Which Tool When?

 

Not Sure Where to Start?

Having trouble finding which Office 365 application will help you accomplish your goal?

Take the quiz or explore this page to help give you an idea!

Pick a topic below to compare tools.

Communication

Determining which application to use to get your message out can be tough. Use the chart below to help you determine where best to start your conversation in Office 365.

 

Outlook

Teams

Yammer

Description

Email, calendar, contacts

Chat-based hub for collaboration

Gathering place for groups of people around topics that interest them

Access

Browser, Desktop, Moblie Application

Browser, Desktop, Mobile Application

Browser, Mobile Application

Use When

Sending formal messages with heavy content to large groups

Sending short, informal messages you'd like quick to immedate response from with those you work with on a regular basis

Interacting with people across the organization

Group Creation

Yes

Yes

Yes

File Sharing

Yes

Yes

Yes

Live, concurrent file editing

No

Yes

No

Scheduling Capabilities

Yes

Yes

No

Audio/Video Conferencing

No

Yes

No

Screen Sharing

No

Yes

No

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Storage

Both OneDrive and Sharepoint can be used to store and edit documents, but which one should you use? The short answer is both - you'll find that OneDrive and Sharepoint can work hand in hand to provide you a space for drafting personal documents as well as a platform to collaborate on and publish those documents when you're ready. 

 

OneDrive

Sharepoint Online

Description

Personal Content Storage

Group Content Storage

Access

Browser, Desktop, Mobile Application

Browser, Mobile Application

Use When

Creating private files and drafts you're not ready to share or collaborate with others on

Collaborating on or files or making them available to others

Features

Version History

Offline access

Co-authoring

External sharing

Mobile access

File-level permissions

Drag-and drop transfer

1 TB of storage

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Presentation Tools

Not all presentations are created equal. Sometimes you'll want a presentation to run in the background or be interactive, while other times you may need a few slides to aid in your presentation. Either way, deciding between Office 365 presentation tools like PowerPoint and Sway will come down to how you build your presentation, who will present, and what type of content you'd like to add.

 

Sway

PowerPoint

Description

Online storytelling

Slideshow presentations

Access

Browser, Mobile Application

Browser, Desktop, Mobile Application 

Offline Access

No

Yes

Use When

Creating interactive presentations that integrate well with online content or content that doesn't need a presenter with it

Creating static slide deck content will have a presenter

Layout Options

Continuous vertical and horizontal scroll, slideshow

Slideshow

Adding Content

Manually add:

Images

Text

Charts and Graphs

Audio/Video

Screenshots and recordings

Excel spreadsheets

Word documents

 

Pull web content from:

Bing search

OneDrive

Sharepoint

Wikipedia

Youtube

Flickr

Manually add:

Images

Text

Charts and Graphs

Audio/Video

Screenshots and recordings

3D objects

Excel spreadsheets

Word documents

 

Pull web content from:

Bing search

OneDrive

Sharepoint

Slide and Presentation Design Suggestions

Yes

Only in newer (2019) versions

Content Suggestions

Yes

No

Customizable Templates

Yes

Yes

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Project Management

Organizing a project and not sure how to pick between Project and Planner? In short, Planner works similar to Trello or Jira and works with a modern, clean display of dashboards, tasks, and buckets. Project offers more complex project management features like itemized tasks that can be connected, grouped, assigned, and more.

 

Planner

Project Online

To-Do

Description

Small Group Project and Task Managment

Formal Group Project and Portfolio Management

Personal Task and Project Management

Access

Browser and Mobile Application

Browser and Windows Application

Browser and Mobile Application 

Cost

None

Faculty - Free

Professional - $32.23/annual license

Premium - $59.08/annual license

None

Use For

Small team who needs to just get stuff done

Formal project management

Managing personal tasks 

Task Assignment

Yes

Yes

No

Sub-Project Support

No

Yes

No

Custom views, groups, and filters

No

Yes

No

Advanced Features (Resource Planning, Timelines, Gant Charts, etc.)

No

Yes

Yes

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