Cappuccino Chat - Episode5 - Why choose Office 365

welcome back to cappuccino chat where we talk a little over a good cup of coffee today I'm talking with Zack our network engineer about why you might want to choose office 365 so in case you're not aware what office 365 is office 365 is a subscription to Microsoft services now normally what that is is your office software so Word Excel Outlook and such like that and you also get so much email storage in the cloud along with onedrive which is a file sharing application everyone gets up to one terabyte each of that and you also get SharePoint now a lot of people don't know what SharePoint is it was like a internal website you can use to do different things so you also get that with different things so doc what are some of the reasons that people choose to move to office 365 well I think the biggest one is so that everybody's all on the same version of Office because right now people have bought office in 2007 they got 2010 2013 2016 and now 2019 comes out today I got you know all of your workforce on different versions of office yeah it gets a little confusing and people move around on computers or they have questions in the office and they ask oh how you do this in Word and well here let me show you and they're like well the mind screen doesn't look like that so having everybody on that same version is very helpful internally just to keep things running smooth and easy inside it also makes licensing a lot easier so somebody does move to a new computer their license can go with them and you don't think dig through all the software that the company has or documentation correct so um there's some other reasons people are moving to office 365 well I touched it and already the ease of Licensing so you get five licenses per user account which makes it easy so now if you have a phone or a tablet or a laptop and a desktop you have licenses for all of those devices yeah now this gets a little confusing sometimes to people when we say you get up to five copies per user so think again of yourself as a user so me we use office 365 here so I get five licenses to use as me when I log into a device as me so for instance on my iPhone and they make it for both iPhone and Android devices I log in with my email address and my password on my phone that's one if I have a tablet which I do have an iPad by load office on there that's two but it's as me now your computer at the office and sometimes people have a laptop but again I have to log in as me the other nice thing with this is again there I just named off a cell phone tablet work computer and then a laptop if I may so that's kind of like the max we really see but yeah if the dependent the employer would like to do they may allow you or if you work from home every soften you could also load one of your copies on your home computer so you have the latest greatest software they repeated working from home on a personal device now that doesn't mean I buy a license just for me and I get five copies so now I put it on my computer and then Zach puts it my copy on hit one of my five on his computer because if we did that Zach would have to log on as me in order for that to work so when you're doing this remember it's one license per user but that person ie user gets to put it on up to five devices if that's all your mobile Apple Android again and then your computer devices so which kind of brings us up to some other ones again if you have a big mobile workforce makes it real nice because a lot of times you have outside salespeople or technicians and the professional services and if you like eating air they they're just out and about they may not even come to the office all that often so again you can keep up with them load office on their cell phone or tablet device and they'll have Word Excel Outlook just like you're used to at your computer now you can't do fancy Excel spreadsheets and things of that nature so if you're a controller or a CPA you're not going to do all you're probably not not a good fit right you're to do that kind of editing on this but if I sent somebody an attachment they could open it take a look at it yes that's good that kind of thing I mean and the device works quite well for that so that's another reason to to use it so you think of me Ellen's well and then the fact that your email is now up in the cloud if your internet goes down at the office your workforce your mobile workforce can just flip on a cellphone we can fire up a hotspot for any mobile devices you're connected back to the internet and you're back to work yeah correct now the employees might like this because you know you can hey we just all go home but you'll still be able to be connected because this is Julie so everybody could go take a afternoon retreat maybe at Starbucks but we can also get on our email so that that's another good point so one of the things we're seeing right now and everyone's probably seen notifications and things that's going on with Windows 7 kind of retiring Windows 2008 server is also kind of going away so we have a lot of clients who had been on some of the small business server packages and those came bundled back in the day we exchange with their change their email servers now on site which was both good and bad right um they could control things licensing was nice but if their internet went out their power goes out you kind of lose everything with going to the cloud Microsoft's cooked so many redundancies that you never really lose access to your email or obviously have internet connection you can get to it correct but with 2008 server coming to end-of-life people are having to replace these servers so that's another good reason to move to office 365 exactly moving to the cloud or even just the hosted email with office 365 you don't have to buy a full server and then the exchange licensing that comes with it and pretty big upfront expense versus the smaller you know monthly fees that you have with with an office subscription based product yeah now for bigger organizations you can still buy exchange right now but I'm not sure how long that's even gonna last Microsoft's kind of pushing everything to the cloud nowadays so that is one thing so now what are some reasons maybe not to use office 365 where are there any reasons why not to use it probably the biggest reason is now you don't own sort of own the software you never really did own it but because you were always just paying up front for the license now you're paying no one monthly fee you could budget for that but some people don't like monthly fees some people like to to own their own stuff they just like to pay one time that's probably what got him into the mess in the first place with all the different versions correct so Microsoft kind of replaces or upgrades they're offered you know office and stuff probably three years roughly yeah so depend upon where you bought in that scheme the pricing doesn't come out all that much different when you don't really count what you're getting with the exchange server and things of that nature so and they continue to increase the storage that you're given so I think when we initially started using it and seeing it come out it was ten gigs per mailbox and now it's up to fifty to a hundred depending on what plan you're on correct yeah depending on different license pen so definitely work with your partner or if it's us or somebody else I'm choosing the right program if you will all mystery 65 and I guess that kind of is a con right there's a lot of choices there's a lot of choice so you got to know what you want I guess that might be a con that comes in kinda like Baskin Robbins there's a lot of flavors but other than that I really can't think of too many reasons not to move to office 365 I mean everybody uses everybody else's alright so everyone's using Word and Excel so if you're gonna pay for that product you might as well get full advantage of it always be on the so I think that's pretty much it and want some good some reasons why you might want to choose to use office 365 now this is cappuccino chat so there's the tech part we got that out of the way so Zac what kind of coffee do you like well I usually take mine with a little bit of cream and sugar and a little bit of crema streak just regular old coffee regular ol black coffee Coffee nothing special nothing nothing crazy absolutely I took you as a whipped cream and kind of drizzle behind a guy but no just a straight black those are nice when you need a sugar fix but that's about it all right perfect all right well now you know what Zack likes for his coffee until next time you