Handling both individual and business needs, like creating documents, spreadsheets, and presentations, can become easier with an office suite. One of the most recommended office suite software is Microsoft Online which simplifies documentation.
If you want to use 365 online Microsoft but don’t know anything about it, you are at the right place. Keep reading to find out about Microsoft online services.
What is Microsoft Online?
Microsoft Online is a new tool that has been around for quite a long time. This tool is a rebranding of Office Web Apps. As of now, this tool contains Word, Excel, PowerPoint, OneNote, and many other apps that are contained in the legacy Microsoft Office Suite.
Using this tool allows a person to open a productivity tool in their browser. With this tool, a person can access the Office Suite even if they don’t have access to the offline version of Microsoft Office on their computer.
A user will have to use an updated browser that supports Microsoft Online. As this is an online tool, a user also has to be connected to a stable internet connection to create, edit, and share files effortlessly.
Features of Microsoft Online
The good thing about Microsoft Online is that it comes with a lot of features. This is why it is a great choice for people who want productivity on the go and want to enjoy a platform-agnostic experience.
Here are some of the leading features of Microsoft Online:
It provides access to leading productivity apps like Microsoft 365, Microsoft Teams, Microsoft OneDrive, and so on.
This tool is hosted entirely on cloud storage which allows users to create, edit, and share files on the go.
Microsoft Online provides a centralized user experience for individual and business needs.
Using this online suite of productivity apps allows users to collaborate in real-time and save a lot of back and forth.
Differences between Microsoft office online and Microsoft Office desktop apps
On the surface, it seems that Microsoft Online is a complete solution that has built-in cloud functionality. But the truth is that there are many features that are missing from the online version of Microsoft Office compared to the offline one.
Word
Here is the list of missing features from the online version of Microsoft Word:
You cannot add captions to documents.
You cannot add citations and a bibliography.
You cannot access advanced collaboration features.
You cannot change document themes.
You cannot access Gridlines and Index.
You cannot use password protection.
You cannot use the Mail merge feature.
You cannot edit your files offline.
You cannot access advanced page layouts and advanced printing tools.
You cannot access Rich Media or SmartArt.
You cannot use Form scripts or add Watermarks.
The absence of all these features can be a real deal breaker if you are a power user. However, if you need to create basic documents, you can use Microsoft Online to create documents on the go.
Excel
These are the features you cannot use when accessing Excel online:
You cannot add a check box or use a Timeline slicer.
You cannot use smart formatting in the online Excel version.
You cannot create Audio notes or create External data connections.
The online Excel version doesn’t come with external references and advanced formulas.
You cannot edit your files offline or post your files to social networks.
You cannot add recommended charts to the Excel spreadsheets.
Online Excel doesn’t come with password protection.
You cannot create compliant spreadsheets.
Excel is an advanced spreadsheet tool that is mostly used for managing business needs. The Excel version of Microsoft Online is not the best option for businesspersons, but it is good for individuals wanting to handle data effectively.
OneNote
Here is the list of missing features from OneNote:
You cannot use advanced collaboration or create section groups.
You cannot create clipping experiences or edit embedded files.
There is no OCR feature provided in online OneNote.
You cannot access the Inking or Outlook Integration feature.
There are no options for rights management in the online version.
There is no embedded template support for online users.
You cannot use the video playback feature in OneNote online.
Most people use OneNote for taking notes on the go. If you also use this app for daily journaling and note-keeping, you won’t find this online app lacking any features.
PowerPoint
These are the features that are absent from the online version of PowerPoint:
You cannot apply rich formatting to media.
You cannot create custom animations or use advanced design tools.
You cannot broadcast a slideshow in the online version.
You cannot access ink support or customize headers/footers.
You cannot add charts from Excel.
You cannot access offline viewing and authoring.
You cannot use the Presenter view or use advanced reviewer tools.
You cannot use the password-protection feature.
The PowerPoint tool is mostly used by people who want to present professional slideshows. As this tool lacks the necessary features in the online version, it might not be a good choice for power users.
Price of Microsoft Online
The good thing about Microsoft Online is that it is available for free. When getting started, you don’t need to provide your credit card information to use this tool for your personal or business needs.
