Microsoft Office: versions, differences, licenses, and comparisons

If there is one name that is still on everyone's lips when we talk about productivity tools, that is it. Microsoft OfficeThis suite of programs has managed to remain a benchmark for both individuals and businesses, adapting to constant technological changes and new ways of working. From its earliest versions to the recent transition to the cloud and the subscription model, Office has evolved without losing its essence, adding innovative features while maintaining the focus on ease of use and versatility that have made it famous for more than three decades.

talk about today Microsoft Office versions and differences necessarily involves analyzing much more than the classic trio of Word, Excel, and PowerPoint. Office has expanded and also changed its marketing model, introducing single-payment plans, subscription models under the name Microsoft 365, and simplified free versions designed for home users and students. In this article, we delve into the details of the different editions, new features and key differences among its most relevant versions: from the historic Office 95, XP, 2007, 2013, to the recent Office 2019, Office 2021, Microsoft 365 and the announced Office 2024. In addition, we explain what each package includes, the end of support for each edition, the requirements to install it and of course, the most interesting free alternatives.

What is Microsoft Office and what has been its impact?

Microsoft Office is a suite of computer applications created to increase productivity and simplify tasks as varied as text editing, spreadsheet creation, presentation creation, email and data management, and even team collaboration. Its history officially begins on June 19, 1989, for Macintosh, arriving on Windows a year later. It was a masterstroke by Microsoft: bundling programs that had previously been sold separately to offer a comprehensive solution for businesses and home users.

The first editions of Office included Word, Excel and PowerPointOver time, the suite was enriched with applications such as Outlook, Access, Publisher, OneNote and others designed for business environments such as Project, Visio, SharePoint and Teams. In parallel, Office was adopting new file formats (from the proprietary .doc, .xls, .ppt to the Office Open XML standards .docx/.xlsx/.pptx), and adding collaborative features, cloud storage and multi-platform compatibility (Windows, Mac, Linux, iOS, Android).

Furthermore, Microsoft Office It also positioned itself as development platform, thanks to tools like Visual Basic for Applications and its integration with business services. All of this has consolidated its position as the dominant office suite globally, surpassing competitors like Lotus, WordPerfect, OpenOffice, and LibreOffice.

A brief overview of the main versions of Microsoft Office

The history of Office is long and rich in nuances. Let's review the most relevant releases, its key differences and main new features:

Microsoft Office 1.0 to 4.0 (1990-1993)

The first packages for Windows integrated the initial versions of Word, Excel and PowerPoint. version 1.6 added Microsoft Mail, and 4.0 already included Word 6.0, Excel 4.0a, PowerPoint 3.0 and Mail, laying the foundations for the current suite.

Microsoft Office 95 (released in 1995)

It was the first package to incorporate the unified version number: 7.0 for all productsIts goal was to synchronize numbering with Windows 95 and the new era of graphical interfaces. It included Word, Excel, PowerPoint, and Schedule+.

Microsoft Office 97 (1996-1997)

Significant leap in features: the addition of FrontPage, Publisher, Project and other applications focused on small businesses. It also introduced the Office Assistant (the famous Clippy) and improved program integration.

Office 2000, XP and 2003 (1999-2003)

During these versions they improved the usability and connectivityOffice 2000 brought responsive menus, Office XP included Safe Mode, and Office 2003 implemented InfoPath and OneNote. Collaboration support and security have advanced significantly.

Office 2007 (launches the “ribbon” and new formats)

It represented a visual and functional revolution with the introduction of the Fluent User Interface (ribbon) and the new XML formats (.docx, .xlsx, .pptx). Applications like FrontPage disappeared and Communicator, Groove, and SharePoint Designer appeared.

Office 2010 (Backstage menu and new tools)

Introduced the Backstage menu for file management, streamlined the Ribbon, and improved collaboration in the cloudWord, Excel, and PowerPoint allowed for greater integration with the web, highlighting Protected View and innovative collaborative tools.

Office 2013 (Metro interface and cloud focus)

adopt one Metro-based interface Like Windows 8, it includes more templates and makes it easier to insert multimedia content. Cloud computing is becoming native: you can save, open, and share files directly on online services.

Office 2016 (collaboration and cloud access)

Increase real-time collaboration through integration with OneDrive and SharePoint, and adds new search (Tell Me), charting, and shared editing features.

Office 2019 (accessibility and data improvements)

It incorporates advanced functions for the use of digital pen, LaTeX support in Word, new charts in Excel and animations in PowerPoint. In addition, OneNote is being separated into a standalone app.

