Which office suite should I use, and do I have to pay for Microsoft Office?
No, for most people. Four genuine options, what each is actually good at, and the compatibility question that decides it for anyone exchanging files for work.
- Difficulty
- beginner
- Time
- 25 min
- Read
- 4 min
Short answer
You do not have to pay. The free web versions of Microsoft's own apps handle everyday documents and spreadsheets. Google's suite is excellent for anything collaborative. LibreOffice is a full, free, offline suite. Apple's suite is free on Apple devices and pleasant to use. Pay for a Microsoft subscription only if you need the full desktop applications, advanced spreadsheet features, or perfect compatibility with colleagues who use them.
The honest position is that the free options passed the point of being good enough for household use some years ago, and that the paying case now rests on specific needs rather than on general capability.
Step by step
- Work out whether compatibility is a hard requirement.If you exchange documents with people who will open them in desktop Microsoft applications and the formatting must be exact, that pulls hard towards paying. If your documents are for you, or you exchange PDFs, it does not matter at all.
- Try the free web versions first.Microsoft offers free browser-based versions of its word processor, spreadsheet and presentation tools with a free account. They are the same file formats, competently implemented, and cover everyday household use entirely. Most people who buy a subscription for home use did not need to.
- Consider the collaboration question.If several people edit the same document, Google's suite remains the smoothest experience, with version history and simultaneous editing that simply work. Microsoft's web versions do this too now, and are close.
- Consider working offline.The web suites need a connection, with limited offline modes. If you work on a train or somewhere with poor connectivity, that argues for a desktop suite — LibreOffice free, or a Microsoft subscription paid.
- Look at the specific features you actually use.Advanced spreadsheet work, mail merge, complex referencing, macros, and detailed layout are where the paid desktop applications remain clearly ahead. General documents, budgets and letters are not.
- Check what you already have.Many machines come with a trial rather than a licence, some employers provide a home-use licence, and some households already pay for a subscription that covers several people. Check before buying anything.
- Decide about the file format.Save in the standard Microsoft formats if you exchange files with anyone, whichever suite you use, because it is what everything reads. Use the open formats if you only exchange with people using the same suite.
- Be careful where you buy a licence.Cheap perpetual licences on marketplaces are frequently volume or educational keys that are not valid for home resale and can be deactivated. Buy from the vendor or a recognised retailer, or use one of the free options.
Alternatives
- Microsoft 365 subscription: Full desktop applications on several devices, cloud storage included, and exact compatibility. The right answer for heavy spreadsheet work or anyone whose work depends on it. An ongoing cost, and the storage is bundled — cancelling affects both.
- Free Microsoft web apps: The same formats in a browser with a free account, covering ordinary documents, spreadsheets and presentations. Needs a connection, and lacks the advanced features. Adequate for most households.
- Google Docs, Sheets and Slides: Free, excellent for collaboration and version history, works on anything with a browser. Imperfect fidelity with complex Microsoft files, and your documents live in Google's account rather than as files on your machine.
- LibreOffice: Free, offline, complete, and available on Windows, macOS and Linux. Reads and writes Microsoft formats well and not perfectly on complex layouts. The obvious choice for an offline machine or one running Linux.
- Apple Pages, Numbers and Keynote: Free on Apple devices, well designed, and strong for anything with a visual element. Exporting to Microsoft formats works and is not always exact, so it suits households that stay within Apple.
Questions people ask
Will documents from a free suite open properly for someone using Microsoft Office?
For ordinary documents, letters, reports and spreadsheets, yes. For complex layouts, advanced spreadsheet functions and macros, expect differences. Sending a PDF removes the question entirely when the recipient does not need to edit it.
Is a one-off perpetual licence better value than a subscription?
If you use it for many years and do not need updates, it can be. It is sold less prominently, does not include the cloud storage, and does not receive new features. Check what version it is before buying.
Do I need the desktop apps at all?
Only for offline working, advanced features, or exact compatibility. It is worth genuinely testing the web versions for a month before deciding — most household use never reaches their limits.
What about the storage included in a subscription?
It is a real part of the value, and it is also a trap: cancelling the subscription takes the storage with it, so files kept only there enter the read-only grace period and then start being removed. Keep your own copy regardless.