With big name, traditionally boxed products like Microsoft Office and Adobe’s Creative Suite turning to new subscription licensing models we, as IT pros, have to look into this model and determine if and when it is right for our businesses. In some cases, like with MS Office, we have choices to buy boxed products, volume license deals, or subscription licenses. This is very flexible and allows us to consider many alternatives. With Adobe, however, non-subscription options have been dropped and if we want to use their product line, subscription pricing is our only option. As we move forward this will be a growing trend and something that the industry must face and understand. It cannot be avoided easily.
First we should understand why subscription models are good for the vendors. Many people, especially in IT, assume that subscriptions are designed to extract higher fees from customers and certainly any given vendor may raise prices in conjunction with changing models, but fundamentally, subscription pricing is purely a licensing approach and does not imply and increase in cost. It may, potentially, even mean a decrease.
Software vendors like subscription pricing for three key reasons.
The first is license management. With traditional software purchases it was easy for customers to install multiple copies, perhaps accidentally, of software, which can cause a loss of revenue for vendors if the software was used but not licensed. License management was traditionally complicated and expensive for all parties involved. Moving to subscription models makes it very easy to clearly communicate licensing requirements and to enforce policies.
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For customers purchasing software, this change is actually beneficial as it lowers the overall cost of software because it helps to eliminate illegitimate uses of software. By lowering the piracy rate the cost that needs to be passed on to legitimate businesses can be lowered. Whether this turns into lower cost for customers or higher margins for vendors, it is a benefit to all of the legitimate parties involved.
In traditional software and support models, customers might use old versions of software for many years resulting in many different versions, which would require support of multiple versions from vendors. Often, this would mean that support teams need extensive training for a long tail of legacy customers or separate support groups would be needed for different software versions. This was extremely expensive as support is a key cost in software development.
Likewise, development teams would be forced to be split, with most resources focusing on developing or fixing the current software version while some developers would be forced to spend time patching and maintaining legacy versions that were no longer being sold. These costs were often enormous and meant that great energy was being spent to support customers who were not investing in new software and came at the expense of resources for improving the software and support for the best customers. The move to subscription licensing generally eliminates support needs for legacy versions as all customers move to the latest versions all of the time.
Again, this is a move that greatly benefits both the vendor and good customers. It only sometimes is a negative to customers who were relying on being “expensive to maintain” customers who used old software for a long time rather than updating. But commonly even those customers benefit from not running old software, even if this is not how they would operate if they had their druthers. The benefits to the vendor and to “good” customers is very large, the penalty to customers that were formally not profitable is generally very small.
The third reason, which is really a combination of the above, is that customers who previously depended on buying a single version of a product and continuing to use it for a very long time, likely many years past the end of support, are effectively eliminated. These customers, lacking a means to buy in this traditional manner, are normally either lost as customers (which is not a financial loss as they were not very profitable) or they convert to higher profit customers, even if begrudgingly. This makes vendors very happy – separating the wheat from the chaff, so to speak. This way vendors cut loose customers that are not making them money and create more customers that are making them money.
Now that we have seen why vendors like this model and why we are likely to see more and more of it in the future as large, which leads vendors to both demonstrate the financial value of the change and condition customers to think in terms of subscription license models, we will look at why IT departments and businesses should consider embracing this model for their own reasons.
To the business itself, subscription licensing offers some significant value, especially to finance departments. Through moving to subscription licensing we are generally able to move from capital expenses (capex) to operational expenses (opex) which is generally seen as favorable. But subscription value is far larger than that. Subscription pricing gives cost predictability. A finance department can accurately predict their costs over time rarely being surprised, whereas, in the old approach, software was largely forgotten and then some need would require an old package to be updated and suddenly a very large invoice would be forthcoming with potentially very little warning (often followed by large re-training expenses due to the possibly large gap in software versions.)
