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Office 365
 

Applies to: Office 365

Topic Last Modified: 2014-08-15

SharePoint Online is a collection of Web-based tools and technologies that help your organization store, share, and manage digital information. Built on Microsoft SharePoint Server 2013, this hosted service is ideal for working on projects, storing data and documents in a central location, and sharing information with others. The following Content features makes Enterprise Content Management (ECM) easy for everyone. It’s the combination of traditional content management, social capabilities, and powerful search.

To see if a Content feature is available in a certain SharePoint solution, see Content feature availability across SharePoint solutions.

NoteNote:
For a list of all SharePoint features, see SharePoint feature availability across solutions.

Most SharePoint user interface (UI) elements, such as links, form controls, and buttons are designed to use Microsoft Active Accessibility (MSAA). MSA enables people with disabilities to interact with content by using assistive technologies, such as a screen reader. Learn more about Accessibility features.

An Asset Library is pre-configured to use special features that help users manage rich media assets, such as image, audio, and video files. Learn more about Asset Library.

SharePoint Online site collection administrators can use the audit feature to track which users have taken what actions on the sites, content types, lists, libraries, lit items, and library files of site collections. Learn more about configuring audit settings for a site collection.

SharePoint Online site collection administrators can use the audit feature to track which users have taken what actions on the sites, content types, lists, libraries, and list items of site collections. Learn more about configuring audit settings for a site collection.

The Content Organizer acts as a gatekeeper for documents. You can automatically manage some important library tasks, such as managing folder sizes and routing documents to different libraries or folders. This not only saves time, but can help make sure that a document library is managed consistently. Learn more about Content Organizer.

Design Manager lets organizations change master pages, page layouts, mobile views, and more. This feature is especially useful for advanced site design and branding to your public-facing website or your internal site collection or portal. Learn more about site development.

Document sets let users store, act on, export, and add a description to multiple files as a single entity. Policies, tagging, and templates can be applied to any document set that is created. Learn more about Document Sets.

In Reading View, Word Online now features an option to let organizations translate their documents directly in the browser. Even document comments are translated.

eDiscovery search allows users to search for electronically stored information (ESI) that can be used as evidence for compliance and litigation support. Searchable content includes structured content, like documents and list items, as well as blogs, wikis, newsfeeds, and content in Exchange mailboxes. To be discoverable, content must be indexed by search. For more information, see Create and run eDiscovery queries.

Applying a hold means preserving a copy of the original content in case it’s modified or deleted by a user. Holds can be placed on content in SharePoint sites (including OneDrive for Business sites) and in Exchange mailboxes (including archived Lync conversations). A hold is used to retain the content in its original form at the time when the hold is applied. When users apply a hold to a site or mailbox, the content remains in-place in its original location. For more information, see Add content to an eDiscovery case and place sources on hold.

When users are ready to deliver eDiscovery content to an authority or want to work on it with another legal program, they can export content from the eDiscovery Center. When content is exported, it’s delivered in a standard EDRM format that can be used by other eDiscovery programs. An Electronic Discovery Reference Model XML manifest is included with the search results to provide metadata about the exported items. For more information, see Export eDiscovery content and create reports.

If incoming email is enabled in SharePoint Server 2013, SharePoint sites can receive and store email messages and attachments in lists and libraries. This is possible because most types of lists and libraries can be assigned a unique email address. Email enabled lists and libraries are not available to SharePoint Online customers. However, site mailboxes are supported in SharePoint Online. Learn more about enabling incoming email in SharePoint 2013.

If your organization performs work that involves sharing documents or collaborating directly with vendors, clients, or customers, then you might want to use one or more of your SharePoint Online sites to share content with people outside your organization who do not have licenses for your organization’s Microsoft Office 365 subscription. When a site is shared in SharePoint Online, an email message is sent to the external user containing the invitation to join the site. Invitations can be sent to people with any type of email address, such as user@gmail.com, user@contoso.com, or user@Comcast.net. External users sign in to the shared site via a one-time association of their email address with a Microsoft account. Learn more about external sharing.

