Office 365 for business FAQ
"Office 365" refers to subscription plans that include access to Office applications plus other productivity services that are enabled over the Internet (cloud services), such as Lync web conferencing and Exchange Online hosted email for business, and additional online storage with OneDrive and Skype world minutes for home.
Many Office 365 plans also include the desktop version of the latest Office applications, which users can install across multiple computers and devices. The Office 365 plans that are online-only are a great choice for certain business needs, and they are compatible with desktop versions of the latest version of Office, Office 2010, Office 2007 (with slightly limited functionality), Office 2011 for Mac, and Office 2008 for Mac.
All Office 365 plans are paid for on a subscription basis, monthly or annually.
"Microsoft Office" is the name we still use for our familiar productivity software. Office suites have traditionally included applications such as Word, Excel, PowerPoint, and Outlook. All the new Office suites (for example, Office Standard 2013) include the latest versions of these applications. These suites can be installed on only one PC and do not come with any cloud-based services included in Office 365.
Office 365 works best with the latest version of Office, Office 2010, and Office 2011 for Mac. Office 365 works with slightly limited
functionality with Office 2007. If you have an earlier edition of Office, you will need to update to a newer version of Office in
order to use Office 365; or you can subscribe to one of the many Office 365 plans that include the latest version of Office.
In addition to getting the latest version of Office as part of your subscription, you will also get automatic updates, so your
Office will always be up to date. Compare plans
Internet access is required to install and activate all Office 365 plans and to manage your subscription account. Internet connectivity is also required to access Office 365 cloud productivity services, including email, conferencing, IT management, and other services.
Many Office 365 plans also include the desktop version of Office, for example, Office 365 Small Business Premium and Office 365 Enterprise E3. One of the benefits of having the desktop version of Office applications is that you can work offline and have the confidence that the next time you connect to the Internet all your work will automatically sync, so you never have to worry about your documents being up to date. Your desktop version of Office is also automatically kept up to date and upgraded when you connect to the Internet, so you always have the latest tools to help you work. Compare Office 365 plans
"The cloud" is a friendly way of describing web-based computing services that are hosted outside of your organization. When you use
cloud-based services, your IT infrastructure resides off your property (off-premises), and is maintained by a third party (hosted),
instead of residing on a server at your home or business (on-premises) that you maintain. With Office 365, for example, information
storage, computation, and software are located and managed remotely on servers owned by Microsoft. Many services you use every day are
a part of the cloud—everything from web-based email to mobile banking and online photo storage. Because this infrastructure is located
online or "in the cloud," you can access it virtually anywhere, from a PC, tablet, smartphone, or other device with an Internet connection.
Office 365 is highly scalable and can support everything from a one-person business to companies with tens of thousands of users:
You can compare all the options here
- Office 365 small business plans are best for companies with up to 10 employees,
and can accommodate up to 25 users.
- Office 365 Midsize Business is best for companies with 11 to 250 employees, and
can accommodate up to 300 users.
- Office 365 enterprise plans fit organizations ranging in size from a single employee to 50,000-plus users.
Office provides the following apps:
Office for iPad: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for iPad to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen.
You can view documents for free with Office for iPad. Editing and creating documents requires an eligible Office 365 subscription: Office 365 Home, Office 365 Small Business Premium, Office 365 Midsize Business, Office 365 Enterprise and Government E3 and E4, Office 365 for Government G3 and G4, Office 365 Education A3 and A4, Office 365 ProPlus, or Office 365 University.
Office Mobile: Office Mobile is preinstalled on Windows Phone 8 and is available for select models of iPhone and Android phones. Office Mobile offers great Office content viewing and on-the-go content editing capabilities. And you can count on Office Mobile to keep your content and formatting intact so the document still looks great when you’re back on your PC or Mac. Office Mobile for iPhone and Android phones can be used for free for non-commercial use, simply download the app from the store on your phone.