With subscription pricing, costs normally fluctuate fluidly with employee count. As new employees are hired the finance department can predict exactly how much they will cost. And when employees leave, subscriptions can be discontinued and cost reduced. Only software that is truly used is purchased. The need to overbuy to account for fluctuations or predicted growth no longer exists. Subscription licensing also leverages the time-value of money allowing businesses to hold onto their funds for as long as possible requiring them to pay only for what they use as they use it.
For IT the benefits are even greater. IT should benefit from having a better relationship with finance and human resources as the costs and needs of incoming or outgoing users are better understood. This eliminates some of the friction between these departments which is always beneficial.
IT also benefits from the effective enforcement of best practices. It is common for IT departments to struggle to convince businesses to invest in newer versions of software, which often results in support issues and unnecessary complexity and less than happy users. With subscription pricing, IT is constantly supplied with the latest software for users, which, in nearly all cases, is an enormous benefit both to IT and to the users of the software. This eliminates much of the friction that IT experiences with the business and with management by moving the need for updates to an external mandate and no longer something that IT or the users must request.
IT benefits from easier license management on their end as well. It is generally far easier to determine license availability and need. Audits are unnecessary because the licensing process is generally handled (generally, nothing technically requires this) via an authentication mechanism with the vendor, which means that unless specific effort is taken to violate licensing (cracking software or some other extreme measure) that licensing accidents are unlikely and easy to correct.
IT may also benefit from easier ability to handle complex licensing situations such as providing a higher feature set level for one user and not for another. Licenses can often be purchased at a minimum level and upgraded if more needs are discovered. The ability to easily customize per user and over time means that IT can deliver more value with less effort.
Many of the objections with subscription licensing are not actually with subscription licensing itself. Often it is a perception of higher cost. This is, of course, difficult to prove since any given company may choose to charge anything that they want for different license options. Microsoft offers both subscription and non-subscription license options for some of their key products such as MS Office. This gives us a chance to see how they see the cost differences and benefits and to compare the options so that we can find the most cost effective option for our own business. By keeping both models, Microsoft can be audited by their customers to keep costs of each model in line. However, by offering both they also lose many of the benefits that pure subscription models bring such as needing to support only a single version at a time.
Adobe, on the other hand, made the switch from traditional licensing to subscription licensing basically all at once and appears to have decided to raise their prices at the same time. This is very misleading because Adobe actually raised the price, and it is not the subscription model creating the price increase. The benefits of subscription pricing are benefits of the model. The pricing decisions of any given vendor are a separate thing and must be evaluated in the same way that any pricing evaluation is done.
The other common complaint that I have heard many times is an inability to “own” software. This is a natural reaction but one that IT and business units should not have. In a business setting, software is not owned by people and we should have no emotional ties to it. Software is just another tool for completing our work and whatever gives us the best ability to do that, at the best price, is what we want. From a purely business perspective, owning software is irrelevant. The desire to own things is a human reaction that is not conducive to good business thinking. It is also very valuable to point out that IT should never have this mental reaction to owning software – it is the business, not the IT department or the IT professionals, who own software in their business. IT is simply selecting, deploying, configuring, and managing the software on behalf of the business that it supports.
Overall I truly believe that subscription licensing models are good, in general, for nearly everyone involved. They benefit vendors in such a way that it enables them to be more viable and profitable, while making it easier for IT departments to deliver better value to their users often while enforcing many best practices that businesses would otherwise be tempted to avoid. The improved profitability may also encourage vendors to pursue niche software titles that would have been previously unaffordable to create and support. Vendors, IT, and end users are nearly universal winners while businesses face the only real grey area where pricing may or may not be beneficial to them in this model.
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The best solution for youI've worked with the suite Microsoft Office apps for a long time, and while I've tried other apps, I always come back because of the features and usability. After spending thousands of hours writing, communicating, and collaborating with these apps and services, I know that choosing between Office 2019 and Microsoft 365 (Office 365) isn't easy.Subscription-based
Office 365
One-time purchase
Office 2019
Microsoft 365 (formerly Office 365) is the best option for anyone who needs access to the full range of apps and perks on multiple devices. And, you can share an account with up to six people. Also, it's the only option that offers continuity of updates and upgrades with a low cost of ownership. However, there are monthly or yearly costs, and you may end up paying for features that you'll never use over time.