Site users can generate a Guest Link (an anonymous link to a document) to share documents stored in SharePoint Online with external users without requiring the external user to sign in. Site users can create a Guest Link right from where the document is stored, such as in OneDrive for Business or a team site library, by using the “Get a link” button. Learn more about sharing a site with external users.

Users can sync a SharePoint library to their computers, and then work with those files in the library by using File Explorer. Updates to files sync to SharePoint when users are online. OneDrive for Business or a document library on a team site can be synched. Learn more about syncing a library to your computer.

SharePoint Online IRM uses Azure Rights Management (RMS), an information protection technology in Office 365. IRM protection is applied to files at the SharePoint list and library levels. Learn more about IRM in SharePoint Online.

Metadata management provides multiple taxonomies and folksonomies from a tenant-level store service that can be consumed at the site collection level. Metadata fields can even be embedded in documents. Learn more about managed metadata.

Metadata-driven navigation makes it easier to discover content in large lists and libraries. User tagging incentives are introduced and offer anticipatory suggestions of appropriate metadata based on location and context. Learn more about setting up metadata navigation.

Retentions policies can have multiple stages, allowing you to specify the entire document lifecycle as one policy. For example, review contracts every year, and delete after seven years. Learn more about storing and managing records.

Office ProPlus provides the complete Office 2013 application suite as a monthly subscription service. This lets customers purchase monthly licenses for each user that allow five concurrent installations. Learn more about Office ProPlus for Office 365.

If you’re an Office 365 customer, then you can automatically create and edit Office files using Office Online from an Internet browser. To learn which features are available in Office Online, see Office Online Service Description.

By default, Office Online is view-only. View-only functionality is provided for free. Learn more about using Office Online in your organization's SharePoint site.

Not applicable to SharePoint Online customers. In SharePoint Server 2010, Office Web Apps is a SharePoint service application. For SharePoint Server 2013, there is a new Office server product, Office Web Apps Server. A single Office Web Apps Server farm can support users who access Office files through SharePoint Server 2013, Exchange Server 2013, shared folders, and websites. This lets you deploy and manage the online version of Office in an on-premises environment. Learn more about Office Web Apps Server Integration.

Not available to SharePoint Online customers. PowerPoint Automation Services helps enterprises manage their presentations. It is a shared service that provides unattended, server-side conversion of presentations into other formats.

Content that is placed on hold is preserved, but users can still change it. The state of the content at the time of preservation is recorded. If a user changes the content or even deletes it, the item is retained at the time of deletion and the original, preserved version is still available. Learn more about placing content sources on hold.

Quick Edit, formerly known as Datasheet View, allows you to simply and quickly edit items inline on a SharePoint list. Quick Edit can be helpful if you have to edit many items in a list or library at the same time from within a grid, similar to a spreadsheet. Learn more about editing list items.

In SharePoint, you can manage records in an archive or you can manage records in-place in the same document repository as active documents. Learn more about choosing how to store and manage records.

SharePoint Online administrators can restore a deleted site collection by using SharePoint admin center. To learn more, see Restore a deleted site collection.

SharePoint users have a Recycle Bin where deleted content is stored. They can access the Recycle Bin to recover deleted documents and lists, if they need to. Items in the Recycle Bin are retained for 90 days. The following data types are captured by the Recycle Bin:

  • Site collections

  • Sites

  • Lists

  • Libraries

  • Folders

  • List items

  • Documents

  • Web Part pages

Site customizations made through SharePoint Designer are not captured by the Recycle Bin.

To learn more, see Manage the Recycle Bin of a SharePoint site collection.

Related Items is a site column that enables you to associate a related list item with another item.

An Asset Library is pre-configured to use special features that help you manage rich media assets, such as image, audio, and video files. Learn more about setting up an Asset Library to store image, audio, or video files.