In order to edit or create documents or to access documents stored in SharePoint and OneDrive for Business on premises, you must have a qualifying Office 365 plan: Office 365 Small Business Premium, Office 365 Midsize Business, Office 365 Enterprise and Government E3 and E4, Office 365 for Government G3 and G4, Office 365 Education A3 and A4, Office 365 ProPlus, and Office 365 University.
- Outlook Mobile: Windows Phone 8 includes a pre-installed version of Outlook that you can use to access your Outlook.com, Office 365, or Exchange email.
- OneNote: You can use the mobile OneNote app to access your notes while on the go. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
- Lync Mobile: If your organization uses the newest version of Lync, you can use the mobile Lync app to stay connected while on your mobile device. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
- OWA: If you have an Office 365 subscription that includes Exchange Online, you can use the OWA app to sort, scan, and respond to email, and stay on top of your schedule. This app is available on iPhone and iPad.
- SharePoint Newsfeed: If your organization uses the newest version of SharePoint, you can use the SharePoint Newsfeed app to access your newsfeed from your mobile device. This app is available on Windows Phone 8, iPhone, and iPad.
Office 365 is offered in a number of countries/regions and languages. If your country's/region's name doesn't appear in the list, we have not currently
launched a version of Office 365 for your market. We're continuing to launch Office 365 in new markets and will publicly announce when
we launch Office 365 in any new market.
You don't need to install anything in order to use Office 365.
To help you easily connect your desktop version of the latest version of Office, Office 2010, or Office 2007 to Office 365, Microsoft provides Office 365 customers an installable piece of software—called "Office Desktop Setup"—at no charge.
Office Desktop Setup provides many benefits, including:
- Automatically detecting necessary updates.
- Installing updates and components upon approval or silently from a command line.
- Automatically configuring Outlook and Microsoft Lync for use with Microsoft Office 365.
- Uninstalling itself from the client computer after running.
You can find and install Office Desktop Setup in your Office 365 administration center.
If your plan includes a subscription to Office, you will also be able to install that directly from the
Office 365 administration center.
Yes. If you purchase Office 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 won't be able to continue using Office 365 for free.
You will have an additional 30 days to purchase Office 365 before your account information is erased. Once your trial account
information has been erased, it cannot be retrieved.
To add your organization's custom domain to Office 365, you must have access to the DNS records for that domain. If you do not
have access, you should contact the person at your company that manages the company domain account.
Support and pricing
You can pay with all major credit cards, and your subscription amount will appear on your monthly credit card statement. For Office
365 Enterprise, Midsize Business, and standalone plans, you have the option to receive an invoice and, depending on your choice of
services, you will be billed monthly or annually. You receive an email message when your invoice is ready to be viewed and, if a
purchase order (PO) number is entered when you buy your subscription that number is included in your invoice.
To provide customers with the greatest amount of flexibility, different payment options are available.
Office 365 Small Business and Small Business Premium plans are available for monthly payment or annual payment.
- Monthly payment: You pay month by month, and you can cancel at any time.
- Annual payment: You sign up for a one-year subscription and pay for the entire year when you sign up. There is a discount for using this payment option.
Office 365 Midsize Business, the Office 365 Enterprise plans (including standalone Enterprise plans such as Exchange Online), and Office 365 ProPlus are available for annual commitment payment.
- Annual commitment payment: You sign up for a one-year subscription, but you can choose to pay month to month or pay for the entire year at the time you sign up.
Yes, discounts are available for Office 365 enterprise agreement customers (typically 250+ licenses) who want to purchase through volume licensing. A Microsoft expert can help you explore the purchasing options for large enterprises and help you determine which is best for you. Learn more about volume licensing
. Find a Microsoft expert
Yes. If you need to upgrade, you can transition your account to a different plan. You can upgrade your account within a service family (for example, from Office 365 Small Business to Office 365 Small Business Premium, or from Office 365 Enterprise E1 to Office 365 Enterprise E3 or E4), or you can upgrade to a plan in a different Office 365 service family (for example, from a Small Business plan to the Midsize plan or an Enterprise plan, or from the Midsize plan to an Enterprise plan). You can also upgrade from the Exchange Online standalone plans to an Enterprise plan.
