In this series of tips, we will explore how Microsoft 365 can help law firms be more efficient, secure, and efficient. Your firm’s software and service subscriptions are a valuable business resource that you should understand, just like your firm’s operating and trust accounts. To start, you need to know what kind of account you and/or your firm have; we covered that topic in a previous post. In this post, we will discuss your options for subscription plans to Microsoft 365.
Microsoft 365 subscription plans for Home or Business
Let’s begin with what both subscription plans have in common. They are both subscription plans which are paid for on a recurring basis – monthly or annually. Microsoft 365 plans for Home or Business allow for desktop downloads of all apps that are included in your plan. At the most basic level, they will include Word, Excel, Outlook, PowerPoint, OneDrive, and OneNote. You can download and install them on multiple PCs, Macs, tablets, and phones. Also included are extra online storage and cloud-connected features. So, you can collaborate on files in real time and always have the latest features, fixes, and security updates along with ongoing tech support at no extra cost.
Microsoft 365 for Home subscription plans come in two flavors: Personal ($69.99/year) or Family ($99.99/year). Personal is for one individual only while the Family plan lets up to six people use a plan. These plans are designed for single users and families, so they do not have a lot of features and tools for sharing and working together with information. They do not have the same security features and protocols as a Business plan does. Most attorneys will want to use a Home plan for their personal and family affairs (personal bank, investment, mortgage, insurance docs) while subscribing to a Business plan for their law firm and client-related work. It’s ok – and a good thing – to have two separate subscriptions!
Microsoft 365 for Business plans come in many flavors, one can be selected based on your firm’s size and technology needs (monthly subscriptions start at $6.00/per user). Use this online assessment tool from Microsoft to help you figure out which plan may be best for you. With these plans, you can use a branded email address (pat@mylawfirm.com). They are built with more collaboration and communications tools and even come with a schedule service (called Bookings) that allows clients and colleagues to create appointments with you based on rules and the schedule that you set. You will be able to better protect your law business from threats and reduce risk with included or add-on security tools and services. To learn more about and compare Business plans, take a look at these plan comparison tables from Microsoft.
Microsoft 365 for the web
This is a free version of Microsoft 365 that you can use in a web browser. This means you can only use these apps within your web browser (Safari, Chrome, Edge, etc., there are no traditional apps that you download and install on your computer). You’ll only need a Microsoft account to register for this version of Microsoft 365. Use this link to learn more and register for Microsoft 365 for the web.
Office 2021 (not a subscription, but worth a mention)
We’ll mention this version here but to be clear, this is not a subscription. Office 2021 (and previously Office 2019) is sold as a one-time purchase (for PC or Mac). This means you pay one time, a single, up-front cost to get Microsoft 365 apps for one computer. Apps are Excel, Word, and PowerPoint and no extra online storage is included. Mobile apps are included BUT they have basic editing features and are available for tablets or phones under 10 inches.
While security updates are included, your apps will not get any new feature updates. And upgrades to major releases are not included – if you plan to upgrade to the next major release, you’ll have to buy it at full price.
Added note, you can also buy single, standalone license of Word, Excel, and PowerPoint for Mac or PC; these installations follow the same rules as above. To purchase, use this link to search the Microsoft Store for the app you’d like.
Understanding the differences between the types of Microsoft subscriptions and how they affect your access to services and features is important for lawyers who want to use Microsoft products effectively and securely. If you are a member of the SDCBA and need help figuring out which type of account or subscription you have or if you have any other questions, please make a free appointment to meet with the SDCBA’s Technology & Practice Management Advisor, Adriana Linares.