What you get with Microsoft 365 Basic

Microsoft 365 Basic is a monthly subscription that gives you access to the online versions of Word, Excel, PowerPoint, and Outlook, plus 1 TB of cloud storage through OneDrive. You use these applications through a web browser rather than installing software on your computer. The subscription costs a fixed monthly fee and renews automatically each month unless you cancel.

The online versions work on any device with an internet connection — Windows, Mac, iPad, or Android tablet. You can create, edit, and share documents without owning a Microsoft Office license for your computer. If you already have Microsoft 365 Family or Microsoft 365 Personal, Basic does not add anything you do not already have.

Basic does not include the desktop versions of Word, Excel, or PowerPoint that you read and install on your computer. It also does not include Microsoft Teams, Access, Publisher, or the advanced features in the desktop applications. If you need those, you would look at Microsoft 365 Personal or Microsoft 365 Family instead.

Key Takeaways

  • Microsoft 365 Basic gives you web-only access to Word, Excel, PowerPoint, and Outlook plus 1 TB of OneDrive storage for a monthly fee.
  • You cannot use the desktop versions of Office applications with Basic, and you do not get Microsoft Teams or advanced features like mail merge or pivot tables.
  • Basic works on any device with a browser, but you need an active internet connection to use it and your subscription must stay current to keep access.
  • If you need desktop software, offline access, or more storage, Microsoft 365 Personal or Family offer different features at different price points.

How Basic differs from Personal and Family plans

The main difference between Basic and the other Microsoft 365 subscriptions is what software you get and how many people can use it. Basic gives you web-only access for one person. Microsoft 365 Personal gives one person both the web versions and the desktop versions of Word, Excel, PowerPoint, and Outlook, plus 1 TB of OneDrive storage. Microsoft 365 Family gives up to six people each their own desktop and web access, plus 1 TB of OneDrive storage per person.

Personal and Family also include Microsoft Teams, which Basic does not. If you use Teams for video calls, chat, or file sharing at work or with a group, you need Personal or Family. Basic is limited to the four core applications accessed through a browser.

The price difference reflects what you are paying for. Basic is the lowest-cost option because you only get web access. Personal costs more because you get desktop software. Family costs the most because multiple people can use it and each person gets their own storage and desktop access.

Storage and file sharing with OneDrive

Every Microsoft 365 Basic subscription includes 1 TB of cloud storage through OneDrive. This is where your files live when you save them from Word, Excel, or PowerPoint online. You can access your files from any device, and OneDrive automatically syncs changes across your devices if you sign in with the same Microsoft account.

You can share files and folders with other people by sending them a link or inviting them by email. The person you share with can view, edit, or comment depending on the permission you give them. Shared files do not count against your 1 TB limit — only files you own count toward your storage.

If you run out of 1 TB, you can buy additional storage through Microsoft, or you can delete files you no longer need. OneDrive also keeps deleted files in a recycle bin for 93 days, so you can recover them if you delete something by mistake.

Internet connection and offline access

Because Microsoft 365 Basic runs in a web browser, you need an active internet connection to use it. If your internet goes down, you cannot open or edit your documents until you reconnect. This is different from the desktop versions of Word, Excel, and PowerPoint, which let you work offline and sync your changes when you reconnect.

If offline access is important to you — for example, if you travel frequently without reliable internet or work in places without WiFi — Basic may not be the right fit. Microsoft 365 Personal or Family include the desktop applications, which work offline and sync your changes to OneDrive when you reconnect.

The web versions do have a limited offline mode in some browsers, but it is not reliable for all file types and does not work the same way as the desktop applications. Check Microsoft's documentation for your specific browser if offline work is something you need.

Who Basic works for and who should consider other options

Microsoft 365 Basic is a good fit if you use Word, Excel, and PowerPoint occasionally, do not need desktop software, have reliable internet access, and want the lowest monthly cost. It is also useful if you only have a tablet or Chromebook and cannot install desktop software anyway. Basic gives you everything you need to create and edit documents without paying for features you will not use.

You should consider Microsoft 365 Personal if you use Office applications regularly, need offline access, or want to work on your computer without relying on a browser. Personal includes the desktop versions and costs more, but you get software that works the same way whether you are online or offline.

You should consider Microsoft 365 Family if multiple people in your household need Office, or if you want to share storage and features across devices. Family lets up to six people each have their own account and desktop access, which is more cost-effective than buying Personal for each person.

Cancellation and what happens to your files

You can cancel your Microsoft 365 Basic subscription at any time through your Microsoft account settings. After you cancel, you lose access to Word, Excel, PowerPoint, and Outlook online. Your files stay in OneDrive for a limited time, but you cannot edit them through Microsoft 365 anymore.

If you want to keep your files after canceling, read them to your computer before your subscription ends. You can also open them in the free versions of Word, Excel, and PowerPoint online (available at Office.com), though the free versions have fewer features than the paid subscription.

If you do not access your OneDrive for a long time after your subscription ends, Microsoft may delete your files. The exact timeline varies, so it is safer to read or back up anything important before your subscription expires.

Frequently Asked Questions

Can I use Microsoft 365 Basic on multiple devices?

Yes, you can sign in to your Microsoft account on multiple devices and use Basic on all of them. However, the subscription is for one person only — you cannot share your account with other people. If multiple people in your household need Office, each person needs their own subscription or you should consider Microsoft 365 Family.

Do I need to pay for Microsoft 365 Basic every month, or can I buy it once?

Microsoft 365 Basic is a subscription that renews every month. You cannot buy it once and own it permanently. If you want to own Office software permanently without a subscription, you would need to buy a one-time license for Microsoft Office (not Microsoft 365), though that version does not include cloud storage or automatic updates.

What happens if I do not renew my subscription?

If your subscription expires and you do not renew, you lose access to the online versions of Word, Excel, PowerPoint, and Outlook. Your files remain in OneDrive, but you cannot edit them through Microsoft 365. You can view and read them, or open them in the free versions at Office.com with limited features.

Is there a free version of Microsoft 365 I can try first?

Microsoft offers free web versions of Word, Excel, PowerPoint, and Outlook at Office.com if you have a Microsoft account. These free versions have fewer features than Microsoft 365 Basic but let you create and edit documents online. You can try the free versions to see if web-based Office is right for you before paying for a subscription.

Can I upgrade from Basic to Personal or Family later?

Yes, you can cancel Basic and start a Personal or Family subscription at any time. Your files in OneDrive will still be there when you sign in with the same Microsoft account. There is no penalty for switching, though you will pay the difference in price for the new plan.