Being an office software user on a regular basis, I couldn't resist the allure of Microsoft Office Online over its pricey desktop brother. It sounded too good to be true: getting all the necessary tools for free. But after having used it extensively, I revealed several limitations that may affect your work in one way or another. In this post, I will share my experience with these limitations and why WPS Office might be a better choice if one is looking for powerful and free office suites.
Microsoft Office Online: What can you have?
Microsoft Office Online is the free version of the popular Office suite. It offers a suite of basic Office-type applications that can be used through the browser completely for free. It is an easier alternative for those people who want some functions and capabilities and don't need the whole functionality; hence, they also don't want any subscription either.
Opening Microsoft Office Online
Step 1: Open the Microsoft Office Online website.
Step 2: In the provided field, log in with a Microsoft account or create a new account if you do not have one.
Step 3: Upon signing in, you will be directed to the Office Online main page where applications like Word, Excel, and PowerPoint can be launched directly in your browser.
Key Features:
Free Microsoft 365 Apps: Get free web-based versions of Word, Excel, and PowerPoint-no software installation required. The apps are ideal to be used for creating documents, analyzing data, and creating presentations.
5 GB of Cloud Storage: Each user gets 5 GB of free cloud storage on OneDrive. With OneDrive, you are able to save, share, and access your documents from anywhere on any device that has an internet connection.
Simplified Interface: The online versions have been more simplified in their interface compared to the one available on the desktop. This makes them quite easy to use when it comes to simple tasks, though at the same time denies a number of its high-end features. Benefits of Using Microsoft Office Online:
Microsoft Office Online is of most value to those who need to use Office but neither want nor need to pay a subscription. Because it is integrated with OneDrive, not only are your files saved but they are also accessible anywhere. With a more simplified interface, editing documents is quick and easy; this makes it very handy for mobile users.
Limitations of Microsoft Office Online
While Microsoft does provide a free, web-based version of its popular software for one and all, Microsoft Office Online has to come with a number of limitations to the more powerful desktop version. Here's a look at some of them:
Feature |
Microsoft Office Online |
Microsoft Office Desktop |
File Size Limit |
50 MB |
3 GB (or more) |
Offline Access |
Not available |
Fully available |
Advanced Features |
Limited |
Comprehensive |
Customizability |
Basic |
Extensive |
Integration with Other Tools |
Basic |
Full integration |
Collaboration Tools |
Limited |
Enhanced |
Key Limitations of Microsoft Office Online
The file size is limited: this online application of Office allows only 50 MB of file size; this may limit the use of large-sized documents or even excel data, particularly those with rich multimedia images or large data sets. Larger files allow huge file sizes on the computer version, which may also be very critical in handling large projects.
No Offline Editing: Microsoft Office Online requires an internet connection to work. That means the online version does not suit someone who would want to work offline. The desktop version, on the other hand, allows full access offline, thus enabling users to work with documents without needing any access to the internet. This could be quite helpful in areas where access to the internet is unstable.
Limited Functionality:
Word: Some of the advanced formatting options available in the desktop version of Word are not available in the online version. These include things like custom styles and detailed page layouts. Furthermore, this version doesn't allow mail merge or some of the advanced editing capabilities.
Excel: Excel Online has fewer data analysis tools compared to the desktop version. Advanced functions unavailable to the users include the use of complex pivot tables, data models, and some chart types.
PowerPoint Online does not have advanced transitions and animation capabilities, among others. There are fewer options to customize presentations compared to the presentation desktop version.
Although Microsoft Office Online does not cost anything and is easy to use for Office applications, there are also some limitations in file size, offline access, and functionality. If advanced features and capabilities are necessary, it might be worth considering alternatives or upgrading to the full-featured version on the desktop.
Well, knowing the limitation is only one part of the story. In Part 3, we will go over other options still available, like WPS Office, which will give you a full-featured free desktop experience for your office productivity needs!
The Best Alternative to Microsoft Office
If you find the limitations of Microsoft Office Online and the cost of the desktop version too restrictive, then WPS Office is a pretty nice alternative. The powerful suite of tools available in WPS Office closely emulates those found in Microsoft Office while exceeding many of its limitations.
Why WPS Office?
1. Free Offline Access: WPS offers a free offline desktop version, while Microsoft Office Online does not. This will allow you to view and edit your documents, spreadsheets, and presentations when you may not have access to the internet.
2. Fully Featured Suite: The suite consists of Writer, Spreadsheets, and Presentation. These applications handle multiple file types (.docx, .xlsx, .pptx), thereby making it a pretty versatile choice for a number of office tasks.
3. Integrated Office Suite: WPS Office works like Microsoft Office by containing word processing, spreadsheets, and presentation applications within a single package. Because this is an integrated approach, it makes things really easier to work with and amplifies productivity.
4. Compatibility: WPS Office supports Microsoft Office file formats, meaning one can open, edit, and save files in formats used by Microsoft Office applications. This compatibility means transitioning between the two platforms and ensuring compatibility between them will be very smooth.
5. No Cost for Full Features: The core features of WPS Office are free of cost, and save its users from the limitations of Microsoft Office Online and the heavy cost of its full-featured desktop version. This means that WPS Office is an extremely affordable choice for those on the lookout for complete office functionality at no cost.
How to Download WPS Office
To start using WPS Office, follow these steps:
Official Website: You can download WPS desktop version from the suite's download page.
App Stores: WPS Office has mobile phones. You can install it from the Apple App Store or Google Play Store, provided your phone is either an iOS or Android phone.
WPS Office opens up full office functionality without relying on Microsoft Office Online, and therefore cuts the need to pay for a desktop version of Microsoft Office.
FAQs
What is the difference between MS Office 365 and MS Office Web Apps?
MS Office 365 is a subscription service comprising complete offline desktop versions of Office apps with all functionality included and periodic updates included. Office Web Apps are free online versions of Office apps with limited functionality and require internet access for usage.
Are Microsoft web apps free?
Yes, Microsoft Web Apps are free to use. You will need to have a Microsoft account, and they'll give you basic versions of Office Apps with 5 GB of free storage in OneDrive.
Summary
Limitations of Microsoft Office Online include file size limits and fewer features compared to the desktop version. Still, the best alternative is WPS Office with a full-featured free desktop suite that makes it an already stronger choice should you require more capability beyond what any free online office suite can provide for no extra charge.
