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Microsoft 365 product system overview
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Full platform productivity base
Consistent work experience
Microsoft 365 Apps are natively available on Windows, macOS, iOS, Android and the web, helping employees maintain consistent workflows on any device.
Combined with OneDrive's synchronization, version recovery and sharing mechanisms, documents can be seamlessly switched between personal creation and team collaboration, reducing the risk of business interruption.
Hybrid office / multi-terminal office / continuity guarantee
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Teams Collaboration Center
Chat, meeting and content integration
In the official architecture, Teams deeply collaborates with Microsoft 365 groups, SharePoint, Exchange Online, OneNote and Microsoft Graph to form a complete collaborative workspace.
People inside and outside the organization can collaborate directly around meetings, chats, files and applications, reducing system switching and information dispersion, and improving team execution speed.
Project collaboration/video conferencing/cross-organization collaboration
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Content Cloud and Knowledge Precipitation
From document management to knowledge assets
SharePoint provides sites, document libraries, enterprise search and business process carrying capabilities, while OneDrive supports personal document management and controlled sharing, forming a unified content cloud.
This type of capability is particularly suitable for institutional documents, project materials, portal knowledge bases and cross-department content reuse, helping organizations to turn scattered files into searchable and reusable knowledge assets.
Knowledge Management/Document Portal/Enterprise Search
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Cloud native terminal management
Intune driver unified management
Microsoft Intune supports device management for Windows, macOS, iOS/iPadOS, Android, and Linux, and covers MDM/MAM scenarios for organizational devices and BYOD.
With application protection, device compliance, Autopilot provisioning and integration with Defender, IT can unify access endpoint management without sacrificing user experience.
Device management/BYOD/zero-touch deployment
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Data security and compliance governance
Purview for protection in the AI era
Microsoft Purview provides unified data security, data governance and compliance capabilities, covering key scenarios such as sensitivity labeling, DLP, auditing, electronic data display and compliance managers.
In the era of generative AI, it can also help organizations identify over-sharing, sensitive data leaks and governance blind spots, allowing Copilot and business data use to be established on controllable boundaries.
Data leakage prevention / audit evidence collection / compliance governance
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Copilot Intelligent Work Platform
Graph-based contextual intelligence
Microsoft 365 Copilot works within the context of applications such as Word, Excel, PowerPoint, Outlook, Teams, Loop, and more, and generates responses through Microsoft Graph using organizational data to which the user has access.
With Copilot Chat, semantic indexing, and scalable agent capabilities, organizations can integrate "search, summary, generation, and execution" into daily workflows, significantly amplifying knowledge worker efficiency.
Copilot / Agents / Process Automation
Analysis of key service components
Interpret the technical capabilities and business value of each core component of Microsoft 365 from an architectural perspective
Microsoft 365 Apps
Modern office applications and continuous update mechanism
- Adopts Click-to-Run (C2R) modern deployment architecture to support quick installation, on-demand updates and version rollback
- Supports shared computer activation (SCA) to meet VDI / remote desktop / multi-user terminal and other scenarios
- Unified management of Office application configuration and security policies through Cloud Policy
- Natively supports Windows and macOS, and is deeply integrated with Microsoft 365 cloud services
✅ Value reflection: Unify the office experience, speed up the update rhythm, and reduce desktop operation and maintenance costs
Exchange Online
Enterprise-level cloud mailbox and messaging platform
- Provides 50GB / 100GB mailbox capacity and supports Auto-expanding Archive
- Built-in email transfer rules, anti-spam and anti-malware protection capabilities
- Supports local Exchange hybrid deployment (Hybrid), smooth migration and coexistence
- Microsoft's global high-availability architecture ensures stable operation of the email system
✅ Value reflection: Improve the reliability of corporate communication and meet compliance and long-term retention needs
Microsoft Teams
Unified communications and enterprise-level conferencing platform
- Teams Phone (Cloud PBX): Unified management of enterprise voice, extensions, and calling policies
- Supports meeting recording, real-time transcription and meeting summaries to improve information accumulation efficiency
- Support Live Events / Town Hall, covering enterprise-level training, presentations and external meetings
- In-depth integration with Outlook and Exchange, unified communications experience
✅ Value reflection: Integrate voice, conferencing and collaboration to reduce the complexity and cost of communication systems
SharePoint & OneDrive
Content management and enterprise-level collaboration platform
- Provides 1TB / 5TB cloud storage space and supports permission control, version management and data recovery
- Known Folder Move (KFM) automatically protects desktop and document data
- SharePoint supports site-level permissions, external sharing and access auditing
- Supports real-time co-editing and cross-team collaboration by multiple people
✅ Value reflection: Build a unified content platform, reduce the risk of data loss, and improve collaboration efficiency
Microsoft Entra ID
Unified Identity and Access Management Platform (Security Cornerstone)
- Provides single sign-on (SSO) for unified access to Microsoft 365 and third-party SaaS applications
- Supports Conditional Access, dynamic authorization based on user, device, location and risk
- Built-in multi-factor authentication (MFA) and passwordless login
- Integrate deeply with Intune, Defender, and Purview to build a zero-trust architecture
✅ Value reflection: The security control center with "identity" as the core is the foundation of the entire M365 security system
Microsoft Intune
Unified terminal and application management platform
- Supports Windows Autopilot to realize automatic deployment of devices out of the box
- Centralized management of configuration policies, compliance policies, patch and application distribution
- Supports iOS / Android App Protection Policy (MAM) without full device hosting
- Can be linked with conditional access to implement access control based on device compliance
✅ Value reflection: Reduce the complexity of terminal management and ensure the safety of the mixed office environment
Microsoft Defender
Email and collaboration security
- Protection against phishing emails, malicious attachments and malicious links (Safe Attachments / Safe Links)
- Threat detection and response covering Exchange, Teams, OneDrive, and SharePoint
- Provide attack chain analysis and security alerts to assist security operations
- Unified management with Microsoft security ecosystem
✅ Value reflection: Protect the collaboration portals most commonly used by employees and significantly reduce the incidence of security incidents
Microsoft Purview
Data protection, compliance and information governance platform
- Sensitivity Labels: Classification, encryption and access control
- eDiscovery (Standard/Advanced): Supports legal investigations, compliance forensics, and content preservation
- Audit: Centrally records user and administrator operation logs
- Covering Microsoft 365 full platform data assets
✅ Value reflection: meet compliance and audit requirements, improve data governance and risk management capabilities
Enterprise subscription and licensing recommendations
Choose the best license based on your organization's size and security needs
Microsoft 365 Apps
Lightweight solution for application authorization
Suitable for teams that already have email systems or do not need complete cloud collaboration services yet, but need standardized Office desktop application authorization.