To share content types among site collections, you make on content type gallery the “hub” of a managed metadata service, create connections to the service from each web application that contains a site collection, and specify that site collections should use the content types in the service. Learn more about sharing term sets and content types in SharePoint Server 2013.

The Machine Translation Service lets users automatically translate documents. You can create a Machine Translation service application and configure the Machine Translation Service by using Central Administration, or Windows PowerShell. Learn more about creating and configuring Machine Translation services in SharePoint Server 2013.

A site mailbox is a shared inbox in Exchange Online that members of a SharePoint Online site can access. It is implemented in SharePoint Online as an app. You need both Exchange Online and SharePoint Online to read, organize, reply to, or delete mail from a site mailbox in SharePoint.

Excel survey is a lightweight survey tool built on top of Excel Online—authenticated or anonymous users can complete the form on internal or public websites, and the data from all users is aggregated into a single private and secured workbook in SharePoint.

The unique Document ID services improves the managing and tracking of information by assigning a unique, human-readable identifier to every piece of content, making it easier to locate, even if the content was moved from its original location. Learn more about Document IDs.

An Asset Library is pre-configured to use special features that help you manage rich media assets, such as image, audio, and video files. Learn more about setting up an Asset Library to store image, audio, or video files.

The Analytics Processing Component helps administrators identify and surface content that users consider to be the most useful and relevant. The component analyzes both the content itself (Search analytics), and also the way users interact with it (Usage analytics). The results from the analysis are added to the items in the search index so that search relevance improves automatically over time. Also, the results are used in reports that help search administrators see which manual steps they can take to improve the search system. Learn more about analytics processing in SharePoint Server 2013.

Only available for Private Site Collections. A catalog is a library or list that is shared across other sites and site collections. Learn how to enable a library or list as a catalog.

Only available for Private Site Collections. Category pages and catalog item pages are page layouts that you can use for catalog content that you want to display consistently across your site. Learn how to customize page layouts for catalog-based sites.

Only available for Private Site Collections. Search web parts help you render search results on SharePoint web pages. There are several search driven web parts, including Content Search, Catalog-Item Reuse, Items Matching a Tag, Pages, Pictures, Popular Items, Recently Changed Items, Recommended Items, Videos, Web Pages, and Wiki pages. The Content Search Web Part (CSWP) uses search technology to display content. When visitors browse to a page that contains a CSWP, the Web Part automatically issues a query and the search results are displayed within the CSWP. In most cases, visitors won't even know that search technology is being used to display the content they're viewing. To them, it will look and feel like any other webpage. Learn how to configure the Content Search Web Part.

Only available for Private Site Collections. Cross-site publishing is a publishing method. It lets you create and maintain content in one or more authoring site collections and publish that content across one or more publishing site collections using Search Web Parts. Learn how to activate the Cross-Site Publishing feature.

If an organization needs to completely redesign a site from scratch or reuse a previous site design, the Design Manager allows the modification of master pages, page layouts, mobile views, and more. This feature is especially useful for advanced site design and branding to a public-facing website or internal site collection or portal.

Not available to SharePoint Online customers. Faceted navigation help users browser for content more easily by filtering on refiners that are tied to terms in a term set. By using faceted navigation, SharePoint Server 2013 administrators can configure different refiners for different terms in a term set without having to create additional pages. Learn more about refiners and faceted navigation.

Image renditions let organizations have large source images on a SharePoint site and also have places on a site where pages only use smaller versions.

Only available for Private Site Collections. Managed navigation is a navigation method that lets you define and maintain your site navigation by using term sets. Learn how to enable managed navigation for a site.

SharePoint supports targeting different devices, such as smartphones, tablets, and set-top boxes. Designers can create channels that allow a single publishing site to be rendered in multiple ways by using different designs that target different devices. Learn more about design channels.

Not available to SharePoint Online customers. SharePoint Server 2013 can create host-named site collections with the host header. Host-named site collections in SharePoint provide URL management and scalability of sites within a single web application. This feature is not available to SharePoint Online customers.