Pros
- All apps access
- Multiple people can use across multiple devices
- Free upgrades
- Customer support
- Windows 10, 8.x, 7, and macOS support
Cons
- Monthly or yearly subscription
- Limited functionality if service issues
- New changes may be overwhelming
- Paying for unnecessary features
If you only need the basic features on a single PC, Office 2019 is probably all you need, as it allows you to access the must-have apps, such as Word, Excel, PowerPoint, and Outlook, with all the necessary functionalities. However, paying upfront can be pricey, you have to pay again for upgrades, and you don't get extra perks.
Pros
- Popular apps access
- No monthly payments
- Security updates
- Traditional experience
- Windows 10 and macOS support
Cons
- One device per license
- Limited set of features
- Limited to Windows 10 and macOS
- No upgrades
- No customer support
If you're planning to upgrade, or you're new to Microsoft Office, you probably noticed that now you have two options: Office 2019 and Microsoft 365 (Office 365). If you're a little confused about which one to choose, you're not alone. Although both products give you access to the same apps with the latest core features, some significant differences come down to the cost of ownership and the list of enhancements.
Office 2019
Source: Windows Central
Office 2019 is the name that Microsoft is using for the standalone version of its popular suite of office apps. It doesn't require a monthly subscription, meaning that once you go through the one-time purchase, you own the copy forever.
Using this option (also known as the 'perpetual' or 'on-premises' version of Office), you can install the apps on one computer, and you'll get security updates. But you won't be able to upgrade to a follow-up version. This means that you can keep using the version that you purchased for its life-cycle (usually five years) and beyond (without updates), but if you want to access the new features and tools, you'll need to pay full price again.
Also, even though Office 2019 comes with apps like Word, Excel, PowerPoint, and Outlook with more improvements than the older version, it only ships with a subset of features and without many of the perks available with a Microsoft 365 subscription. For example, with the 2019 version, you won't find cloud and AI features, along with benefits such as 1TB of OneDrive cloud storage and free monthly credits to make calls to landlines using Skype.
Who should buy Office 2019
Although anyone can purchase Office 2019, this version has been designed for commercial customers with volume licenses in mind who aren't yet ready to transition to a cloud-based version of Office and happen to have specific requirements to use the suite of apps on-premise.
Although anyone can purchase Office 2019, this version has been designed for certain commercial customers.
If you're a regular consumer, this is still (somewhat) a good option if you prefer a more traditional approach. If you plan to install the suite on a single device, don't depend on new features, or are not ready to start using cloud-based applications, then it's also a solid choice.
Additionally, while you're getting a license for one PC or Mac going with the one-time purchase option, you can install the Office apps on all your mobile devices, but you'll only get some basic features.
Office 2019 comes in two flavors, including 'Office Home & Student 2019' and 'Office Home & Business 2019,' and they're typically priced at $150 and $250 per device, respectively. Office Home & Student 2019 comes with Word, Excel, and PowerPoint, while Office Home & Business 2019 includes Word, Excel, PowerPoint, Outlook, and OneNote.
Also, consider that unlike previous perpetual versions, Office 2019 is only supported on devices running Windows 10 or the three most recent versions of macOS. If you must use the most up-to-date version of Office and still on Windows 8.1 or Windows 7, you have to purchase a Microsoft 365 subscription.
Microsoft 365 features
Source: Windows Central
Microsoft 365 is the new name of the subscription service that replaces Office 365. However, it offers the same benefits, the same apps available with Office 2019, plus additional apps, features, and perks.
Subscriptions Versus Downloaded Software On Mac Free
Using this option, you'll be paying a monthly or yearly subscription fee giving you access to apps like Word, Excel, PowerPoint, Outlook, Publisher, Access, and others across your devices (PC, Mac, tablet, and phone) as long as only six devices are accessing the account at a time. Also, depending on your subscription plan, you can share the account with up to five additional people for a total of six people with one subscription.