- ✓ Full Office desktop app licensing
- ✓ Supports SCA shared activation (VDI)
- ✓ 1TB OneDrive personal space
- ✓ Does not include Exchange/Teams services
Business Basic
The first choice for lightweight cloud
Pure cloud version, suitable for teams with less need for local Office applications. The core is collaboration.
- ✓Web/mobile version of Office only
- ✓50GB business email (Exo)
- ✓Teams meetings and collaboration
- ✓1TB OneDrive storage
- ✓No desktop application authorization
- ✓Basic identity protection
Business Standard
Standard Productivity Choice
Contains a complete desktop version of the application, balancing productivity and cost, suitable for most daily offices.
- ✓ Full range of desktop Office applications
- ✓ 50GB business email (Exo)
- ✓ Teams full experience
- ✓ 1TB OneDrive storage
- ✓ Does not support advanced device management
- ✓ Basic security protection
Business Premium
All-round choice for small and medium-sized enterprises
Best value for money. Integrated endpoint management (Intune) and advanced security (Defender for Business).
- ✓ Full range of desktop Office applications
- ✓ 50GB corporate email + 1TB cloud disk
- ✓ Microsoft Intune device management
- ✓ Defender for Business (XDR)
- ✓ Conditional Access (CA) Policy
- ✓ Data Protection (AIP/DLP)
Adapting organization and procurement suggestions
Quickly determine the more suitable Microsoft 365 product portfolio based on enterprise size, depth of IT management, and security compliance requirements.
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Standard office for small and medium-sized enterprises
Prioritize collaboration, email and desktop application integrity
If the team’s main requirements are corporate email, Teams collaboration, OneDrive and Office desktop applications, Business Standard can be evaluated first;
If you also need device management, conditional access and advanced security capabilities, it is recommended to choose Business Premium directly to reduce the complexity of subsequent secondary purchases.
✅ Recommended combination
- For groups of 50 to 300 people, priority will be given to Business Standard / Premium
- When you have collaboration needs but lack a desktop application, Standard is more suitable
- When there are basic security governance requirements, Premium has more long-term value
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Standardized governance upgrade
Focus on integrated management of identities, terminals, emails and documents
If the enterprise has entered the stage of multi-department collaboration and multi-terminal office and needs to unify identity, device compliance and access control, E3 can be used as the enterprise-level starting baseline;
E3 is more suitable for organizations that have clear requirements for mailbox capacity, Windows Enterprise rights, basic compliance, and long-term standardized operation and maintenance.
✅ Recommended combination
- Organizations with more than 300 employees will be prioritized for evaluation of Enterprise E3
- More suitable when long-term compliance retention and unified terminal management are required
- Can be used as a basic version for subsequent security enhancements and Copilot governance
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High security and advanced analytics organization
Suitable for enterprises with clear requirements for XDR, leakage prevention, identity risk and data analysis
If the organization needs Defender family bucket, Entra ID P2, Purview advanced capabilities and Power BI Pro, E5 is closer to "one-time completion";
For high-compliance scenarios such as finance, manufacturing headquarters, and cross-border enterprises, E5 is usually easier to form unified permission governance and security boundaries.
✅ Recommended combination
- When you need to unify XDR, security analysis and advanced auditing, look to E5 first
- Suitable for unified license collection for large organizations with multiple regions and multiple business lines
- If you already have some individual security licenses, you can evaluate the cost difference between E5 and add-on packages
Ready to sort out your Microsoft 365 licenses?
Obtain product portfolio suggestions and authorized list planning from sales representatives to help companies clearly determine the SKUs that should be purchased and formulate a reasonable phased procurement strategy.
Contact sales consultant for purchase