Microsoft Gives You 20+ Apps. You Need Maybe 5.

Here is the dirty secret about Microsoft Office 365 apps: the suite is deliberately overwhelming. Microsoft bundles dozens of tools together, most of which overlap, because it makes the subscription feel like a bargain. You pay for the whole buffet. You eat the same three dishes every time.

I have been building productivity apps for years. I have watched people drown in tool overload. They subscribe to Office 365, see twenty-plus apps in their launcher, and freeze. They stick with Word and Excel because those are familiar. The other eighteen apps collect dust. Meanwhile, they are paying for all of them.

Let me cut through the noise. Here is what each Microsoft Office 365 app actually does, whether you need it, and when a simpler alternative might serve you better.

The Essential Microsoft Office 365 Apps

These are the ones that earn their spot. If you are paying for 365, use these.

Microsoft Word

Still the standard for document creation. Google Docs has closed the gap significantly, but Word remains superior for long-form documents, complex formatting, and anything that needs to end up as a polished PDF. Track changes is genuinely best in class.

Verdict: Essential if you write anything longer than an email.

Microsoft Excel

The single most powerful piece of software most people will ever use. Pivot tables, VLOOKUP, conditional formatting, macros. Google Sheets handles basic spreadsheets fine, but Excel remains untouchable for serious data work.

Verdict: Essential. Period.

Microsoft Outlook

The best email client for business. The calendar integration alone justifies it. Focused Inbox actually works surprisingly well at filtering noise. If your organization uses Exchange, there is no real alternative.

Verdict: Essential for business. Overkill for personal email.

Microsoft Teams

Love it or hate it, Teams has won the enterprise communication war. Chat, video calls, file sharing, and channel organization in one place. It is not elegant. It is not fast. But it is where your coworkers are, and that is what matters.

Verdict: Essential if your workplace uses it. Otherwise skip.

OneDrive

1TB of cloud storage included with every 365 subscription. Automatic sync, version history, real-time collaboration. This is honestly one of the best values in the entire suite. Comparable to Google Drive but with tighter Office integration.

Verdict: Essential. Use your included storage.

The Useful But Not Essential Apps

Microsoft PowerPoint

Still the default for presentations, but the competition has caught up. Canva and Google Slides handle most presentation needs with less friction. PowerPoint shines when you need precise animations, complex layouts, or corporate template compliance.

Verdict: Use it if required. Otherwise, explore alternatives.

Microsoft OneNote

A genuinely good note-taking app that gets overshadowed by Notion and Obsidian. Freeform canvas, handwriting support, and deep integration with Outlook. If you are already in the Microsoft ecosystem, give it a serious try before buying another note app.

Verdict: Worth trying. Not worth switching to if you already have a system.

Microsoft To Do

Simple task management with Outlook integration. It replaced Wunderlist and kept most of what made that app good. Shared lists, due dates, My Day planning. Not as powerful as Todoist, but free with your subscription.

Verdict: Solid if you want something lightweight.

Microsoft Planner

Kanban boards for Teams. Think Trello but built into your existing workflow. Works well for team task management. Completely unnecessary for solo work.

Verdict: Good for small teams already using Teams.

The Apps You Can Probably Ignore

Microsoft Sway

A presentation tool that nobody asked for. Creates web-based presentations with automatic design. Sounds good. Feels redundant when PowerPoint and web publishing tools exist. I have never met a person who uses Sway as their primary tool.

Microsoft Delve

Shows you documents that are "relevant" to you based on your activity. In practice, it surfaces random files from your organization. The algorithm is questionable. Most IT departments have it disabled anyway.

Microsoft Kaizala

A messaging app designed for large organizations in specific markets. If you are reading this article, you do not need Kaizala.

Microsoft Bookings

Appointment scheduling. Calendly does this better with more integrations and a cleaner interface. Bookings works fine if you refuse to use anything outside Microsoft.

When Simpler Tools Win

Here is my controversial take: for personal productivity, the Microsoft Office 365 apps suite is often overkill. You are paying for enterprise features you will never touch.

For focused work, a dedicated timer beats any built-in Office feature. The Pomodoro technique paired with a proper focus timer app will do more for your productivity than any Microsoft feature ever will.

I build apps that do one thing well. A focus timer that times. A task list that lists tasks. Microsoft builds apps that do everything adequately. There is room for both approaches, but know which one you actually need.

The Smart Way to Use Office 365

If you are paying for the subscription, here is my recommended setup:

  1. Use Word, Excel, and Outlook daily. These are world-class tools. Get good at them.
  2. Use OneDrive for everything. Stop emailing files to yourself. The 1TB storage is included.
  3. Pick one note app and stick with it. OneNote if you want Microsoft integration. Something else if you do not.
  4. Ignore everything else until you have a specific need. Do not explore apps out of curiosity. That is how you end up with six different tools that all send notifications.

Simplicity beats features. Every time.

Frequently Asked Questions

Is Microsoft Office 365 worth it for personal use?

For most individuals, yes, but only because of the 1TB OneDrive storage and desktop versions of Word and Excel. If you only do basic document editing, Google Workspace is free and sufficient. The subscription makes sense when you need offline access or advanced Excel features.

What is the difference between Office 365 and Microsoft 365?

Microsoft rebranded Office 365 to Microsoft 365 in 2020, but people still search for both names. They are the same product. The new name reflects that the suite includes more than just Office apps, like cloud storage and security features.

Can I use Microsoft Office 365 apps on my phone?

Yes. All core Office apps have iOS and Android versions. The mobile apps are free for basic editing on devices under 10.1 inches. The 365 subscription unlocks premium mobile features, but honestly the free tier covers most phone-based editing needs.

Which Microsoft Office 365 plan should I get?

For individuals: Microsoft 365 Personal at about $70 per year. For families: Microsoft 365 Family at about $100 per year, which covers up to six people with 1TB each. Business plans start at $6 per user per month. Do not overpay for features you will not use.

-- Dolce