Microsoft 365 for Business

Frequently Asked Questions about Microsoft Office 365^®

• What is Microsoft 365 Business and how does it work?

  Microsoft 365 is a subscription plan which includes access to the latest version of Office applications (Outlook, Word, Excel, PowerPoint, OneNote, Publisher, Access...) and to other online productivity services (OneDrive...). Also, both Microsoft 365 Applications for Business and Microsoft 365 Business Standard offer desktop versions of the Office applications as well.

  Thanks to a constant supply of relevant updates, you will always be up-to-speed and your projects will also be protected from possible vulnerabilities such as viruses and malicious software.

  The Microsoft 365 subscription also guarantees maximum mobility: you can access your documents, spreadsheets, emails and files both online and through your web browser, as well as through web and installable applications. This means that your office is always with you: you decide which devices to install Microsoft 365 on, and how and when to use it.

• What is the difference between Microsoft 365 subscription plans and Office as a one-time purchase?

  With Microsoft 365 subscription plans, you get the full version of Office applications: Word, Excel, PowerPoint, OneNote, Outlook, Publisher and Access (Publisher and Access are only available for PC). You can install Microsoft 365 on various devices, including 5 PCs and Macs, 5 Android™ smartphones and tablets, iPads® and iPhones®. Plus, with Microsoft 365, you get services like online storage with OneDrive. If you have an active Microsoft 365 subscription, you will always have the most up-to-date version of Office applications.

  Office as a one-time purchase includes applications such as Word, Excel and PowerPoint for use on a single PC or Mac. Applications do not update automatically: to get the latest version, you must buy Office again when the new version is available. In addition, Office as a one-off purchase does not include any of the services included in Microsoft 365.

• Do I need a domain to use Office 365?

  If in addition to Microsoft 365, you want to have email, you will need a domain. In other words, you will need to associate your Microsoft 365 Standard Business plan with a domain from the Control Panel of the product.

• What conditions apply to the 1 year free domain promotion?

  You can get a free domain for one year if you purchase an Office plan. The domain extensions included in the promotion are: .com, .es, .net, .org, .info, .eu, .biz, .mobi, .com.es, .nom.es, .org.es, .ws, .be, .fr, .pt, .com.pt, .online or .store

• What is a license or user?

  Each Microsoft 365 product you buy corresponds to one licence or user. Therefore, you will need to buy as many licences as there are users. In the case of Microsoft 365 Standard Business you can do this through your Client Area.

  For example, if your company employs 2 people - you and your business partner - with 2 PCs, 2 tablets, and 2 smartphones each, you will need 2 licences. Each licence corresponds to one username/password, with its own email, OneDrive, etc. and everything this entails. With 1 licence you would be able to install them on the 2 PCs, 2 tablets and 2 mobiles but you would have to share the same username and password.

• Will I have control of my documents with a Microsoft 365 subscription? What happens when I cancel my subscription?

  Yes. The documents you create are exclusively your property. You can save them online on OneDrive, or locally on your Windows PC or Mac.

  Even if your subscription is cancelled or expires, you will still have access to all your files and will be able to continue downloading them by signing in to OneDrive directly with the Microsoft account you used to set up Microsoft 365. But you'll lose the extra storage that comes with your subscription, so if your OneDrive account exceeds your free storage quota, you'll need to save your files elsewhere or buy more OneDrive storage.

• Do I need Internet access to use Office?

  Internet access is required to install and activate the latest versions of Office suites and all Microsoft 365 subscription plans. Internet access is also required to access documents stored on OneDrive, unless the OneDrive desktop application is installed. A regular Internet connection is required to keep the Office version up to date and to take advantage of automatic updates. If you do not connect to the Internet at least every 39 days, the applications will go into reduced functionality mode (meaning that you will be able to view and print your documents, but you will not be able to edit them or create new ones). To reactivate Office applications, you need to reconnect to the Internet.

  You do not need to connect to the Internet to use Office applications (such as Word, Excel and PowerPoint), as the applications are installed on your computer.

• What is OneDrive Business?

  OneDrive is an online storage service, which includes 1Tb of space, and you can use it to store documents, notes, photos, music, videos and other types of files. With OneDrive you can access your files from virtually any device and share them with other users.

  If you have the OneDrive app installed on your PC or device, it will create a ONedrive folder on that device that automatically syncs with the information stored in the cloud, so you can work on your documents (even when you're offline).

• What is Microsoft Teams and what is it used for?

  Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage (including file collaboration), and application integration. It's a collaboration application built for hybrid work so you and your team can stay informed, organized, and connected, all in one place:

  • Unlimited group meetings for up to 30 hours.
  • Up to 300 participants per meeting.
  • Live captions in meetings (over 30 languages).
  • Team meeting recordings with transcriptions.
  • Collaborative annotations in Teams meetings, allowing participants to contribute to shared content.

• How to configure your Outlook to use your new Exchange mail account?

  Open Outlook and select the File menu, Account Information, and the Add Account option. On the Automatic Account Setup page, enter your name, email address, click Next and then Finish.

  If you are using an older version of Outlook, or have a POP or IMAP mail account (Arsys Mail Plan), Automatic Account Setup may not work. In this case, select Manual configuration and enter your server settings and access data manually.

  If you are using Outlook for the first time, we advise you consult the Getting Started Guide.

• Once I have purchased Microsoft 365, how do I set up my account and install Office?

  In the Arsys control panel you have information on how to configure your mailbox with different email clients (Outlook, Thunderbird...) and you can send this information via email.

  With regards to the requirements and installation of the Office suite, you can consult Microsoft's help at Download and install Microsoft 365.

• How do I view my invoice and current Microsoft 365 subscription?

  You can view all the information about the billing of your Microsoft 365 service in your Arsys Client Area.

• How to switch to a different plan or subscription?

  You can change the subscription type for any of the created users at any time from the Microsoft 365 Control Panel. In the "Microsoft 365 Accounts" module, choose the user you want to modify and click on the "Modify account" icon. From here you can change the first and last name of the contact associated with the user/email as well as the account type for that user (Exchange Online, Microsoft 365 Business Basic, Microsoft 365 Business Standard). You must have available and unused licences for the account type you want to switch to in order to make the change.

  During the switch, the user will not lose any mail, but depending on the type of account the user changes to, the available functionalities will vary.

• How to cancel, renew or reactivate an existing subscription?

  To cancel a Microsoft 365 subscription of any type, you must do so from the product's Administrative Management. Make sure that there are no active users using that subscription, otherwise you will not be able to unsubscribe.

  The different Microsoft 365 plans have the same periodicity and are renewed by default according to the periodicity you have chosen, which you can change from your Client Area.

  If you have deleted a user, you can reactivate the user manually as long as no more than 30 days have passed. You will have to request this in the contact section of your Client Area.

• After the 30-day free trial period, is my information kept in Microsoft 365?

  Don't worry! After the 30 free days, all your information and the configuration of your accounts will remain intact for another 30 days. During that time you can keep your service (by starting payments for it) or cancel it (once the account information has been deleted after the 30 additional days, it cannot be recovered).