which debunks some of the urban myths around it.

Myth 1 – If I move to Office 365, I have to move everything else to the cloud as well.

Fact – this isn’t true. Of course, you can move everything online if you want to. But there’s no real need to do this. Many of the businesses we work with who decide to migrate to Office 365 choose a hybrid approach, with some applications left offline. In fact, if you use bespoke software such as custom-made CRM packages, you might not be able to move them into the cloud anyway.

And even if you want everything to be cloud-based at some point, there’s no need to do everything at once. Why not start with moving a few services to the cloud, such as email and file sharing capabilities, and see how you get on? More complex services and applications can be migrated later on when you’ve worked out the best set-up for your business.

Myth 2 – I can only use Office 365 in the cloud, not offline.

Fact – rubbish! Office 365 applications are physically installed on your devices, so you can work offline if you prefer. Depending on the plan you choose for your business, you can use familiar software packages including Word, Excel, PowerPoint, Outlook and OneNote offline as well as online.

If you want to use OneDrive to store your data in the cloud, your documents will be uploaded or updated automatically next time you go online. You can also access your files from anywhere in the world with an internet connection, facilitating remote, mobile and collaborative working.

Myth 3 – Storing data in the cloud is riskier than keeping it on the premises.

Fact – Microsoft is actually (and unsurprisingly) a global leader when it comes to keeping data safe online and preventing security breaches. The company spends an absolute fortune on cybersecurity, employing world-leading experts to design and implement systems that prevent, detect and mitigate threats. This is something that small and medium-sized companies are unlikely to be able to afford!

What’s more, Office 365 has a 99.9% financially-backed uptime guarantee. By using it to store your data, you’re also protecting your business from falling foul of the new and stringent Data Protection rules, GDPR, which came into force in May 2018. For maximum protection, however, we recommend you back up your sensitive data to a device that’s removed from the premises every day, such as an external hard drive, as well as storing it in the cloud.

Myth 4 – migrating to Office 365 won’t make life any easier for my team.

Fact – it offers a range of superlative features* that can help you work more efficiently and productively. For example, using Exchange Online for email will change things straight away. Updates and patches are delivered automatically, so you’ll always have the latest version and won’t have to waste any more time fiddling around with manual upgrades!

Office 365 has also been designed to integrate seamlessly with Skype, creating a kind of ‘super-Skype’ if you like. You can invite up to 250 people to online meetings and webinars, give PowerPoint presentations, share a desktop, start an Instant Messaging conversation…and much more. (And make and receive audio and video calls, of course).

* It’s important to note that the exact features you can access with Office 365 depending on your chosen plan. Please see our separate article [link when online] for full details.

Myth 5 – moving to the cloud is a hassle and just too complicated.

Fact – RoundWorks IT are here to give you the advice and support you need to choose the right Office 365 plan for your business and enable a seamless migration. Our engineers have oodles of experience of helping clients move from traditional set-ups to cloud-based platforms or a hybrid approach as mentioned above. The key is to identify the right approach for your individual business requirements – and that’s what we’re here for.

Once Office 365 is in place, life will get easier rather than creating more hassle. As already noted, software upgrades will take place automatically. This reduces your IT maintenance workload, so you can spend more time on your core business. You could even reduce your IT spend, as Office 365 is licensed by a user rather than by device, with each team member able to access it on up to 15 devices.

Like to know more about Office 365? Fire away!

You’ll find more information about Office 365 and how it could benefit your business at our website. Or why not get in touch for a chinwag about your current and future IT requirements, and how Office 365 could help you meet your business goals? We love to talk! Our friendly engineers can even visit your premises for a free IT audit – how about it?

Give us a call today on 0333 344 4645, email or chat with us live at our website.

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