Word, Excel and PowerPoint have traditionally been sold together as a
package called Microsoft Office. While this is
still available, most people now buy the Office apps as a monthly or annual
subscription called Microsoft 365. This guide
presents the key facts and addresses common sources of confusion.
Office isn’t free
You need a license to use the familiar desktop versions of Word, Excel,
PowerPoint and the other Office apps. Usually, this means buying one for
yourself or your family.
If you’re in education, your school or university might have a license
that you can also use on your own computer, so ask them about this.
It doesn’t come with the computer
When you buy a Windows-based computer, you’ll typically find the Office
apps on your Start menu — but they won’t work without a license.
There are benefits to a subscription
A Microsoft 365 subscription has the following benefits over a one-time
purchase:
- You get 1,000 GB of storage in OneDrive to
back up your documents and pictures. For most people,
this is probably the most important benefit: online backup keeps a copy of
your files in case the originals are lost to software problems, malware,
disk failure, fire, theft, or human error. Without a Microsoft 365
subscription you get only 5 GB of storage, and don’t get
ransomware
protection.
- You get the additional apps Outlook, Publisher and Access. The Outlook
email client has a loyal following, and if you rely on it it’s important
to note that it’s not included when you make a one-time purchase of
Office — you’ll need a Microsoft 365 subscription. Note that
Microsoft has announced it will
discontinue
Publisher in 2026.
- You can use the apps on more than one computer.
- Versions for larger iPad and Android tablets become available to you
(curiously, Word, Excel and PowerPoint don’t require a subscription on
tablets with a screen that
measures 10.1 inches or smaller).
- You’ll receive all future versions of the Office apps. In other words,
you’ll always have the latest features, and won’t have to worry about your
version becoming obsolete or lacking all-important
security updates.
You need a Microsoft account
Even if you buy Office or Microsoft 365 from a shop, there’s no disc — you
just get a product key, which you must link to your
Microsoft
account in order to download and activate the software. But don’t worry:
you’ve probably already got a Microsoft account, and it’s free to create
one.
Business licenses are different
The versions of Microsoft 365 and Office most prominently advertised in
shops are usually only for you or your family’s personal, non-commercial
use — think homework, recipes, and posters for the church fete. If you’re a
business, you need either a Microsoft 365 business subscription for every
employee who uses the apps, or a one-time purchase of Office Home & Business
for each computer. The same is true if you’re self-employed.
You might not need it
Alternative word processors, spreadsheets and presentation applications are
available. They can open files created with Office:
Microsoft also makes
web-based
versions of Word, Excel and PowerPoint available for free. This means
you use them in a browser, like Chrome or Edge, and store your files
exclusively in OneDrive rather than on your computer. Their features are
limited compared to the traditional desktop versions.
License options
Time to buy? Here are the popular options, with prices as of September
2024:
You can buy your chosen edition as a download
directly from
Microsoft.
Beware of illegitimate sellers
There are many websites selling product keys for Office at suspiciously low
prices. As you might imagine, these keys are typically counterfeit, stolen,
or otherwise obtained in ways that mean they cannot legitimately be used. Be
sure to buy the software either directly from Microsoft or from a reputable
retailer like Argos, Currys or John Lewis.