Better the devil you know????

That is many people’s idea when it comes to IT, especially when talking about things like cloud migrations.

Some companies would rather pay more for what they know, rather than use something they haven’t learnt about yet.

Even if what they are using is more expensive and less efficient.

This can be due to not investing time into finding out what’s new and how it can be relevant to them.

Below, you will find 5 BIG reasons why businesses can really benefit from moving to and utilising the Office 365 platform. Just one of the many great products from the Microsoft cloud range.


Cap-ex vs Op-ex: Companies can expect less capital expenditure as an initial outlay as no exchange server is required with Office 365. That means lower monthly server maintenance costs as there is one less server to maintain. By paying for Office 365 services monthly (operational expenditure) companies can budget much more effectively. This allows them to manage their cash flow more effectively.

Scalability: So, if your business only needs 5 licenses, then only buy 5 licenses! Add and remove licenses monthly as your staffing levels require. No more paying for things your business is not using!


Security. Customers often ask “Is the cloud safe though?” to which I often reply, “who knows more about and spends more on security, you or Microsoft?”

A rather flippant comment maybe, but accurate nonetheless.

A majority of small business servers, desktops and laptops are running Windows software, so we are already trusting Microsoft with our devices! So why not the Microsoft cloud?

Data Retention. As a cloud-based platform, the Office 365 system keeps all of your current data on Microsoft secure servers! With features such as 50Gb mailboxes plus archiving capabilities along with document storage, capable of co-authoring, previous versions and a cloud recycling bin, users changes to documents and data can be easily traced and accidental deletions restored within a certain time period (default setting is 14 days, this can be changed).

Note: Data Retention and Backups are not the same thing!

Backups are the capability restore the whole system or individual e-mails on demand, for however long the business requires.

Companies who already work with an accredited IT provider should make sure they have an appropriate backup plan in place.


Migrating to the cloud is easy, if you are a micro-business, you could achieve this yourself with a little planning. Small, medium and large companies will most likely need an IT partner to advise and assist with the migration. This is especially true if you have line of business software using outlook plug-ins and/or email integration .

Once the planning is out of the way, then all Office data can be moved with ease including emails, calendar entries, contacts, tasks and documents too.

Synchronising the data to the cloud can be quick or slow, it will all depend on the amount of data and the speed of the broadband connection.


When using a cloud service, any device being used is connected to the same data source as every other device that has been connected. Therefore all licensed devices work in full synchronisation with each other, assuming there is an internet connection. If there is no internet connection then this is called “working offline”, this can also be done on Office 365 connected devices, maybe catching up on the Tube for example, when the device goes back online it will then synchronise any changes that have been made.

The full synchronisation is useful for working on the go! When you read and reply to an email on your phone and later you get to your computer and open outlook, you can see the email has been read. You can then also find the one sent from your phone in sent items!

So simple, yet so useful.


Microsoft are continuously releasing new apps within the Office 365 system to allow for more efficient and productive operations. Stay ahead of the game by making use of the latest software and technologies.

Office 365 customers with a software license can download the latest version of Office (currently 2016) for no extra cost. As part of Office 365 licensing, each time a new version is released it is available to existing subscribers immediately.

So, are you are looking for a better value service? One that is safe and easy to use from anywhere? Then maybe it is time to bring your system up to date!

Contact your local Microsoft Partner to find out how your business can benefit from this service.