Why Your IT Person Keeps Recommending Microsoft 365 (And What They’re Not Telling You)

Your IT person keeps recommending Microsoft 365. But is it really the best choice for your business, or are you paying for features you don’t need?

For many Nigerian small and medium-sized businesses (SMEs), Microsoft 365 offers a convenient way to manage email, documents, meetings and cloud storage. It can also improve security and collaboration.

But there are costs, limitations and important details every business owner should understand before subscribing. Here are 10 things you need to know.

1. Microsoft 365 Brings Your Business Tools Together

Microsoft 365 combines familiar applications and services in one ecosystem. Depending on your subscription, you may get:

• Word and Excel: for documents, reports, budgets and data analysis.
• Outlook: for professional business email and calendars.
• Teams: for meetings, messaging and collaboration.
• OneDrive: for storing and sharing individual work files.
• SharePoint: for shared documents and internal business resources.

Having these tools under one subscription can simplify your operations and reduce the need to manage separate services.

What you should know: Not every plan includes every application. Confirm exactly what your proposed subscription offers before paying.

2. Is Microsoft 365 Secure Enough for Your Business?

Microsoft 365 offers security features that help protect business email, accounts and files. Depending on your plan, these may include phishing protection, multifactor authentication and access controls.

However, buying Microsoft 365 does not automatically make your business secure. Poor configuration, weak passwords and excessive user permissions can still expose your company to cyberattacks.

Ask your IT provider which security features are included, which require additional licences and who will manage them.

3. Microsoft 365 Makes Teamwork Easier

Employees can access and collaborate on documents without constantly emailing attachments back and forth. For example, your team can edit a proposal in Word, store it in OneDrive or SharePoint, and discuss revisions in Teams.

This can reduce duplicated work and improve coordination, especially for remote teams.

However, the tools work best when employees understand where to save files, how to share them and which version to use. Without clear processes, your business may continue dealing with scattered documents and conflicting edits.

4. Professional Business Email with Your Own Domain

Microsoft 365 business plans that include Exchange Online support professional email addresses using your company’s domain, such as name@yourcompany.com. A custom-domain email address helps your business appear more credible to clients, suppliers and corporate partners.

Centralised administration also makes it easier to create accounts, manage access and disable accounts when employees leave.

However, Microsoft 365 isn’t your only option. Google Workspace and other providers also offer professional business email. Choose the service that best fits your business needs.

5. How Much Does Microsoft 365 Cost for a Small Business?

Microsoft 365’s subscription model makes recurring costs relatively predictable, but expenses grow as your workforce expands. Here is how the main business plans compare:

But the licence price is only part of the total investment. Your total cost may also include:

• Setup and email migration.
• IT support and administration.
• Additional security or storage services.
• Employee training.
• Backup solutions where needed.

For example, a business with 10 licensed employees will have very different recurring costs from one with 50. Before committing, ask your IT provider for a complete cost breakdown, including setup fees, add-ons, support and renewals.

Paying in naira: Uplicom can bill your Microsoft 365 subscription in naira, so you avoid the hassle of dollar cards and FX limits.

6. Not Every Employee Needs the Same Microsoft 365 Plan

A common mistake is purchasing identical licences for every employee without assessing their responsibilities.

Someone who mainly uses web-based email and documents may have different requirements from a finance manager who relies on advanced Excel features or an administrator who needs additional security controls.

Microsoft 365 lets you mix plans within one organisation. Ask your IT provider to match licences to employee roles, so you avoid paying for unused features while ensuring staff have the tools they need.

7. You May Be Paying for Features Nobody Uses

Microsoft 365 offers many capabilities, but access alone doesn’t guarantee value. Your business may be paying for cloud storage while employees save files on personal laptops. You may have collaboration tools that staff rarely use, or security features that have never been configured.

Review your subscriptions regularly and ask:

• Which applications do employees actually use?
• Are company files stored securely?
• Are any licences unnecessary?
• Are the security features configured correctly?
• Could some employees use a more suitable, lower-cost plan?

The goal is to pay for useful capabilities, not simply accumulate subscriptions.

