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Microsoft Office 2016 became available on September 22nd. Any business considering upgrading should consider a number of factors.
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Do I need to upgrade yet?
How disruptive is an upgrade?
Do I pay for an upgrade license or is this my driver to move to Office 365 and pay a monthly fee from now on rather than upgrade fees every few years?
As a small business owner myself, and a provider of technology services to small businesses, I thought of several relevant questions and then did some playing around on a number of devices to find out the answers.
How different is the user interface?
The interface has had an aesthetic overhaul to give it more of a Windows 10 look and feel, which is fine, but overall the actual functionality and how it is laid out has not changed much at all. This is a good thing for you and your staff.
The main changes are based around collaboration between people, especially when tied to Office 365. Office, once very much a solo effort set of tools, is now a set of tools geared towards team effort, or at least it's beginning to head that way. Documents can be shared from within the application, worked on together, and co-authored, with the ability to see real time typing by a collaborator as they edit a document you are working on together. The experience is a bit variable depending on which application you use, though.
Let's take Word as an example. Save the file online (e.g. to OneDrive for Business), click on the Share button, which opens an invite box, select the people you want to share with and away you go. You then have a lot of control over who can and can't do what.
With PowerPoint, you can also share a document but have very little control over what your collaborators can and can't do, and viewing changes in real time is problematic. Microsoft will provide feature updates as time passes, I'm sure, so that the user experience becomes more consistent across applications.
In Outlook, you can mail a link to the file in OneDrive, rather than attach the actual file, and you can use Outlook Groups to create collaboration teams with shared communications, shared file locations and a shared calendar. I plan on using this last one a lot.
The "Tell me what you want to do" search tool has now been added to all but OneNote and Publisher (unless I'm being dense in those two cases). It is a much more intuitive and useful tool than Office Help has been in the past and this will greatly help your staff figure out how to do things they've not done before in an application.
Two new applications, Delve and Sway, have been added.
Sway is a means to create web based content from both a number of existing sources and also newly created for the Sway itself. I plan on playing with this a lot and writing up my experiences separately from this article, as it is an interesting venture from Microsoft and deserves its own focus of work beyond this article. I can see it being very useful in telling a story to a customer or to other parts of your organization.