Why Microsoft 365 Is the Smart Choice for Modern Businesses

August 21, 2025

Perhaps you know about Microsoft Office, the software you would install on five computers under the same user to save some money, so you can type and do spreadsheets. But Microsoft 365 is more than just Word, Excel, and Outlook. It’s a comprehensive productivity platform designed to help modern businesses collaborate more efficiently, reduce IT overhead, and scale securely.

All-in-One Productivity Platform

With tools like Teams, SharePoint, OneDrive, and Exchange Online, Microsoft 365 gives teams everything they need to work from anywhere. These services integrate seamlessly with familiar Office apps, allowing users to chat, call, meet, and co-author documents without switching platforms.

Work from Anywhere

As remote and hybrid work becomes the norm, Microsoft 365 offers a cloud-first approach to communication and collaboration. Whether your team is in the office, on the road, or working from home, they’ll stay connected and productive with synchronized tools and secure access to files from any device.

Predictable Costs and Easy Management

Microsoft 365 is subscription-based, which means predictable monthly costs and access to the latest updates without having to manage software upgrades. IT administrators gain centralized control over devices, data, and security policies, all from a single web-based console.

If you're looking to streamline productivity and sharpen security within your small to midsized business, three of the more popular types of Microsoft 365 Business licensing options are Business Basic, Business Standard, and Business Premium. Here's a side-by-side breakdown of what each brings to the table and how to choose the best fit for your organization.

Microsoft 365 Business Basic – Affordable Cloud Productivity

What you get:

Full access to web and mobile versions of Word, Excel, PowerPoint, Outlook, and OneNote. No desktop apps.
Cloud-based essentials: Exchange business email, 1 TB OneDrive storage, Teams, SharePoint, Microsoft Forms, Planner, Bookings, and more.
Secure identity and access management, malware/spam filtering, and Microsoft support included.

Ideal for: Teams needing reliable, cost-effective web-based productivity tools.

Microsoft 365 Business Standard – Balanced Productivity and Collaboration

Everything in Business Basic, plus:

Fully installable desktop versions of Office apps (Word, Excel, PowerPoint, Outlook) on up to 5 devices per user.
Features exclusive to desktop use, e.g., add-ins, macros, full offline capability.
Advanced tools: Webinars with registration and reporting, Microsoft Loop for collaborative workspaces, and Clipchamp for video editing and design.

Ideal for: Businesses that want a more versatile productivity suite without stepping into enterprise licensing.

Microsoft 365 Business Premium – Productivity Meets Security

With Business Premium, Microsoft 365 is built with enterprise-grade security. Features like data loss prevention (DLP), multi-factor authentication (MFA), conditional access policies, and encryption ensure your data stays protected and compliant with regulations like HIPAA, GDPR, and more.

Everything in Standard, plus:

Advanced identity and access controls (e.g., Azure AD P1, Intune).
Enterprise-grade endpoint protection and threat defense (Defender for Business, advanced anti-phishing and malware tools).
Data protection with sensitivity labeling, device management, and policy enforcement.
Includes Windows 10/11 Business upgrade for up to 5 devices per user.

Ideal for: Teams needing centralized device management, remote work support, and top-tier security.

Want to Get the Most Out of Microsoft 365?

Get the most out of Microsoft 365 with GDS.

As part of a broader digital transformation strategy, Microsoft 365 can do more than improve productivity: it can modernize how your business operates. By unifying communication, collaboration, and security under one platform, organizations can streamline workflows, support remote and hybrid teams, and respond faster to market changes. The right plan is the foundation; how you manage and integrate it determines how far it can take your business.

Our Managed Microsoft 365 services help businesses implement, secure, and optimize their Microsoft environment. From onboarding and training to ongoing administration and security monitoring, we ensure you get maximum value from your subscription.

Ready to take the next step? Contact GDS today to discover how we can help you build a secure, modern workplace with Microsoft 365.

Benefits of Managed IT Services from Global Data Systems

Strategic Managed IT: We help you solve your technology related business problems.
Connectivity: We get you reliable, secure connectivity anywhere in the western hemisphere in 48 hours.
Support: When you need help simply call our 24x7x365 support number.
Billing: Instead of managing hundreds of vendors - get one, easy to read bill from GDS.