Not sure you’re on the right plan? Get a free Microsoft 365 licence review. We’ll check your users, costs and security settings, and show you where you could save. ▶ Book my free licence review 

8. Does Microsoft 365 Back Up Your Data?

A common misconception is that storing files in Microsoft 365 automatically protects against every form of data loss.

Microsoft provides retention, recovery and data-protection capabilities, but these vary by service and configuration, and they may not meet every business’s backup requirements. Accidental deletion, malicious activity and other incidents can still create recovery challenges.

Ask your IT provider how your business data is protected, how long it can be recovered and whether you need an independent backup solution. A reliable strategy includes tested recovery procedures, not just confidence that your files are in the cloud.

9. Can You Use Microsoft 365 Offline?

Cloud services offer flexibility, but many Microsoft 365 features depend on an internet connection.

Desktop Office applications support offline work when installed and properly configured, but cloud collaboration and synchronisation are limited during outages.

For Nigerian SMEs, unreliable internet and power supply can affect daily operations. Before moving essential processes to the cloud, plan for offline access, backup internet connectivity and how employees will work during disruptions.

10. Familiarity Isn’t Always the Same as the Best Fit

Your IT person may recommend Microsoft 365 because they know the platform well. That familiarity can make implementation and support more efficient, and Microsoft 365 is a strong option for businesses that depend on desktop Office applications and established Microsoft workflows.

But the recommendation should reflect your business requirements, not just your IT provider’s preferences. Google Workspace, for example, may suit businesses that prioritise browser-based documents and online collaboration.

As a certified partner for both Microsoft and Google, Uplicom recommends whichever platform fits your workflow, budget, security needs and existing systems, not the one we happen to know best.

Microsoft 365 vs Google Workspace: Which Should You Choose?

Both platforms offer business email, productivity tools and collaboration features. Neither is automatically the best choice for every company.

Choose Microsoft 365 if your business depends heavily on desktop Word, Excel and other Microsoft applications.

Consider Google Workspace if your team primarily works in a browser and collaborates through shared online documents.

Google Workspace services page

Compare equivalent plans, pricing, storage and security features before making a decision.

7 Questions to Ask Your IT Provider Before Buying Microsoft 365

Before approving a subscription, ask:

1. Which exact plan do we need, and why?
2. What is the total cost, including setup and support?
3. Can different employees use different licence plans?
4. Which security controls will you configure?
5. How will our data be backed up and recovered?
6. What happens to company data when an employee leaves?
7. How will we measure the value of this investment?

Frequently Asked Questions

Can I pay for Microsoft 365 in naira?

Yes, when you buy through a local Microsoft partner such as Uplicom. This avoids dollar card limits and FX charges.

Can I use Microsoft 365 offline?

Partly. Desktop Office apps (included in Business Standard and Business Premium) work offline once installed, and your files and email sync when you reconnect. Web apps, Teams meetings and live collaboration need an internet connection.

Can different employees be on different Microsoft 365 plans?

Yes. You can mix plans within one organisation, for example Business Basic for staff who only need email and web apps, and Business Premium for managers who handle sensitive data.

Is Microsoft 365 or Google Workspace better for a small business?

It depends on how your team works. Microsoft 365 suits businesses that rely on desktop Word and Excel; Google Workspace suits teams that work mainly in the browser. A partner that supports both can help you compare them fairly.

Do I still need a backup if I use Microsoft 365?

Often, yes. Microsoft 365 includes retention and recovery features, but they vary by plan and configuration and may not cover every data-loss scenario. Many businesses add an independent backup solution.

The Bottom Line

Microsoft 365 can be an excellent investment for Nigerian SMEs that need professional email, productivity applications, cloud collaboration and centralised administration. But its value depends on choosing the right licences, configuring security properly and making sure employees actually use the tools.

Don’t judge the investment by how many features the subscription offers. Judge it by the problems it solves, the risks it helps control and the time or money it saves.

Technology should support your business growth, not become another expense you struggle to justify.

Get the right Microsoft 365 setup from day one with Uplicom. We’ll help you choose the right plan, migrate your email, configure security and train your team, with billing in naira. ▶ Talk to a Cloud Specialist