THE OKLAHOMA BAR JOURNAL 72 | APRIL 2025 Law Practice Tips Microsoft 365: A Lawyer’s Guide to Subscription Plans and Document Management By Julie A. Bays MOST LAWYERS USE Microsoft 365 (MS 365); however, between Microsoft’s propensity to rename its products frequently and the rapid pace of upgrades and improvements, many lawyers are unclear about which MS 365 subscription is best for their practice and the best way to take advantage of dozens of features they may have never tried. For law firms, selecting the right subscription plan is crucial to meeting their productivity, security and compliance needs. Additionally, understanding the differences between OneDrive and SharePoint can help firms manage documents more effectively. MICROSOFT 365 SUBSCRIPTION PLANS In the modern legal landscape, technology is integral to productivity, data security and collaboration. MS 365 offers various subscription plans suited for small law firms, each with distinct features and benefits. Business Basic Plan The MS 365 Business Basic plan is the most affordable option, providing web and mobile versions of Microsoft Office applications. It includes Microsoft Teams, OneDrive and SharePoint for file storage and collaboration. However, it does not include desktop versions of Office apps, making it unsuitable for intensive document work. This plan also does not have the important security measures offered by the other plans. Business Standard Plan The MS 365 Business Standard plan offers desktop versions of Office applications – like Word, Excel and Outlook – along with all the features of the Business Basic plan. This plan provides 1 terabyte (1 TB) of OneDrive storage per user, which is crucial for document management and collaboration. It also includes Microsoft Teams for communication, SharePoint for team collaboration and Exchange for email hosting. The Business Standard plan is useful for small firms that require comprehensive tools for productivity, but it lacks the advanced security features found in the higher-tier plans. Business Premium Plan The MS 365 Business Premium plan is highly recommended for most lawyers. This subscription is approximately $10 more per month than the Business Standard plan. It includes not only the desktop versions of key Office applications – such as Word, Excel and Outlook, along with 1 TB of OneDrive storage – but also advanced security features and device management. Enhanced features, like MS Defender for Office 365 and MS Intune, ensure robust data security, which is crucial for law firms handling sensitive client information. This plan is ideal for small firms seeking comprehensive tools and enhanced security. Visit microsoft.com for plan details.
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