If you have a Microsoft account already, you can start using Microsoft Online in some clicks. But you will have to create a new account if you are using any Microsoft application for the first time and don’t have an account.
Way to access Microsoft Online
Access to Microsoft Online is a simple process. You don’t need to be a nerd to find out how to use this software in no time. Here is the detailed process that you can follow easily:
Visit the website www.office.com and click on the “Sign In” button.
Start by providing your email address and your password. You can use your username or password of any account that you are using already or opt for a new username.
Then you can go to the App Launcher and select the app you want to use within seconds.
How to use Microsoft Online
Using Microsoft Online is not difficult at all. Here is an overview of some features that allow you to handle your documentation needs with Microsoft Online:
1. Share
This is how to share a document from Microsoft Online:
Click on the “Share” button.
Choose the “Link settings” option.
Pick the document settings you want to share and click the “Apply” button.
Write down the email address of the person(s) you are sharing your document with and click on the “Send” button.
2. Co-author
Here is how to collaborate with others on your document:
See the “Presence Indicator” of the people who are working on a document.
Locate any changes that are being made by the person.
Create comments to share ideas with other people.
Use the “@mention” command to mention others in a document.
3. Comment
This is how to add comments to a document:
Select a word/phrase and right-click to access the “Comment” button.
Add a comment to leave suggestions with fellow editors.
Use the “@mention” feature to mention someone in your comment.
4. Meet
Here is how to handle your video calls:
Hover over the “Camera” icon to see how your video shows.
Click the “Blur my background” or “More background effects” to change your appearance.
Click on the “Share content” option to start sharing your screen with others.
Choose the “Raise hand” button to show your activity in the call.
Problems using Microsoft Online
There are several limitations of the Microsoft Online suite that don’t make it the perfect choice for people who want to meet specific requirements. Here are some of the limitations:
You cannot access all features present in the offline version of Microsoft Online.
You cannot edit all types of files or change the file format manually.
The Microsoft Online version is not fit for professional users.
You will need to pay money to access the full features.
Best Alternative to Microsoft Online
There are a couple of alternatives to Microsoft Online that provide amazing support. Here are two alternatives you can use for catering your needs:
1. WPS Office
WPS Office is one of the best alternatives to Microsoft Online in the market. It is an efficient office suite that has a lot of amazing features to offer. Here are the top advantages of WPS Office:
This office suite is free to use.
It is compatible with Microsoft document format.
You can use this suite on Windows and Mac.
This suite is an all-in-one package for productivity needs.
It comes with a lot of amazing templates.
2. Google Docs, Sheets, and Slides
The Google Docs, Sheets, and Slides are a part of the Google Workspace that is free to use for both individual and business needs. By using this suite, you can create documents, spreadsheets, and slideshows in no time. Here are its main features:
You can use this suite online without installing any software.
This tool allows multiple users to collaborate on documents.
All changes made to documents are saved on the cloud automatically.
If Microsoft Online Unable to Meet Requirements
There’s no denying that Microsoft Online is a strong office suite that can help you get work done faster. But the biggest limitation is that you cannot use it for free. You will have to buy a subscription plan to use Microsoft Online for your personal, family, or business needs.
FAQs about Microsoft Online
Q. Is Microsoft Online the same as Office 365?
Yes, in simple terms, Microsoft Online is the free version of Office 365. You can start using Microsoft Online by using your Microsoft account.
Q. What is the difference between Microsoft online account and a local account?
The Microsoft Online account is the one you can use for using Microsoft Office for your documentation needs. On the other hand, the Local Account you create is exclusive to your PC. It can only be used on your computer and not for using Microsoft Online.
Use WPS Office - The Best Alternative of Microsoft Office
The good thing about Microsoft Online is that it is great for people who are new to using a productivity suite or want to create documents that don’t require professional features. However, there are certain limitations that make Microsoft Office unfit for daily use.
WPS Office is the best free alternative to Microsoft Online that you can use for both your personal and professional needs. The good thing about WPS Office is that it can run offline on all leading software platforms.
You can access the WPS Template library to access tons of templates for creating documents, spreadsheets, and slideshows on the go. All these reasons make it a choice for more than 500 million users worldwide.
