By Jen Sharp, jensharp.com

he year was 1990. The Where are you using this? designation, you know you are not Hubble Space Telescope was In the past, software was purchased getting the application as a one-time, T launched, and the first from a real store. You opened a box, put standalone purchase. However, the 365 McDonalds opens in Russia. The a disk in your computer, and installed subscription still gives flexibility to Internet was just getting started, and the solution. Soon, however, the allow you to choose the number of personal computers were changing the Internet made it possible to download devices and which particular world. Office was launched, installations, and eliminated the need applications you will enjoy. The as a revolutionary package of for hard disks. Extending this idea, a important difference is that you will productivity software, giving very popular business model for have to pay monthly or annually for consumers Word, Excel, and companies to offer software as of late is continued access. PowerPoint together for only $600… based on subscribing to a service to Fortunately, the 365 editions combine that is $1,243 in today’s dollars. access the software. Some subscriptions both online and offline features, so you Now 30 years later, we’ve enjoyed an require you to connect to their servers do not have to continually be connected explosion of software tools that go far to use their product, called cloud to the Internet in order to use the beyond what MS Office Suite originally computing, while others allow a hybrid software. In addition, this version offers offered. There are many options to of offline and online solutions. other features that a standalone product choose from cloud computing to data Office 365 is Microsoft’s version of cannot, such as continual updates, new storage to collaborative editing, and the subscription based model that features added as they are released. The versions built for mobile, has been data storage options allow you to save PC, Mac, and packages for The important around since documents on Microsoft servers. This is Home, Personal, Student, 2011. Why 365? very helpful if, for example, you work Business or Government. difference is that Microsoft wants on documents both at home or the How do you know what you you to see how office, or if you travel quite a bit and really need? Here are a few you will have to they provide use mobile devices to access the popular options and pay monthly or support for your applications. It is also useful for data explanations of features that productivity backups offsite, since documents are water systems or small cities annually for every day of the automatically backed up and secured on can take into consideration year. Anytime Microsoft servers. when making a choice. continued access. you see the 365 However, some users prefer not to

104 March 2020 THE KANSAS LIFELINE u have documents stored in the cloud. How often do you upgrade your several devices for a nominal increase Although they are now addressing software? in price. u concerns, in 2018 Microsoft was found How much data storage space do Bundles labeled “Personal” provide to be non-compliant with the European you have versus what you need? access for one person only. Fortunately, u Union’s General Data Protection Do you work on the same Microsoft understands how one person Regulations which guide security and documents in different locations? can use several devices, so they allow privacy of user data. There were no Answering these will help you for this in their licensing. “Home” security breaches, but Microsoft was determine if you want your Office “in licenses allow a family, or up to six collecting data for diagnostics without the cloud” or “on your desk.” people total, with their devices. Across user consent. In addition, some users the board, pricing is more economical prefer not to have to connect to the Who will be using the with the Home license, so even if you Internet for updates or certain features software? only need it for two people, it’s worth as a matter of convenience or Perhaps an easier question is, who going with Home instead of two annoyance. Office 365 pushes will be using this software? Microsoft Personal licenses. notifications or errors regarding offline offers Home, Personal, Student, The “Student” license requires the use, and it can sometimes be confusing Business, Government or Enterprise individual to prove their educational if your offline and online files are not solutions based on the number of users status in order to get a good discount on synced. In addition, having more or devices you need to use the license, a one-time purchase. However, if control over your version allows you to and if those users need you’re a student or stay on older operating systems or not to work together. You teacher, the online have to update continually to chase should look at cost to “Business” version of Microsoft compatibility issues. determine which Office is free, and In determining what is best for your version you need, licenses are really they throw in 1 TB of needs, ask yourself these questions: space for data storage. u since the price Do you have a consistent internet difference between only worth the “Business” licenses connection when you use the Personal and Home price if used as a are really only worth software? the price if used as a u usually provides even Do you need external data one user greater 365 version. 365 version. A one- backups? flexibility to use across time purchase of

