What Is Microsoft 365 and What Is It Used For?

What is Microsoft 365? Microsoft 365 offers subscription-based access (including access via the cloud) to a range of popular Microsoft tools, including Word, Excel, PowerPoint, OneNote, Outlook, Publisher, Access, Skype, and SkyDrive. 

Since its launch in 2013, Microsoft 365 has found a home not only on personal computers but on the devices used in millions of offices. To better serve both individuals and businesses, Microsoft blended two of its products—Office 365 and Microsoft 365—into one solution under the latter’s name. Over time, Microsoft 365 has expanded to offer even more valuable tools and functionality, such as access via favorite Apple devices like iPhones.

Microsoft 365 offers an array of practical, productivity-driven functions. Keep reading for a quick rundown of how you can enhance your workflow through this common yet often underutilized tool.

What is Microsoft 365?

Microsoft 365 is a suite of productivity tools including Microsoft Word, Teams, Excel, PowerPoint, Outlook, OneDrive, and more. While you can install Microsoft 365’s tools on your desktop or laptop, they’re also suitable for use on tablets and phones. The cloud-powered platform of tools also comes with OneDrive cloud storage. You may experience slight differences in features and functions, depending on the Microsoft 365 subscription you choose. It has use cases that span many industries, including health care, retail, business, education, and more.

Microsoft 365 tools

The basic Microsoft 365 subscription for personal use features the following primary tools: Word, Excel, PowerPoint, Outlook, OneDrive, Microsoft Defender, Microsoft Teams, Microsoft Editor, Teams, Clipchamp, OneNote, and Microsoft Forms. All of these tools aid you in various uses, including media creation and communication. 

What is Microsoft 365 used for?

Microsoft 365 tools fit into two primary usage categories: media creation and editing and communication.

Media creation and editing 

When it comes to media creation and editing, Microsoft Word is a fairly popular Microsoft 365 tool. While it seems simple, Microsoft Word offers so much more than document creation. Within Microsoft Word, Microsoft Copilot and Editor can assist you in ensuring each document shines by doing things like fine-tuning your grammar and helping you write more efficiently.  

Microsoft Copilot can assist with communication in addition to media creation and editing. The AI tool can create everything from PowerPoint presentations to email thread summaries, working in conjunction with Word, PowerPoint, Excel, Outlook, Teams, OneNote, and Forms. 

With Excel, you can create more than spreadsheets. The platform can also learn your patterns and behaviors to streamline your data organization. It can help you present your data via charts, graphs, tables, and other special formatting.  

Meanwhile, PowerPoint can produce creative presentations quickly. It also features presentation-enhancing tools such as an AI-driven speaker coach that can assist you in honing your public speaking skills.  

With OneNote, you can take notes, sketch out your ideas (via compatible devices), voice transcribe your notes, and collaborate with other users.  

For those who prefer to communicate via video rather than text, Microsoft 365 includes access to Clipchamp, a beginner-friendly video editing software that includes video recording functionality, stock media, and more. 

Communication

Outlook and Teams are Microsoft 365’s primary communication tools. With Outlook, keep track of your calendar and contacts within the easy-to-use email platform available on Windows, iOS, and Android devices. With Teams, you can join video calls, share files, and collaborate with other users.  

Want to garner insights from colleagues or clients? You can use Microsoft Forms to create custom surveys, polls, and quizzes. 

Who uses Microsoft 365?

Microsoft is widely used by both private consumers and businesses across a wide range of industries. Examples include higher education, retail, banking, consumer goods, gaming, manufacturing, automotive, chemicals, government, travel, and more. 

Pros and cons of using Microsoft 365

While Microsoft 365 offers a broad array of features adopted by a large number of users, it has some positive aspects as well as some potential drawbacks.

The pros of Microsoft 365 include:

• Microsoft Word provides a robust suite of tools and features that far outpace what you’ll find with other word processors, allowing you to do more and work smarter.

• Excel offers superior lightning-fast data processing speeds and ease of navigation.

• You can access Microsoft 365 tools both online and offline, a feature not available with every such platform.

• Easy, simple billing options for individuals and businesses.

The cons of Microsoft 365 include:

• The layers of complexity in some apps can frustrate beginners.

• The new version of Outlook can’t translate messages to or from another language.

• Some Microsoft tool alternatives (like Google Docs or Pages) are free and do not require a paid subscription like Microsoft 365 does.

• Some features may require an internet connection to use.

Is Microsoft 365 now free?

Speaking of price, you can access some tools within the Microsoft 365 suite for free, as is the case when you create an Outlook email account, which gives you access to online versions of Word, Excel, and PowerPoint at no cost. However, you’ll need to pay for a subscription for the full range of tools and both online and offline access. 

As of 2025, Microsoft 365 Personal, the basic subscription for a single user, is $99.99 per year or $9.99 per month [1]. Microsoft also offers family plans and options for business use.

How to get started with Microsoft 365

Whether you want to improve productivity, expand your creative abilities via tools like Microsoft’s Clipchamp, or create a more impressive deck for your next client proposal, Microsoft 365 is likely a worthy investment. To purchase a yearly plan, you’ll need to sign up for or into a Microsoft account. Then, you’ll be able to purchase your subscription and download and install the various apps on your devices.

Explore Microsoft 365 on Coursera

Microsoft 365 offers a wealth of tools to increase productivity and creativity. Explore how you can potentially harness the capabilities of these valuable tools on Coursera. Consider the Microsoft Copilot: Your Everyday AI Companion Specialization, where you’ll have the opportunity to learn to harness the Power of Generative AI and Copilot Across Your Microsoft Stack. If you’re interested in building a career in full-stack development, you may want to explore the Microsoft Full-Stack Developer Professional Certificate.