Optimisation guide · reviewed 2026-10-13
Do you still need Microsoft 365?
Microsoft 365 starts at $7/seat/mo (verified price). Here's which parts of it the tools you already pay for can handle, which parts they can't, and how to switch safely.
Personal check
What could replace each part of Microsoft 365
Best alternatives for each thing it does, before considering what you own.
| Capability | In Microsoft 365 | Best alternatives | Already in common tools? |
|---|---|---|---|
| Write documents and notes | Core feature |
| Google Workspace, Microsoft 365 Copilot |
| Create presentation decks | Core feature |
| Google Workspace, Microsoft 365 Copilot |
| Hold video meetings | Core feature |
| Google Workspace |
| Store structured data in a shared database or spreadsheet | Strong |
| Google Workspace |
| Analyse data and spreadsheets | Strong | ChatGPT, Claude, Google Workspace, Microsoft 365 Copilot | |
| Collect information with forms and surveys | Strong |
| Google Workspace |
| General-purpose AI assistant | Strong |
| ChatGPT, Claude, Google Gemini, Microsoft 365 Copilot, Google Workspace |
| Build dashboards from spreadsheets and data | Partial |
| No |
| Transcribe and summarise meetings | Partial |
| Google Workspace, Microsoft 365 Copilot |
| Write marketing and business copy | Partial | Claude, ChatGPT, Google Gemini, Microsoft 365 Copilot | |
| Proofread and improve writing | Partial | No | |
| Run an internal knowledge base / wiki | Partial |
| No |
| Ask questions across company documents | Partial |
| Microsoft 365 Copilot, Google Gemini |
| Build internal tools and lightweight apps | Partial | No | |
| Automate simple app-to-app workflows | Partial | No | |
| Manage projects and tasks | Partial |
| No |
| Edit videos | Partial |
| No |
When you should keep Microsoft 365
- Complex Excel models, macros and PowerPoint templates rely on desktop Office
- Exchange email, calendars and Teams history are core infrastructure
- SharePoint permissions and document libraries are deeply embedded in many companies
- Business Premium security (Intune, Defender) would need several separate tools to replace
We'd rather you keep paying than switch to something that makes your work worse.
Common questions
- Can ChatGPT replace Microsoft 365?
- Partly. ChatGPT handles analyse data and spreadsheets, general-purpose ai assistant and write marketing and business copy; it only partly covers create presentation decks, transcribe and summarise meetings, proofread and improve writing and ask questions across company documents; it doesn't do write documents and notes, store structured data in a shared database or spreadsheet, build dashboards from spreadsheets and data, collect information with forms and surveys, hold video meetings, run an internal knowledge base / wiki, build internal tools and lightweight apps, automate simple app-to-app workflows, manage projects and tasks and edit videos. Whether you can switch depends on which of these you actually use.
- Can Claude replace Microsoft 365?
- Partly. Claude handles analyse data and spreadsheets, general-purpose ai assistant and write marketing and business copy; it only partly covers create presentation decks, proofread and improve writing, ask questions across company documents and build internal tools and lightweight apps; it doesn't do write documents and notes, store structured data in a shared database or spreadsheet, build dashboards from spreadsheets and data, collect information with forms and surveys, hold video meetings, transcribe and summarise meetings, run an internal knowledge base / wiki, automate simple app-to-app workflows, manage projects and tasks and edit videos. Whether you can switch depends on which of these you actually use.
- Can Google Gemini replace Microsoft 365?
- Partly. Google Gemini handles general-purpose ai assistant, write marketing and business copy and ask questions across company documents; it only partly covers write documents and notes, analyse data and spreadsheets and proofread and improve writing; it doesn't do store structured data in a shared database or spreadsheet, build dashboards from spreadsheets and data, collect information with forms and surveys, create presentation decks, hold video meetings, transcribe and summarise meetings, run an internal knowledge base / wiki, build internal tools and lightweight apps, automate simple app-to-app workflows, manage projects and tasks and edit videos. Whether you can switch depends on which of these you actually use.
- Can Google Workspace replace Microsoft 365?
- Partly. Google Workspace handles write documents and notes, store structured data in a shared database or spreadsheet, analyse data and spreadsheets, collect information with forms and surveys, create presentation decks, hold video meetings, transcribe and summarise meetings and general-purpose ai assistant; it only partly covers build dashboards from spreadsheets and data, write marketing and business copy, proofread and improve writing, run an internal knowledge base / wiki, ask questions across company documents, build internal tools and lightweight apps and automate simple app-to-app workflows; it doesn't do manage projects and tasks and edit videos. Whether you can switch depends on which of these you actually use.
- How much would I save?
- Your Microsoft 365 cost minus any extra you'd pay elsewhere — usually $0 if the replacement is something you already own. Use the check above with your real cost, or run a full audit so overlapping tools aren't double-counted.
Microsoft 365 prices we used
- Business Basic$7/seat/moVerified· Oct 13, 2026
- Business Standard$14/seat/moVerified· Oct 13, 2026
- Business Premium$22/seat/moVerified· Oct 13, 2026
- Apps for business$10/seat/moVerified· Oct 13, 2026
Sources & freshness
- Compare all Microsoft 365 business plans — accessed Oct 13, 2026
- Microsoft 365 Business Basic — accessed Oct 13, 2026
- Microsoft 365 Business Standard — accessed Oct 13, 2026
- Microsoft 365 Business Premium — accessed Oct 13, 2026