Only available for Private Site Collections. By using recommendations, you can guide users to other content that may be relevant for them. For example, you can add a Recommended Items Web Part to a catalog item page. If a user views an item, the Recommended Items Web Part will show other items that users have previously viewed, such as “Users who viewed this item also viewed these items.” For more information, see Add a Recommended Items Web part to a page.

Optimizing a public website for search is very important to connecting with new and returning customers. SharePoint Online includes built-in SEO features, such as customizable robots.txt and page-level metatagging so organizations can easily tune sites for better search results. Learn more about optimizing your website for search.

Not available to SharePoint Online customers. Word Automation Services enables unattended, server-side conversion of documents that are supported by Microsoft Word. With Word Automation Services, tasks that previously required you to run the Word desktop application can be automated in SharePoint Server 2013.

Use the following Content feature availability tables to compare Office 365 plans to SharePoint on-premises solutions.

 

Features

Office 365 Small Business

Office 365 Small Business Premium

Office 365 Midsize Business

Office 365 Enterprise E1

Office 365 Education A2

Office 365 Government G1

Office 365 Enterprise E3

Office 365 Education A3

Office 365 Government G3

Office 365 Enterprise E4

Office 365 Education A4

Office 365 Government G4

Office 365 Enterprise K1

Office 365 Government K1

Accessibility Standards Support

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Asset Library Enhancements/Video Support

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Auditing

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Auditing & Reporting (e.g. doc edits, policy edits, deletes)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Content Organizer

No

No

Yes

Yes

Yes

Yes

Yes

Design Manager

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Document Sets

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Document Translation in Word Online

Yes

Yes

Yes

Yes

Yes

Yes

Yes

eDiscovery Search

No5

No5

No5

Yes5

Yes5

Yes5

Yes5

eDiscovery Hold

No5

No5

No5

No5

Yes5

Yes5

No5

eDiscovery Export

No5

No5

No5

No5

Yes5

Yes5

No5

Email enabled lists and libraries

No

No

No

No

No

No

No

External Sharing: External Access

Yes

Yes

Yes

Yes

Yes

Yes

Yes

External Sharing: Guest Link

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Folder Sync

Yes1

Yes

Yes

Yes1

Yes

Yes

Yes2

IRM using Azure Rights Management

No

No

No3

No3

Yes

Yes

No3, 4

IRM using Windows Server AD RMS

No

No

No

No

No

No

No

Managed Metadata Service

No

No

Yes

Yes

Yes

Yes

Yes

Metadata-driven Navigation

No

No

Yes

Yes

Yes

Yes

Yes

Multi-stage Disposition

No

No

Yes

Yes

Yes

Yes

Yes

Office ProPlus (Osub)

No

Yes

Yes

No

Yes

Yes

No

Office Online (create/edit)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Office Online (view)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Office Web Apps Server integration

No

No

No

No

No

No

No

PowerPoint Automation Services

No

No

No

No

No

No

No

Preservation hold library

No

No

No

No

Yes

Yes

No

Quick Edit

Yes

Yes

Yes

Yes

Yes

Yes

No

Records management

No

No

Yes

Yes

Yes

Yes

Yes

Recycle Bin (SharePoint admin center)

No

No

Yes

Yes

Yes

Yes

No

Recycle Bin (site collection)

No

No

Yes

Yes

Yes

Yes

No

Related Items

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Rich Media Management

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Shared Content Types

No

No

Yes

Yes

Yes

Yes

Yes

SharePoint Translation Services

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Site mailbox

Yes

Yes

Yes

Yes

Yes

Yes

No

Surveys

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Unique Document IDs

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Video Search

No

No

No

No

Yes

Yes

No

WCM: Analytics

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Catalog

No

No

No

No

Yes

Yes

No

WCM: Category page and catalog item page

No

No

No

No

Yes

Yes

No

WCM: Search web parts

No

No

No

No

Yes

Yes

No

WCM: Cross-Site Publishing

No

No

No

No

Yes

Yes

No

WCM: Designer Tools

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Faceted navigation

No

No

No

No

No

No

No

WCM: Image Renditions

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Managed navigation

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Mobile and Device Rendering

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Multiple Domains

No

No

No

No

No

No

No

WCM: Recommendations

Yes

Yes

Yes

Yes

Yes

Yes

Yes

WCM: Search Engine Optimizations (SEO)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Word Automation Services