In most cases, you can use the Switch plans wizard in your Admin center to upgrade your plan. If your subscription has more than 300 users or if you used a prepaid card to purchase your plan, the Switch plans wizard is not available. Plans that are not eligible for the Switch plans wizard can be upgraded manually. Learn more about upgrading Office 365 plans
NOTE: When you upgrade your account, your domain name is transferred to your new account, whether you brought your own domain name to the Office 365 account or you set up a domain name with Office 365.
You can mix Office 365 plans only within their respective service families. Office 365 Small Business can be combined with Office 365 Small Business Premium, for example, but not with Office 365 Midsize Business, the Office 365 Enterprise plans, or the standalone offers, such as Exchange Online. The same applies to Office 365 Midsize Business, which cannot be combined with Office 365 Small Business plans, Enterprise plans, or the standalone offers.
Customers who want the greatest flexibility can purchase Office 365 Enterprise plans, which enable you to combine the Office 365 Enterprise E1, E3, and E4 plans, the Office 365 Enterprise K1 plan (for kiosk workers), and the full range of standalone offers (for example, Exchange Online, SharePoint Online, and Lync Online).
You can cancel your subscription at any time. However, depending on the product and the type of subscription you have, there may be a penalty for canceling before the end of your contract. For Small Business subscriptions with a monthly payment, there is no penalty for canceling your contract at any time. Annual payment subscriptions are paid up front and there are no refunds if canceled prior to the full contract period. Annual commitment subscriptions that are paid month to month may incur some penalties if canceled early. Annual commitment subscriptions that are paid up front do not receive a refund if canceled prior to the full contract period.
Read the complete Microsoft Online Subscription Agreement
Your data is yours. If you decide to cancel your Office 365 subscription, you can 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 Office 365 account will be available to your administrator(s) in a limited function account for 90 days.
to change your password.
Office 365 Small Business Premium supports Windows Vista and Windows XP for most web-based functionality. However, it does not support the download and use of the latest version of Office software, and you cannot substitute Office 2010 for the latest version. You can connect your existing Office 2010 or Office 2007 software to the Office 365 service, but if you are running Windows Vista or Windows XP, you cannot install Office 365 Small Business Premium software, and you cannot replace Office 365 Small Business Premium software with a download of Office 2010.
Microsoft experts are trained IT and development companies that can help you move to Office 365 or develop custom solutions for
your business. You can find a listing of all of our Microsoft experts in Microsoft Pinpoint
For VAT purposes, sales of Office 365, Windows Azure, and Windows Intune by MIOL are regarded as
the supply of services from Ireland, and the place of supply, that is, where the VAT liability arises, depends on where the customer
is located and the VAT status of the customer. Such sales are subject to the following VAT rules:
- If the customer is located in Ireland and does not hold a VAT 13B exemption certificate, Irish VAT at the current rate
of 23% will be applied to all invoices. VAT-exempt Irish customers will be invoiced at 0% Irish VAT on receipt by MIOL of a valid
customer VAT 13B Certificate.
- If the customer is located outside Ireland but within the EU and is VAT registered, 0% Irish VAT will be applied under
the reverse charge procedure, but only on receipt of the customer’s valid local VAT number during the purchase process.
- If the customer is located outside Ireland but within the EU and is not VAT registered or is VAT registered but does not
provide MIOL with a valid VAT number during the purchase process, Irish VAT at the current rate of 23% will be applied.
- If the customer is located outside the EU (except Switzerland), 0% Irish VAT will be applied.
- If the customer is located in Switzerland or Liechtenstein, Swiss VAT at the current rate of 8% will be applied.