March 2020 105 THE KANSAS LIFELINE Office for Business at $250 only adds packages of applications makes it free version offers 5MB of space, but OneNote to the Classic apps, and is advantageous for you to take a chance an Office 365 Home or Personal only valid for one device. However, the and gain access to more applications. subscription includes 1 TB of storage. 365 version paid as a per-user annual Sometimes you don’t know what you This is an obvious example of how subscription includes extended need until you see a solution that fits. If packaging applications together by applications to support collaboration that’s the case, you might balance your choosing a license can save you money between teams. You can still choose a choice with a package that includes and give you more features rather than smaller “Essentials” online package at features you may not know if you will piece-meal purchasing each application. $5 a month per user, or add desktop use, but are included anyway. Outlook- -an client and versions, Teams, Bookings and mileage First think of all the activities you do calendaring program that has capability tracking to the “Premium” package at and what you need to accomplish. Then to connect to other Microsoft offerings. $20 a month per user. choose the individual applications you For example, you could schedule a Only larger corporations or know you must have. Find packages meeting in your calendar and businesses with many employees would that provide those key programs, then email invitations. find the “Enterprise” level of licensing compare pricing based on what MileIQ- accurate mileage tracking worth the cost. However, if you need additional products or services are and reporting for desktop and mobile even greater features like Business class available that include those. that tracks in the background as you , online meetings for large Only a few products are available as drive. groups, advanced security, file offline only: Word, Excel, PowerPoint Access- database creator/customizer storage/sharing, or more, you could go and OneNote. But several are available that goes beyond Excel’s two- to the trouble of qualifying for a downloaded to your desktop, needing dimensional capabilities. “Government” level of licensing. Their an internet connection to work In determining what is best for your definition for eligibility includes “city, properly: OneDrive, SharePoint, Teams. needs, ask yourself these questions: municipality, town, township, special However, the Office 365 product list is What do I really need to get done? purpose district.” Their solutions are large and ever-growing: Bookings, Where am I spending a lot of time available as the 365 online version, and Exchange, MileIQ, PowerBI, Project, doing manual repetitive tasks? Is there pricing is per user per month at a Skype, Sway, Whiteboard, , a solution I’ve not heard about that will negotiated rate with a minimum just to name a few. make this easier? Answering these will required number of users. See this link Here are a few of the products that help you determine how many for more: small cities and water districts might applications you want to package https://www.microsoft.com/en- find useful: together. us/microsoft-365/government/compare- Choosing just the right combination office-365-government-plans of products and services leads to the In determining what is best for your Choosing just the right satisfaction of money well spent. It also needs, ask yourself these questions: avoids confusing about notifications or How many people need to use this? Do combination of messaging or lack of syncing that hurts we need to collaborate and share work? productivity. We might find it a bit Do we need extended applications? products and services ironic that Microsoft puts out so many Answering these will help you narrow leads to the solutions to make our jobs easier, but down the solutions you can choose. the job of choosing that solution or Why will you be using it? satisfaction of money package or license is much harder. Hopefully breaking down the process Let’s face it. Most people haven’t well spent. by asking Where, Who and Why, you even used the Classic three solutions to will better navigate the sea of choices. their full potential: Word, Excel, and PowerPoint. And if you’re clever, you Since 1997, Jen Sharp might be able to get Excel to do almost (JenSharp.com) has Teams – collaborating for document served business and anything. Almost. sharing and editing and managing government across For those other needs, Microsoft shared tasks. Kansas and the US and continues to develop and release more Skype – a chat and online meeting even internationally, applications to get your business. While program for small groups, supporting specializing in Web in most cases it makes sense to only both internal and external users. development, design & programming including purchase what you need, the way MS OneDrive – Online storage and prices their software grouped in e-Learning, ecommerce, content management backup that syncs to your computer. A systems, and other small business solutions.

106 March 2020 THE KANSAS LIFELINE