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Introduction Microsoft Office has been a well-known term for users worldwide. In general, Microsoft Office is a family of software and services provided and developed by Microsoft. It is used for education and business with popular applications, Microsoft Excel, Microsoft Word, Microsoft Powerpoint and Microsoft Access, for instance. Aside from its offline versions (Office 2003, 2007, etc) recently, Microsoft has adapted the rising need for communication and developed Microsoft Office 365 in 2011. As an online version, not only does it have the same applications with the offline versions, but it also has strength in its cloud saving system which has created more opportunities for communication. Office 365 has become significantly popular over the last few years. There were over 150 million business customers for Office 365 in 2018 and 90 million users for Outlook in 2017 (PTG, 2018). Moreover, despite the fact that G Suite was developed earlier, Office 365 has been gradually surpassing G Suite in terms of adoption, it is 31.5% more in 2018 (PTG, 2018). In order to see the reasons for Office 365 popularity, this report aims to examine the efficiency of its applications on business workplace. Furthermore, RMIT students will also be taken into consideration to see the effectiveness of Office 365 on their study.

(Source: https://blog.goptg.com/microsoft-office-365-statistics) Analysis:

1. The benefits that Microsoft provide to the business: Mobility – The ability to access wherever, whenever. The most amazing feature that attracts most companies to associate with Office 365 is the accessible cloud-based suite. A cloud computing provides user with universal (anytime/anywhere) access to cloud-hosted resources and processing power (Rayport & Heyward, 2009). With this being said, Microsoft Office’s user can access easily to different applications such as emails, contacts, and Office 365 Suite (including Word, Excel, Power Point, etc.) as long as their Internet is connected. However, Microsoft Office 365 also takes users with shaky internet connection into account where they introduce them the desktop version where they can still accomplish most of the task offline and their work will be

recorded and synchronized when they’re fully connected to the Internet. By using the applications on the cloud server, users tend to perform better since they have fewer apps and programs weighted computer’s performance (Michael Miller, 2008). Rapid connection and effortless collaborations. Secondly, one of the most convenient things about Microsoft Office’s cloud-based workplace is the ability for multi-users to team up and co-operate on files and assignments. Since files and documents are all on cloud platform, this make it considerably easy for team members to share, discus and work together in the same project (Michael Miller,2008). Moreover, cloud computing increases the data safety where members can only give access permission to specific persons in order to secure their exchanges of ideas and if there is any trouble occurs throughout the process, data in cloud platform is duplicated so nothing will be lost. Following the concepts of Williams, EA (2006), it is stated technology provides social intercommunication which utilize the workforce. Moreover, Arbaugh and Durayaa (2002) stated that there is a relation between the extensions of technology and the experience of online technology can prompt the performance and learning method of teamwork. This conventional platform has played an important role in performance for many individuals, where they provide an ideal workplace that individuals can easily contribute their efforts within an organization. Taking RMIT students as one example, Microsoft Office create the opportunity for them to create their own group and share their own ideas while doing teamwork. Moreover, they can share their schedules one Outlook Calendar in order to plan their personal meetings or academic appointments with their lecturer. In regards to communication, Skype can also assist members to discuss online where they can eliminate the barriers of distance. Lastly, users can share their work, documents via OneDrive and SharePoint which makes it considerably easier to track and work on.

Benefits of Office 365 to TGI FRIDAY’S: TGI FRIDAY’S is a restaurant chain in the United States which focuses on casual dining. In the past, this company applied different policies which 6 of whom were not efficient. These problems are derived by ineffectual human resources management and at this time Microsoft Office 365 came in. As Christian Redford Smith, Finance Planning Manager, he stated that since the companies use Office 365 apps such as Outlook, Skype for Business, and especially Dynamic 365, they witness that the staff worked more coherently since most of the information are uploaded into the cloud-based data so that employees can track down to know what is their task in that day. Regarding business field, Christian ended that they have experienced the functional advantages in terms of collecting data and transmitting them to relevant franchises. 2. The top three most commonly used applications in Microsoft Office 365. Microsoft Office offers a bunch of applications in order to provide business owners with a suitable platform. All of the members of the Microsoft Office Family are accessible and adaptable. Regarding email services, Microsoft Office Outlook is now in the top 3 of the most popular email client worldwide, making up over 9% of all email opens (nguồn). This is definitely one of the most common applications used in Microsoft Office 365 with over 400 million active users in early 2018 (nguồn). Since Outlook is a type of communication software, its main function is to communicate, keep in touch, manage and store your mails

efficiently (10 GB per email). It also offers others features including organizing mails, a reading pane, drag-and-drop ease, rich text editing, and keyboard shortcuts. With some tools like calendar, task list, users can customize their profile, create tasks and calendars, and perform logically their schedule.