- If the customer is located in the Channel Islands and chooses to sign up in the UK, Irish VAT at the current rate of 23% will be applied.
To add, edit, or remove a VAT ID, log in to your account, click Manage, select Subscription to edit,
and then select the appropriate action under VAT ID.
Office 365 for Nonprofits FAQ
Information, offers, and sign-up instructions
Designed to help nonprofits and NGOs do more good, this global offering provides eligible customers with access to Office 365, Microsoft’s best-in-class cloud-based productivity and collaboration tools. Nonprofits can learn more, check their eligibility, and apply for a donation by visiting www.microsoft.com/office365nonprofits
Office 365 for Nonprofits will be available in up to 90 countries by July 2014. To see the full list of countries launched to date, please visit www.microsoft.com/office365nonprofits
. Scroll down the page and click the Office 365 Availability by Country
Yammer is included in the Nonprofit E1 and E3 offers but not the Nonprofit Small Business and Small Business Premium offers. All of the features and software services included in the Enterprise and Small Business offers are also in the Nonprofit offers, with the exception of dual access rights.
Follow these steps:
- Go to the Office 365 for Nonprofits page.
- Click the Get started toward a donation with a FREE trial link.
- Click the Office 365 Enterprise E3 for Nonprofits or the Office 365 Small Business Premium FREE trial green button.
- Set up your account and verify that you are affiliated with your nonprofit organization.
- Trial sign-up collects the information needed to kick off the validation of your organization as an eligible nonprofit.
See the next section of this FAQ. See the Eligibility and validation section of the Office 365 for Nonprofits FAQ.
- During the trial, go to the License Management tab in admin portal to assign up to 25 users.
- You will receive an email confirming or denying your eligibility as a qualifying nonprofit.
If you are nearing the end of your 30-day trial and have not received your eligibility verification notice from Office 365, please contact customer support.
- If eligibility is confirmed, Office 365 for Nonprofits offers will become available in the Office 365 admin portal.
- Go to the License Management tab in the admin portal to reassign your trial users to any of the Office 365 for Nonprofits offers, including the donated E1 and Small Business offers. You may assign additional users to the Nonprofit offers as well.
You will not be automatically billed for the Office 365 Enterprise E3 for Nonprofits offer after the free trial expires.
If you take no action after your trial expires, you will simply lose access to Office 365, with an additional 30 days to take action before your account information is erased.
Customers who have not received a validation decision by the time the free trial expires may call customer support
to extend the trial.
Once your organization is validated as an eligible nonprofit, you will have the option to reassign your users to any of the Office 365 for Nonprofits offers, including the donated E1 and Small Business offers.
Yes, customers interested in any of the nonprofit offers available must sign up for a Nonprofit E3 trial or Small Business Premium trial on Office.com
to kick off the validation process. Once validated, a customer will have the option to transition the Nonprofit E3 trial to the Nonprofit E1 offer, or from the Small Business Premium trial to the Nonprofit Small Business offer if desired.
Office 365 Small Business for Nonprofits and Office 365 Small Business Premium for Nonprofits are designed to offer greater value to organizations of up to 25 users by providing a simpler admin and product experience. If your organization will have 25 or fewer users and does not require the advanced functionality in the Enterprise offers, sign up for the Office 365 Small Business Premium for Nonprofits trial. You can transition to the Enterprise offers as your needs grow in the future.
Office 365 Enterprise E1 for Nonprofits and Office 365 Enterprise E3 for Nonprofits are available for an unlimited number of users and include additional benefits specific to medium or large organizations, such as Active Directory integration, Yammer Enterprise, and Compliance. Sign up for the Office 365 Enterprise E3 for Nonprofits trial if your organization will have more than 25 users or will require this advanced functionality. You cannot transition from the Enterprise offers to the Small Business offers.
Some Office 365 plans are not included in the Office 365 for Nonprofits program. Once an organization has a nonprofit tenant, it is not possible to acquire those plans.