Perhaps one of the best parts about getting a subscription plan is that you never have to worry about new versions. When you're using Microsoft 365 (Office 365), you'll always be running the most up-to-date version of Microsoft's apps. This unlocks regular security updates, improvements, and, more importantly, access to the latest features and tools as soon as they become available.
You also get cloud features (such as real-time collaboration and AI features) to help boost your productivity when working from home, school, work, and across devices. Also, as part of the bundle, everyone gets 1TB of OneDrive storage (up to 6TB in total when using the Family subscription), Skype minutes to make calls to landlines, and you can contact the support line with any question you may have.
If you need even more storage, in addition to the already 1TB of cloud storage, subscribers can also purchase up to an additional 1TB of OneDrive storage on 200GB increments for an extra $1.99 per month, doubling the total storage up to 2TB (1TB already included with bundled and 1TB additional subscription) in their account for $9.99. This option is only available for Microsoft 365 'Personal' and 'Family' subscribers. However, if you're sharing the account using a Personal subscription with other people, only the primary account holder can access the separate full terabyte.
Similar to Office 2019, you can install Office with Microsoft 365 on your mobile devices, but unlike the perpetual version, you'll get access to the complete array of features.
Who should buy Microsoft 365
If you need access to the suite of apps, Microsoft 365 (Office 365) is perhaps your best choice, as it's the only option that ensures continuity of updates and upgrades at a low cost. Also, you get access to all the apps, which you can install on all your devices, including Windows 10, Windows 8.1, Windows 7, and macOS. (Office 2019 only allows you to use apps on a single computer running Windows 10.)
If you need access to the suite of apps, Office 365 is perhaps your best choice.
The subscription service comes with different plans. If you're the only person using the apps and services, you can purchase the 'Microsoft 365 Personal' (formerly 'Office 365 Personal') plan for $70 a year, which gives you access to the software suite, alongside 1TB of OneDrive storage and Skype minutes.
However, if you're planning to share the account with family members or roommates, you should select the 'Microsoft 365 Family' (formerly 'Office 365 Home') plan for $100 a year, which allows you to share the apps and benefits with up to six people. Plus, everyone gets their Skype minutes and 1TB of OneDrive storage.
If you choose to buy into a subscription plan, you should purchase the yearly subscription as you'll be spending more money paying the monthly fee.
Microsoft even has a free subscription plan for students and teachers using a valid school email address. Using this service, you'll get access to Word, Excel, OneNote, PowerPoint, Microsoft Teams, and other school tools for free.
Important: Although the name has changed on April 21, 2020, the new subscription plans are meant to improve service at the same price with more apps, such as Microsoft Teams (consumer), Microsoft Family Safety, and feature like Microsoft Editor, PowerPoint Presenter Coach, and Money in Excel. (Some features and apps mentioned in this article, such as the consumer version of Teams and 'Money in Excel,' are not yet available.)
Windows 7 has reached the end of support, but Microsoft will continue to offer security updates for Office apps until January 2023, but you won't receive new features. Once you upgrade to Windows 10, support will resume with regular security patches, new features, and improvements.
Subscriptions Versus Downloaded Software On Mac Computer
So, which should you buy?
Ultimately, it'll depend on your requirements. However, if you'll be using the apps for a long time, purchasing a Microsoft 365 subscription is perhaps your best option, because you get full access to all the apps and perks with low cost of ownership.
Subscription-based
Microsoft 365
Stay productive with the latest features
Subscriptions Versus Downloaded Software On Mac Download
Microsoft 365 (Office 365) gives you full access to all the apps and perks, such as 1TB OneDrive and Skype minutes. You can also install Word, Excel, PowerPoint, Outlook, and other apps on up to six devices, and depending on the subscription, you can share the account with up to six people.
One-time purchase
Office 2019
Pay once and forget it.
Office 2019 comes with all the popular apps, including Word, Excel, PowerPoint, and Outlook, with enough features to get the work done.
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