(https://litmus.com/blog/infographic-the-2019-email-client-market-share) (https://www.lifewire.com/how-many-email-users-are-there-1171213) Another popular application of Microsoft Office 365 is Microsoft Word (MS Word), which accounts for the largest proportion of the market share of communication and collaboration software (36,98%). This user-friendly tool has multifunction that people can use for creating, formatting or editing text. They can also insert pictures and videos from the storage of their computer or from the internet, draw all kind of charts and so on. Online MS Word can be used to connect people through the internet, so they can share documents, review and add some comments, correct mistakes for their associates. All in all, MS world is the best ideal tools for users to create and edit any file or document they like. https://www.datanyze.com/market-share/other-communication-and-collaborationsoftware Figure … also points out that flowing MS Word, WS Excel accounts for the highest percentage of market share, with the rate of 18,33% (Datanyze 2019). Excel nowadays are utilized by over 750 million people around the world (Excel with Business 2018), it is also

daily used by the massive number of users in business or office workers. Over 89 per cent of organizations including the most profitable businesses are now interacting with Excel for its devastating quantity of functions and its value contributing to the success (Brian Glover 2019). MS Excel is incredibly developed and popular due to its variety of purposes in accounting, budgeting, data analysing or forecasting. It is so useful for business companies to quickly and efficiently deal with their data, track sales and target, perform tasks and control business information. Moreover, Excel is able to handle a huge amount of the data no matter how complex it is owing to its various functions and formulas. Microsoft Excel is now can be installed in smartphones and tablets, which means this application will continue to lead the spreadsheet market. https://excelwithbusiness.com/blog/microsoft-excel-versus-apples-numbers-who-prevails/ https://blog.marketo.com/2013/06/89-of-organizations-use-spreadsheets-to-manage-budgetsreally.html 3. Compare and contrast Microsoft Office 365 and Google G Suite for Business, particularly between Google Spreadsheet vs. Microsoft Excel? a. Microsoft Office 365 and Google G Suite Microsoft Office 365 and Google G suit are both productivity suites for business to create and share documents, store files, edit data, collaborate with other people, and easy access to business documents, users can feel free to work from anywhere, any time and any device as long as they can connect to the Internet. Although Microsoft Office 365 and Google G suit both have similar functionality, they differ in a variety of capabilities. This section will make the comparison between G Suit and Office 365 in the key aspects of price, ease of use, collaboration and security. G Suit Ease of use

Collaboration

Office 365

- Offer an easy and simple set of tools. It’s less cluttered and easier to use for beginners.

Offer more functional and powerful tool, it’s more visually crowded but more familiar to users.

- Gmail can have email labels but it does not show emails that have multiple labels

-Outlook can have email labels and emails can show its multiple labels

- Simpler collaboration and sharing, users only provide the URL then others are good to open. No need to

- Users can share files from the desktop through email but cannot collaborate with others, so they cannot work or

install applications or pass to a specific processor. - Team members can leave the comment, work and edit at the same time. - A lower level of control over shared files.

edit at the same time. - It has online versions for collaborating and sharing but more complicated because Office 365 tries to envolve features and appearance of desktop applications. - A higher level of control through link expiration and detailed permissions, give users fine-tuned control over shared files

Security

- Allows an administrator to set privacy to prevent others from accessing.

- Provide a data loss prevention tool so that prevent data from leaking and being taken.

- Provide automatic detection of other hacking attempts.

- Allow owners or team

members control and restrict other access via device management tool.

Above all, G Suit and Office 365 are both great choices for companies to run and manage their business. However, each of them has some pros and cons that business may consider. Users who need easy functions to use and strong team collaboration would prefer G Suit. However, G Suit is normally suitable for small businesses, while Office 365 is the better choice for enterprise-level businesses. Office 365 offers the familiar interface, more fullfeatured functionality and advanced security.

b. Google Spreadsheet vs. Microsoft Excel In the area of the spreadsheet, Google Sheets and Microsoft Excel are the best options for organizing data, collaboration, or even complex calculations and data analysis. However, they both have their pros and cons that can decide which one is better and superior. Google Sheet

Microsoft Excel

Free with Google account

- $8.25/month - Free for the online cloudbased program but lack of the Excel functions. (nguồn)

- Lack of some functions and formulas - Limited data visualisation - Simple functions and data analysis - Easy to learn

- A larger number of functions and formulas - Better data analysis - Greater options for data visualisation - Hard to learn

Functionality

- Manage only a simple spreadsheet.

- Advanced functionality - Be able to manage a huge amount of data.

Access

- Online access - Be able to access own documents from any computer.

- Offline access. Have online versions but it has fewer functions and formulas, so it’s more difficult to use than the offline version

Price

Function

- Cannot access sheets from other users computers Customization

- Limited customization. - Create manually a flowchart.