Office 2021 (better sync and Teams)

El Office 2021's big leap compared to 2019 It's a commitment to cloud collaboration, integration of Microsoft Teams into the suite, real-time feedback, and seamless synchronization across OneDrive and SharePoint. The design is updated to match Windows 11It also implements extended support for ODF formats and new features in Excel, Word, and PowerPoint.

Office 2024 (announced – next generation)

Office 2024 will be the latest local version aimed at businesses and professionals with support until 2029. It will not integrate functions of Artificial Intelligence Copilot nor Microsoft 365 cloud capabilities, but it will include the core applications (Word, Excel, PowerPoint, Outlook, OneNote, Access, Project, Visio) and will be the last to include Outlook on-premises for Windows. It is compatible with Windows 10, Windows 11, and the latest versions of macOS.

Microsoft 365 (formerly Office 365): The subscription model revolution

The most important mutation in recent years has been the definitive transition towards Microsoft 365. Starting in 2022, the Office brand will no longer be present and the most recent versions will be distributed primarily under this model. Microsoft 365 is a subscription service (monthly or annual) which guarantees you always have the latest version of applications, cloud storage (OneDrive), collaborative features, and, in the most advanced plans, security tools, administration, and ongoing technical support.

What programs make up Microsoft Office and Microsoft 365?

The Office suite and its derivatives include numerous applications, although the specific combination may vary depending on the edition (Home, Student, Business, Professional, etc.). main programs which are usually present in almost all versions:

• Become: text processing and editing, referencing, multimedia integration, spell checking, and support for numerous formats.
• Excel: Spreadsheets, data analysis, advanced formulas, pivot tables, charts, support for large volumes of data.
• Power point: Create and edit presentations with slides, animations, multimedia content, and support for video export.
• Outlook: Professional email, calendar, tasks, contacts, and advanced management features.
• OneNote: note-taking, organizing ideas, integrating images, audio and freehand notes, cross-platform synchronization.
• Access: administration and design of databases relational, forms and reports, aimed at advanced users and companies.
• Publisher: layout of documents, brochures, posters or publications (not present in all editions and will be retired from 2026).
• teams: chat, video calls, real-time collaboration, work channels and connectivity between users of the Microsoft 365 suite.
• Project and Visio: respectively for project management and flowchart creation, very business-oriented.

Additionally, suite extensions such as Sway, Delve, Planner, and Forms extend capabilities for business and educational environments within Microsoft 365.

Differences between single-payment and subscription licenses

One of the most relevant structural changes in Office is the move from the classic model of perpetual license (you pay once and use that version for life, without receiving new features) to the model by subscription (You pay monthly or annually and always get all the latest news, updates, and support.) Let's look at the features and benefits of both:

• One-time payment (Office 2019, 2021, 2024):
  • Pay only once and use that version forever.
  • You only receive security updates during the support period (5 to 7 years).
  • You are not entitled to new features or subsequent versions without purchasing again.
  • You can only install it on one device at a time.
  • Does not include cloud benefits, OneDrive storage, or Copilot AI.
• Microsoft 365 (subscription):
  • Pay monthly or annually, always access the latest version.
  • Constantly updated applications (new features, updates, bug fixes, and security improvements).
  • Installation on multiple devices and the option to share the subscription, especially for the Family and Business plans.
  • Includes 1 TB of OneDrive storage per user.
  • Continuous technical support and access to advanced, collaborative cloud features like Copilot (AI).
  • Exclusive features on mobile and tablets when logging in, with greater integration between devices.

So, if you need to always be up to date, use Office on multiple computers, or are interested in working remotely and sharing with others, Microsoft 365 is the most suitable option. If you only want the classic package and don't mind going without the latest features, a perpetual license is still valid (although you'll only have access to existing features and will lose support after a few years).

Comparison of recent versions: Office 2016, 2019, 2021 and Microsoft 365

One of the key points in decision making is to know what has changed between the most recent editions and how it impacts everyday life. Here's a full analysis:

Office 2016

• Launched in 2015, it was the first edition to incorporate real-time collaboration with OneDrive and SharePoint (with a Microsoft account), although in a more basic way than now.
• It made editing easier on tablets and smartphones, and unified the user experience across multiple devices.
• Multi-factor authentication and smart attachments from OneDrive in Outlook.
• It included “Tell Me” and “Smart Lookup” functions to facilitate searches and commands.
• Standard support end date: October 2020 / Extended support: October 2025.

