# Do you still need Microsoft 365?

What parts of Microsoft 365 other tools can do, and what's hard to replace. Interactive version: https://onelesstool.com/replace/microsoft-365

## Alternatives by capability

### Write documents and notes
Microsoft 365 fit: native

- Google Workspace: native fit; cheapest qualifying plan Business Starter $7 (verified)
- Notion: native fit; cheapest qualifying plan Free $0 (verified)
- Microsoft 365 Copilot: strong fit; cheapest qualifying plan Microsoft 365 Copilot Business (add-on) $21 (verified)

### Create presentation decks
Microsoft 365 fit: native

- Gamma: native fit; cheapest qualifying plan Free $0 (verified)
- Google Workspace: strong fit; cheapest qualifying plan Business Starter $7 (verified)
- Microsoft 365 Copilot: strong fit; cheapest qualifying plan Microsoft 365 Premium (consumer) $19.99 (verified)

### Hold video meetings
Microsoft 365 fit: native

- Google Workspace: native fit; cheapest qualifying plan Business Starter $7 (verified)

### Store structured data in a shared database or spreadsheet
Microsoft 365 fit: strong

- Airtable: native fit; cheapest qualifying plan Free $0 (verified)
- Google Workspace: strong fit; cheapest qualifying plan Business Starter $7 (verified)
- Notion: strong fit; cheapest qualifying plan Free $0 (verified)

### Analyse data and spreadsheets
Microsoft 365 fit: strong

- Tableau: native fit; cheapest qualifying plan Tableau Public $0 (verified)
- ChatGPT: strong fit; cheapest qualifying plan Free $0 (verified)
- Claude: strong fit; cheapest qualifying plan Free $0 (verified)

### Collect information with forms and surveys
Microsoft 365 fit: strong

- Google Workspace: strong fit; cheapest qualifying plan Business Starter $7 (verified)
- Airtable: strong fit; cheapest qualifying plan Free $0 (verified)
- HubSpot Sales Hub: partial fit; cheapest qualifying plan Free $0 (verified)

### General-purpose AI assistant
Microsoft 365 fit: strong

- ChatGPT: native fit; cheapest qualifying plan Free $0 (verified)
- Claude: native fit; cheapest qualifying plan Free $0 (verified)
- Google Gemini: native fit; cheapest qualifying plan Free $0 (verified)

### Build dashboards from spreadsheets and data
Microsoft 365 fit: partial

- Looker Studio: native fit; cheapest qualifying plan Data Studio (self-service) $0 (verified)
- Tableau: native fit; cheapest qualifying plan Tableau Public $0 (verified)
- Google Workspace: partial fit; cheapest qualifying plan Business Starter $7 (verified)

### Transcribe and summarise meetings
Microsoft 365 fit: partial

- Otter.ai: native fit; cheapest qualifying plan Basic $0 (verified)
- Google Workspace: strong fit; cheapest qualifying plan Business Standard $14 (verified)
- Microsoft 365 Copilot: strong fit; cheapest qualifying plan Microsoft 365 Copilot Business (add-on) $21 (verified)

### Write marketing and business copy
Microsoft 365 fit: partial

- Claude: native fit; cheapest qualifying plan Free $0 (verified)
- Jasper: native fit; cheapest qualifying plan Pro $59 (verified)
- ChatGPT: strong fit; cheapest qualifying plan Free $0 (verified)

### Proofread and improve writing
Microsoft 365 fit: partial

- Grammarly: native fit; cheapest qualifying plan Free $0 (verified)
- ChatGPT: partial fit; cheapest qualifying plan Free $0 (verified)
- Claude: partial fit; cheapest qualifying plan Free $0 (verified)

### Run an internal knowledge base / wiki
Microsoft 365 fit: partial

- Confluence: native fit; cheapest qualifying plan Free $0 (verified)
- Notion: native fit; cheapest qualifying plan Free $0 (verified)
- Google Workspace: partial fit; cheapest qualifying plan Business Starter $7 (verified)

### Ask questions across company documents
Microsoft 365 fit: partial

- Microsoft 365 Copilot: native fit; cheapest qualifying plan Microsoft 365 Copilot Business (add-on) $21 (verified)
- Google Gemini: strong fit; cheapest qualifying plan Gemini Enterprise Business $21 (verified)
- Google Workspace: partial fit; cheapest qualifying plan Business Starter $7 (verified)

### Build internal tools and lightweight apps
Microsoft 365 fit: partial

- Lovable: native fit; cheapest qualifying plan Free $0 (verified)
- Airtable: strong fit; cheapest qualifying plan Free $0 (verified)
- Cursor: strong fit; cheapest qualifying plan Free $0 (verified)

### Automate simple app-to-app workflows
Microsoft 365 fit: partial

- Make: native fit; cheapest qualifying plan Free $0 (verified)
- Zapier: native fit; cheapest qualifying plan Free $0 (verified)
- Airtable: strong fit; cheapest qualifying plan Free $0 (verified)

### Manage projects and tasks
Microsoft 365 fit: partial

- Airtable: strong fit; cheapest qualifying plan Free $0 (verified)
- Notion: strong fit; cheapest qualifying plan Free $0 (verified)
- Confluence: workaround fit; cheapest qualifying plan Free $0 (verified)

### Edit videos
Microsoft 365 fit: partial

- Descript: native fit; cheapest qualifying plan Free $0 (verified)
- Adobe Creative Cloud: native fit; cheapest qualifying plan Creative Cloud Pro $69.99 (verified)
- Adobe Express: partial fit; cheapest qualifying plan Adobe Express Free $0 (verified)

## Reasons to keep paying

- 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

Personalised answer (owned tools, team size): GET https://onelesstool.com/api/v1/alternatives?tool=microsoft-365&capabilities=<slugs>&owned=<tools>