- What the free version of Microsoft 365 includes
- Free Microsoft account vs a Microsoft 365 plan
- The catch: web apps aren't the desktop apps
- How to start using Microsoft 365 for free
- Copilot on the free version
- Who the free version suits
- Do you keep your files if you stop using a plan?
- Free Microsoft 365 on your phone
- A sensible way to use the free version for work
- Frequently asked questions
Yes and no. Microsoft 365 has a free version: with a free Microsoft account you can use Word, Excel, PowerPoint, OneDrive and Outlook on the web and on mobile. The desktop apps, the bigger cloud storage and the higher Copilot limits need a Microsoft 365 plan.
This one confuses people because Microsoft uses the same name for the free web apps and the plans. If you've been told you need Microsoft 365 to open a client's spreadsheet, you probably don't. You just need a Microsoft account and a browser.
What the free version of Microsoft 365 includes
Microsoft's free web apps page lists these free Microsoft account benefits:
- Word, Excel and PowerPoint for the web, with real-time collaboration from any device.
- Web and mobile versions of apps including Word, Excel, PowerPoint, OneDrive and Outlook.
- OneDrive storage to save and share photos, videos and documents. Microsoft's comparison page lists this as a free 5 GB with a Microsoft account.
- Apps across your browser, iOS and Android.
- Free templates and the free Microsoft 365 Copilot mobile app.
Free Microsoft account vs a Microsoft 365 plan
| Feature | Free Microsoft account | Microsoft 365 Personal |
|---|---|---|
| Word, Excel, PowerPoint | Web and mobile versions | Desktop, web and mobile |
| OneDrive storage | 5 GB | 1 TB |
| OneNote desktop app | Not included | Included |
| Copilot usage | Free version | Higher usage than free |
| People | 1 | 1 |
The smallest plan, Microsoft 365 Basic, adds ad-free Outlook with 100 GB of mailbox storage and 100 GB of cloud storage. Microsoft 365 Family covers one to six people with 2 TB of shared storage, and Microsoft 365 Premium sits above that with heavier Copilot use. Microsoft offers a one-month free trial on these plans.
The catch: web apps aren't the desktop apps
Here's the thing to know before you rely on the free version for client work. The free apps run in a browser and on your phone. The full desktop versions of Word, Excel, PowerPoint, Outlook and OneNote are what the plans add. For writing, simple spreadsheets and presentations, the web apps are usually plenty. If you live in Excel all day with large files and macros, you'll feel the gap.
The second catch is storage. 5 GB of OneDrive fills quickly once you start saving photos or video, and the jump to 1 TB is one of the main things the plans add.
How to start using Microsoft 365 for free
- Go to office.com or microsoft365.com in your browser.
- Sign in with a Microsoft account, or create one for free.
- Open Word, Excel or PowerPoint from the app list.
- Save files to OneDrive so you can open them on your phone too.
- Share a document with the Share button so others can edit it with you in real time.
If you share folders with clients, my guide on how to share a OneDrive folder shows how to do it without giving away more access than you meant to.
Copilot on the free version
Microsoft now puts Copilot at the centre of its plans, and its comparison page describes the plans as giving higher usage than free for Copilot chat, image creation and AI audio. So you can try Copilot without a plan, but the free version comes with tighter usage. Microsoft also says the AI features on Family and Premium belong to the plan owner only and can't be shared with others.
Who the free version suits
The free web apps suit freelancers and small business owners who mainly write documents, open spreadsheets from clients and build the odd presentation. They also suit anyone collaborating on a shared file, because real-time editing works on the free version.
They're a weaker fit for heavy Excel users, anyone who needs Outlook without ads, or anyone storing lots of files. If you're weighing up the whole suite for a team, my comparison of Google Workspace vs Microsoft 365 looks at which suits a small business better.
Do you keep your files if you stop using a plan?
Microsoft's FAQ says documents you create belong to you, and you can store them on OneDrive or locally on your PC or Mac. That's worth knowing if you try a plan for a month, because your files don't vanish when you go back to the free version. Just keep an eye on storage, as anything over the free 5 GB will need clearing out.
Free Microsoft 365 on your phone
The free version isn't only for the browser. Microsoft says you can use Microsoft 365 apps across your browser, iOS and Android devices, and it offers the free Microsoft 365 Copilot mobile app. For quick edits to a document a client has sent, or checking a spreadsheet on the train, the mobile apps are often the fastest option.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
Because your files sit in OneDrive, anything you start on your laptop's browser shows up on your phone, and the other way round. That's the main reason to save to OneDrive rather than to your computer when you're using the free apps.
A sensible way to use the free version for work
- Keep active client files in OneDrive and archive finished work elsewhere, so you stay under 5 GB.
- Use the share button rather than email attachments, so everyone edits one version.
- Save your own templates for proposals and quotes in Word for the web so they're ready on any device.
- Try a plan's one-month trial only when you hit a real limit, such as needing a desktop-only Excel feature.
My verdict: Microsoft 365 is free in the browser and on your phone, and that's enough for a lot of everyday business work. Start there, and only move to a plan when you need the desktop apps, more storage or ad-free Outlook.
Frequently asked questions
Is Microsoft 365 free to use online?
Yes. With a free Microsoft account you can use Word, Excel and PowerPoint for the web, plus web and mobile versions of OneDrive and Outlook.
How much OneDrive storage do you get for free?
Microsoft lists a free 5 GB of OneDrive storage with a Microsoft account. Microsoft 365 Personal includes 1 TB.
Are the Word and Excel desktop apps free?
No. The desktop versions of Word, Excel, PowerPoint, Outlook and OneNote come with a Microsoft 365 plan. The free version runs on the web and mobile.
Is there a Microsoft 365 free trial?
Yes. Microsoft offers a one-month free trial on Microsoft 365 Personal, Family and Premium.
Can I collaborate on documents with the free version?
Yes. Microsoft says Word, Excel and PowerPoint for the web let you collaborate online in real time from any device.
Do I need to install anything to use Microsoft 365 for free?
No. Word, Excel and PowerPoint for the web run in your browser. You only need a free Microsoft account.
Does the free version of Microsoft 365 include Copilot?
Yes, with lower usage. Microsoft describes its plans as giving higher usage than free for Copilot features.