In the case of standalone plans, however, those features or workloads are usually included in one of the Office 365 for Nonprofits program’s offers, such as the donated Office 365 Enterprise E1 for Nonprofits offer or the discounted Office 365 Enterprise E3 for Nonprofits offer.
We may expand the Office 365 for Nonprofits offer in the future but have no plans to do so at this time.
No. A customer that has become eligible for Office 365 for Nonprofits offers can purchase only Office 365 for Nonprofits offers going forward.
Eligibility and validation
Eligible organizations: Nonprofits and non-governmental organizations must be recognized as charitable organizations in their respective countries in order to be eligible for Microsoft Nonprofit Programs. Eligible organizations must also operate on a not-for-profit basis and have a mission to benefit the local community, which could include but is not limited to:
- Providing relief to the poor.
- Advancing education.
- Improving social welfare.
- Preserving culture.
- Preserving or restoring the environment.
- Promoting human rights.
- Establishing civil society.
For a detailed explanation of eligibility criteria and links to country-specific eligibility criteria, visit the Corporate Citizenship Eligibility page.
To be validated as an eligible nonprofit, you must sign up for the E3 for Nonprofits trial offer or the Nonprofit Small Business Premium trial offer and provide the organization’s basic information to kick start the validation process.
Signing up for the trial does not commit you to a paid offer. Eligible organizations must hold recognized charitable status as defined in their countries in order to be eligible. Eligible organizations must operate on a not-for-profit basis and have a mission to benefit the local community.
If an organization is not eligible for Office 365 as a donation, it may be eligible for other services depending on its legal status and mission. For a detailed explanation of eligibility criteria, visit the Corporate Citizenship Eligibility page
Microsoft works with its software donation partner TechSoup Global to determine if a nonprofit fits its broad eligibility requirements. In many cases, the response time is instantaneous once a nonprofit applies for a donation and, in most cases, it shouldn’t take more than three to seven days, provided the nonprofit is responsive to any requests for information. If a nonprofit is required to submit additional information to confirm eligibility, the timing is dependent on several factors, including how quickly that organization can provide the additional information required for validation. Required documentation may include the
certification or registration provided the nonprofit’s governing body. For example, in the UK we may require a copy of your HMRC Tax Exempt Certificate.
If you are nearing the end of your 30-day trial and have not received your eligibility verification notice from Office 365, please contact customer support
Organizations need to be re-evaluated for nonprofit eligibility every two years. We will be defining how this process is enforced and facilitated in the coming months.
Commercial customers wishing to transition to a nonprofit offer should speak with customer support to understand the options available to them and ensure a smooth transition. Users that have commercial licenses that become approved for nonprofit offers will still retain their commercial licenses. However, after they have been approved for nonprofit eligibility, they may purchase only nonprofit offers going forward. Existing customer may contact customer support
through their standard support channels.
Customers who signed up under the Office 365 for Nonprofits Pilot program do not need to take any action, assuming they activated their subscription prior to the September 10 launch date. If a customer was approved for Office 365 for Nonprofits offers during the Pilot but has not yet activated the subscription, the customer will need to sign up for a new Office 365 Enterprise E3 for Nonprofits Trial on Office.com to restart the validation process. Our vendor managing validation has been given a list of customers that fall into this category so that their validation can be expedited.
Users that have commercial licenses that become approved for nonprofit offers will still retain their commercial licenses. However, after they have been approved for nonprofit eligibility, they may purchase only nonprofit offers going forward.
Customers in this category should now have the Office 365 Enterprise E1 for Nonprofits offer visible to them in their Office 365 admin portals, with the ability to transfer users to the offer from the License Management tab. Religious organizations who have been paying for an Office 365 Enterprise E3 for Nonprofits subscription may be eligible for a credit for the unused portion of the subscription, subject to Microsoft credit policy.
Find out more