- More customizable - Large options for designing charts

Saving and Syncing

- Files are saved automatically on Google Drive.

- If the users work on the desktop, they have to save files manually. But if they use online versions, their files are saved automatically on OneDrive but it takes a little extra effort.

All in all, G Suit is a good choice for basic spreadsheet work. However, Excel is standing at a stronger position for its powerful functions, advanced customization and capability of managing a massive amount of data. Reflection: Why Microsoft Office 365 benefit for education ? In contemporary society, thanks to the development of technology, learning becomes more efficient. Our team has created a questionnaire to investigate students around RMIT’s precinct that what applications you use for effective study are. Surprisingly, most of the students and our team members agreed that Microsoft Office 365 is one of the most important

engines that helps students' lives a lot easier and has an amazing level of organization for academic sources. In particular, it includes PowerPoint, Word, Excel, and Outlook that had brought a lot of benefits to our daily life, especially for those who work in an office and education environment. Furthermore, when working with MS Office 365, domestic students or international students can effortlessly collaborate with teammates from anyplace on mostly every device. First of all, students can use MS Word to create simple to professional looking forms, reports, articles. And, with its excellent features like autocorrect spelling, grammar checking, editing tools, and formatting, a student will be more confident when doing assignments and essays compared to traditional time-consuming writing technique (handwritten). Secondly, MS Excel allows an individual to do multiple functions to solve complex calculations faster, mining data, and accurately. This app helps develop self-learning skills when students practice themselves at home because it is accessible. With the lecturer’s tutoring, visualize and analyze how raw data works and turn into information is easier than ever. This is a crucial factor for students to have an insight into a business, which is not only a learnable tool but also credibly essential for their future career. Likewise, MS PowerPoint aids students to present the presentations more eye-catching and formally, by combining multi-media content, pictures, graphics and text into slides and many more features. Lastly, another app that RMIT students are highly using is Outlook. With this app, a student can work simultaneously between social networks and process email. The timetable is managed sensibly so that pupils can set up and remind themselves about important events coming from school and daily life, or organize all of the files and mail under one app. Overall, Microsoft Office 365 benefits users each application meet each different usage, deliver the utmost proficiency for learning in class and outclass. It can be seen that Microsoft has changed our way of studying, working and even living. Microsoft Office 365 has truly proved itself as not only an essential tool in an educational environment but also in the working environment. From transferring the knowledge to the students to illustrating the whole project to the business world, MS Microsoft is there to accomplish. As for that, it is a mission for us to keep improving and polishing those tools for the next generation. Disadvantages and Recommendations Despite the advantages of an online platform that Office 365 has a lot to offer, it is not without its drawbacks that should be considered for improvements. The first downside to be mentioned is the data privacy concerns of the customers. When it comes to a cloud-based platform such as Office 365, it means that the data are not only controlled by users but also hosted in Microsoft’s data center. Some businesses and government users might not be comfortable with this as they want their data managed by their own employees rather than an external company. As reported by the article named” German schools ban Microsoft Office 365 amid privacy concerns” in 2019, The Hesse Commissioner for Data Protection and Freedom of Information ruled that personal information about students and teachers may be exposed to potential access by US authorities through using popular cloud platforms. Consequently, Microsoft's cloud services has been in collision with a fresh roadblock in Germany. A recommendation in this case is that Microsoft should have a strict safety and

management regulations to help protect the information and keep the peace of mind of users. On the users side, they can proactively secure their data by choosing one of Office 365’s plans such as Enterprise plan to control their own data or keep their data and applications locally in their own controlled data center. (Kanitkar, 2016). The second drawback of Office 365 is its Internet-based platform. This means if the Internet provider goes down, there would not be any access to the users’ software and data. This problem can be tackled by some certain Microsoft’s plans that allow user to download full desktop versions of their applications and carry on working without the Internet then upload later. The third disadvantage is that the online applications may have limited features compared to the desktop versions. For example, as according to a Microsoft help article “Differences between using a document in browser and in word”, the online version of Office Word doesn’t allow users to edit theme and page background, nor they can run macros inside the online document. Referring to the Microsoft help article named “ Differences between using a workbook in the browser and in Excel”, some loss of functionality compared to local Excell is that data validation cannot be set up in the browser, nor the digital signatures can be viewed. In general, these differences can make users confusing when working with online applications as stated by the article “What are the Pros and Cons of Office 365?” in 2019. It is recommended that Office 365 browser versions should be updated to a more familiar approach to the desktop versions that make it comfortable for users.

Conclusions: Office 365 is a great tool for both education and business. There are many benefits for students such as correcting their grammar, offering features to have assignments conducted more distinctive and conveniently. To business, it has given the mobility, connection and collaboration ability which are essential to run a business. However, it is important to recognize the drawbacks. After enhancing these limitations, users of Office 365 will surely be increased and more satisfied....