No

No

No

No

No

No

No

NoteNote:
1   To use folder sync, you must have Office 2013 (Standard or Professional edition) or an Office 365 subscription that includes Office applications. Office 365 Small Business, Office 365 Enterprise E1, Office 365 Education A2, and Office 365 Government G1 plans don’t include subscriptions to Office 2013. However, you can use folder sync if you have Office 2013 installed and subscribe to one of these plans.
2   Kiosk accounts have limited OneDrive for Business functionality. Kiosk customers can use the OneDrive for Business folder sync client application to sync team site document libraries with a shared computer and access documents offline. But kiosk accounts do not include a OneDrive for Business Personal Site, so they do not benefit from a OneDrive for Business personal library with 7 gigabytes (GB) of online storage.
3   Azure Rights Management (RMS) is not included but can be purchased as a separate add-in order to enable supported IRM features.
4   Office 365 Enterprise K1, Office 365 Government K1, and SharePoint Online Enterprise External Users can access documents in an IRM-protected SharePoint Online document library, if they have permission. In addition, you can open, read, and view IRM-protected documents according to the assigned document rights.
5   When you use eDiscovery features, the licensing requirement for a plan that permits that feature applies to all end users that are part of the eDiscovery action (Search, Hold, Export).

 

Features SharePoint Online Plan 1 SharePoint Online Plan 2

Accessibility Standards Support

Yes

Yes

Asset Library Enhancements/Video Support

Yes

Yes

Auditing

Yes

Yes

Auditing & Reporting (e.g. doc edits, policy edits, deletes)

Yes

Yes

Content Organizer

Yes

Yes

Design Manager

Yes

Yes

Document Sets

Yes

Yes

Document Translation in Word Online

Yes

Yes

eDiscovery Search

Yes3

Yes3

eDiscovery Hold

No3

Yes3

eDiscovery Export

No3

Yes3

Email enabled lists and libraries

No

No

External Sharing: External Access

Yes

Yes

External Sharing: Guest Link

Yes

Yes

Folder Sync

Yes

Yes

IRM using Azure Rights Management

No1

No1

IRM using Windows Server AD RMS

No

No

Managed Metadata Service

Yes

Yes

Metadata-driven Navigation

Yes

Yes

Multi-stage Disposition

Yes

Yes

Office ProPlus (Osub)

No

No

Office Online (create/edit)

No

No

Office Online (view)

Yes

Yes

Office Web Apps Server integration

No

No

PowerPoint Automation Services

No

No

Preservation hold library

No

Yes

Quick Edit

Yes

Yes

Records management

Yes

Yes

Recycle Bin (SharePoint admin center)

Yes

Yes

Recycle Bin (site collection)

Yes

Yes

Related Items

Yes

Yes

Rich Media Management

Yes

Yes

Shared Content Types

Yes

Yes

SharePoint Translation Services

Yes

Yes

Site mailbox

Yes2

Yes2

Surveys

No

No

Unique Document IDs

Yes

Yes

Video Search

No

Yes

WCM: Analytics

Yes

Yes

WCM: Catalog

No

Yes

WCM: Category page and catalog item page

No

Yes

WCM: Search web parts

No

Yes

WCM: Cross-Site Publishing

No

Yes

WCM: Designer Tools

Yes

Yes

WCM: Faceted navigation

No

No

WCM: Image Renditions

Yes

Yes

WCM: Managed navigation

Yes

Yes

WCM: Mobile and Device Rendering

Yes

Yes

WCM: Multiple Domains

No

No

WCM: Recommendations

Yes

Yes

WCM: Search Engine Optimizations (SEO)

Yes

Yes

Word Automation Services

No

No

NoteNote:
1   Azure Rights Management (RMS) is not included but can be purchased as a separate add-in order to enable supported IRM features.
2   To use a site mailbox created in SharePoint Online, you also need an Exchange Online subscription.
3   When you use eDiscovery features, the licensing requirement for a plan that permits that feature applies to all end users that are part of the eDiscovery action (Search, Hold, Export).