Office 2019

• Released in September 2018, intended as an incremental update to Office 2016.
• introduced dark mode In Word, new translation and reading (text-to-speech) features, plus improved data and chart support in Excel.
• PowerPoint improvements (Zoom, Morph, 2D maps) and additional features in Outlook.
• Basic integration with Microsoft Teams and collaboration features are still limited compared to 2021/365.
• General support until 2023, extended support until October 2025.

Office 2021

• Released in October 2021 alongside Windows 11, with a refreshed design and absolute focus on synchronization and collaboration.
• Teams is integrated into the suite, improving simultaneous document editing (co-authoring) and real-time commenting.
• Extends compatibility with Opendocument 1.3 and adds new lookup functions, dynamic arrays, XLOOKUP, XMATCH in Excel and advanced recording in PowerPoint.
• Optimized dark mode across all apps.
• Support until October 2026 (no extended support thereafter).
• Licenses are still a one-time payment and are available in Home & Student, Home & Business, Standard, Professional, and Professional Plus versions.

Microsoft 365 (formerly Office 365)

• It is not a specific version but a platform in constant update: You'll always have the latest features, Copilot AI integration, cloud storage, and ongoing technical support.
• Applications installable on PC, Mac, mobile and web.
• Optimal performance for those who need to work across multiple devices and share in real time.
• Plans for individuals, families, businesses, education, and NGOs.
• Includes access to premium features and the ability to share with up to 5 people (Family plan).

Which Office edition should I choose? Table of differences

To clarify doubts, here is a summary table of the main editions and programs that include:

• Office Home and Students: Word, Excel, PowerPoint, OneNote
• Office Home and Business: All of the above + Outlook
• Office Professional: All of the above + Access, Publisher
• Office Professional Plus: Add Skype for Business, InfoPath, Project, Visio (depending on version and volume)
• Microsoft 365: Always includes Word, Excel, PowerPoint, OneNote, Outlook, Access, Publisher (PC), plus Teams and all collaboration features, 1 TB of OneDrive personal storage per user, Copilot AI integration, continuous updates, and cross-platform support.

The Mac version offers a similar selection, although some specialized applications may vary depending on the package (for example, Project and Visio are only available on Windows).

Support and life cycle of each version

One of the most critical points when choosing Office is knowing when support expires of each edition. Microsoft differentiates between standard support (feature and security updates) and extended support (security patches only). It is always recommended to use actively supported versions, especially to maintain security and compatibility.

• Office 2013: Extended Support Ended (April 2023)
• Office 2016 and 2019: Support extended until October 2025
• Office 2021: Support until October 2026 (no extended support)
• Office 2024: Support until 2029 (announced), final on-premises version for businesses
• Microsoft 365: ongoing support as long as your subscription is active

Using out-of-support versions involves security risks and incompatibility issues, so updating is essential if the edition you are using no longer receives patches.

Collaborative features and recent updates

In recent years, the big difference between versions lies in the collaborative capabilities and cloud connectivityMicrosoft 365, and to a lesser extent Office 2021, have made a huge leap forward in:

• Real-time co-authoring: edit the same document with several users simultaneously from different devices.
• Synchronization with OneDrive and SharePoint: files always available and up-to-date anywhere.
• Microsoft Teams integrated: chat, calls and meetings directly from the suite.
• Smart comments and context menus: more intuitive and easier to work on complex documents.
• Accessibility improvements, dark mode, ODF 1.3 support, and advanced data analysis features.

Perpetual licenses for Office 2016/2019 limit these features or don't keep them up to date, limiting collaboration to basic capabilities.

 

Requirements for installing Microsoft Office and Microsoft 365

Technological advancements have made the requirements for installing Office increasingly more reasonable, although it's always important to check compatibility before purchasing. The current data is:

Windows requirements

• Processor: 1,6 GHz or faster, minimum 2 cores
• RAM: 4 GB (2 GB for 32-bit versions)
• Storage: 4 GB available (may require more for professional editions)
• Display: 1280 x 768 px (hardware acceleration for 4K and above)
• Graphics card: DirectX 9 or higher, WDDM 2.0/1.3 depending on Windows version
• Supported operating systems: Windows 11, Windows 10, Windows 8.1, Windows Server 2016/2019
• Compatible browsers: Microsoft Edge, Chrome, Firefox, Safari
• .NET versions: 3.5 or 4.6 and later

Requirements for macOS

• Processor: Intel or Apple Silicon
• RAM: 4 GB minimum
• Storage: 10 GB free (HFS+ or APFS format)
• Screen: 1280 x 800 px
• Does not require dedicated graphics card
• Supported operating systems: current macOS and two previous versions

Before purchasing, it's a good idea to review the specific requirements for your chosen edition (especially for businesses or older devices).

Can you use Microsoft Office for free?

Currently, the free version of Office is available through Microsoft 365 for the web (Word, Excel, and PowerPoint online), accessible with any Microsoft account. Its features are reduced compared to the full version and They don't work offline, although they allow basic document editing and sharing from a browser. There are Microsoft 365 free trial options for 30 days and, in educational centers or companies participating in the program, free access for students and teachers.

For those who need to work offline and without limitations, the one-time paid version (Office 2021/2024) or an active Microsoft 365 subscription is required.

Free alternatives to Office: What other options are there?

If the Office subscription or purchase model doesn't fit your needs or budget, there are free alternatives very notable, which allow you to work with compatible documents and offer a similar experience:

• LibreOffice: Open source suite with Writer, Calc, Impress (alternatives to Word, Excel, and PowerPoint), plus Draw, Math, and Base. Excellent compatibility with Office files.
• Apache OpenOffice: Another open source suite with the same core modules (Writer, Calc, Impress, Draw, Math, Base), available on multiple operating systems and with a downloadable language pack.
• NeoOffice: based on LibreOffice and OpenOffice, tailored specifically for Mac, with additional features and better integration with the Apple ecosystem.
• WPSOffice: very similar alternative to Office with Writer, Presentation and Spreadsheets, converter PDF integrated, spell checker and cross-platform support (Windows, Linux, Android).
• SSuite Office: Aimed at those looking for a lightweight option for modest computers, with a word processor, spreadsheet, and database manager, available for Windows, Mac, and Linux.

Each of these suites has its advantages, although the full compatibility with complex Office documents It is even higher in the original Microsoft version.

Step-by-step installation of Microsoft Office/Microsoft 365

Installing Microsoft Office or Microsoft 365 is a simple process if you follow these steps:

1. Go to the official Microsoft 365 website.
2. Choose your desired subscription type or select the one-time payment option if available.
3. Complete your purchase using your preferred method (card, PayPal, bank account).
4. You will receive a download link and instructions in your email.
5. Sign in to the Microsoft portal with your associated account.
6. Sign in to your profile and select “My Microsoft account.”
7. Go to the “Subscriptions” section and click “Manage.”
8. Click “Install Office” (choose language and version), download the .EXE or .PKG file, and follow the wizard.
9. Open an Office application for the first time, enter the associated Microsoft account to activate the product.

In the case of Microsoft 365, you can install the apps on multiple devices and share the subscription (depending on your plan).

 

What is the best version of Office?

As a general rule, the The most recent version is the most recommended because it incorporates the latest technological developments, better security, and more extensive support. Currently, Microsoft 365 (subscription) is the most complete and up-to-date edition, while the The most current single-payment license is Office 2021 (and Office 2024 coming soon). For businesses that require maximum collaboration and scalability, Microsoft 365 is the preferred choice. For home use without relying on the cloud, Office 2021 may still be sufficient.

Landmark offerings like Office 95, XP, and 2007 led the way with their innovation, but have become obsolete and out of support, so it is not recommended to use them at present.

Frequently asked questions about Microsoft Office, 365, and support

• Can perpetual licenses be used after support ends? Yes, although you will no longer receive security and compatibility patches, so it is riskier.
• Can Microsoft 365 be used offline? Yes, installed apps work offline, except for collaborative features and synchronization.
• Is there free Office for the web? Yes, you can edit and save basic documents from the browser, although with limited functionality.
• Can Office be installed on multiple computers? Only for Microsoft 365 licenses, which allow activation on up to 5 devices per user (depending on the plan). One-time licenses allow only one installation.
• Is the Office brand disappearing? Starting in 2022, the Office brand has been replaced globally by Microsoft 365, although the paid versions retain the name.
• When will single-payment licenses cease to exist? Microsoft Office 2024 will be the last major on-premises release, planned for businesses. Thus, the future lies in the subscription model.

Since its inception, Microsoft Office has managed to reinvent itself, adapting to technological and user changes. The key today lies in choosing the most suitable edition for your needs, considering whether you prefer the perpetual or subscription model, collaborative features, cloud integration, and technical support. With Microsoft 365 at the forefront, the suite remains synonymous with productivity and a de facto standard both at work and at home.