 

Features SharePoint Foundation 2013 SharePoint Server 2013 Standard CAL SharePoint Server 2013 Enterprise CAL

Accessibility Standards Support

Yes

Yes

Yes

Asset Library Enhancements/Video Support

No

Yes

Yes

Auditing

No

Yes

Yes

Auditing & Reporting (e.g. doc edits, policy edits, deletes)

No

Yes

Yes

Content Organizer

No

Yes

Yes

Design Manager

Yes

Yes

Yes

Document Sets

No

Yes

Yes

Document Translation in Word Online

Yes1

Yes1

Yes1

eDiscovery Search

No5

Yes5

Yes5

eDiscovery Hold

No5

No5

Yes5

eDiscovery Export

No5

No5

Yes5

Email enabled lists and libraries

Yes

Yes

Yes

External Sharing: External Access

No

No

No

External Sharing: Guest Link

No

No

No

Folder Sync

No

Yes

Yes

IRM using Azure Rights Management

No

No

No

IRM using Windows Server AD RMS

No

Yes3

Yes3

Managed Metadata Service

No

Yes

Yes

Metadata-driven Navigation

No

Yes

Yes

Multi-stage Disposition

No

Yes

Yes

Office ProPlus (Osub)

No

No

No

Office Online (create/edit)

Yes1

Yes1

Yes1

Office Online (view)

Yes1

Yes1

Yes1

Office Web Apps Server integration

Yes

Yes

Yes

PowerPoint Automation Services

No

Yes

Yes

Preservation hold library

No

No

Yes

Quick Edit

Yes

Yes

Yes

Records management

No

Yes

Yes

Recycle Bin (SharePoint admin center)

No

No

No

Recycle Bin (site collection)

Yes

Yes

Yes

Related Items

Yes

Yes

Yes

Rich Media Management

No

Yes

Yes

Shared Content Types

No

Yes

Yes

SharePoint Translation Services

No

Yes

Yes

Site mailbox

No

Yes2

Yes2

Surveys

No

Yes1

Yes1

Unique Document IDs

No

Yes

Yes

Video Search

No

No

Yes

WCM: Analytics

No

Yes4

Yes

WCM: Catalog

No

No

Yes

WCM: Category page and catalog item page

No

No

Yes

WCM: Search web parts

No

No

Yes

WCM: Cross-Site Publishing

No

No

Yes

WCM: Designer Tools

No

Yes

Yes

WCM: Faceted navigation

No

No

Yes

WCM: Image Renditions

No

No

Yes

WCM: Managed navigation

No

Yes

Yes

WCM: Mobile and Device Rendering

No

Yes

Yes

WCM: Multiple Domains

No

Yes

Yes

WCM: Recommendations

No

Yes

Yes

WCM: Search Engine Optimizations (SEO)

No

Yes

Yes

Word Automation Services

No

Yes

Yes

NoteNote:
1   Requires connection to Office Web Apps Server 2013 and an Office desktop suite license, such as Office Professional Plus.
2   Requires connection to Microsoft Exchange Server or Microsoft Exchange Online to enable integrated features.
3   Windows Server AD RMS is an on-premises server that must be purchased and managed separately by the customer in order to enable supported IRM features.
4   Only Search analytics is available to SharePoint Server 2013 Standard CAL customers. Usage analytics is not available.
5   When you use eDiscovery features, the licensing requirement for a plan that permits that feature applies to all end users that are part of the eDiscovery action (Search, Hold, Export).

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