Microsoft 365 Family is a subscription you pay for yearly or monthly to use Microsoft's office software on multiple devices
Microsoft 365 Family is not a free service and not something you buy once. You pay a recurring fee — usually around $100 per year or $10 per month — and in return you get access to programs like Word, Excel, PowerPoint, and Outlook on up to six devices at the same time. The subscription covers your whole household: up to six people can each have their own account and use the software on their own computers, tablets, or phones.
The key word is subscription. If you stop paying, the software stops working. You can still open files you made, but you cannot create new ones or edit old ones. This is different from buying Microsoft Office outright years ago, where you paid once and owned it forever — that model no longer exists for most people.
Key Takeaways
- Microsoft 365 Family costs money each month or year and requires an active subscription to create or edit documents.
- One subscription covers up to six people in your household, each with their own account and device access.
- You get the full versions of Word, Excel, PowerPoint, Outlook, and other programs on computers, tablets, and phones.
- If you only need to read documents or use free alternatives like Google Docs, you do not need this subscription.
What programs and devices does the subscription cover
Microsoft 365 Family includes the desktop versions of Word, Excel, PowerPoint, Outlook, Publisher, and Access — the same programs you would use at work or school. You also get OneDrive cloud storage (1 terabyte per person, so six terabytes total for a family), and access to Microsoft 365 online versions of these programs, which work in any web browser.
The subscription works on Windows computers, Mac computers, iPads, iPhones, and Android tablets and phones. You can install the programs on up to six devices per person, though only one person can use them at a time on each device. If you have a laptop, a desktop, and a phone, you can install on all three and switch between them.
The subscription does not include Windows itself. You still need to buy or have Windows on your computer separately. It also does not include Microsoft Teams (the video meeting software), though some versions of 365 do — check the product page to be sure.
How much it costs and what the payment options are
Microsoft 365 Family costs approximately $100 per year if you pay annually, or $10 per month if you pay monthly. The exact price varies by country and can change, so check Microsoft's website for your region. Monthly payments add up to more over a year, but you can cancel anytime without penalty.
You can pay with a credit card, debit card, or PayPal. Microsoft will charge you automatically each month or year on the date you set up the subscription. You can change your payment method or cancel at any time through your Microsoft account settings.
Some retailers sell gift cards for Microsoft 365 subscriptions, which can be cheaper during sales. These work the same way as paying Microsoft directly — you redeem the code and the subscription starts.
When you might not need this subscription
If you only read documents or view spreadsheets that other people send you, you do not need Microsoft 365. You can open Word, Excel, and PowerPoint files for free using the online versions at Office.com, or using free programs like Google Docs, LibreOffice, or Apple's Pages and Numbers.
If you create documents but do not need the exact formatting or advanced features of the desktop programs, Google Docs, LibreOffice, or Apple's programs are free alternatives. They work differently and look different, but they handle basic writing, spreadsheets, and presentations.
If you only use one device and do not need Outlook email, OneDrive storage, or the full desktop programs, a single-user subscription to Microsoft 365 Personal (which costs less) might be a better fit. Or you might not need a subscription at all.
The difference between Microsoft 365 Family and other Microsoft products
Microsoft 365 Personal is a subscription for one person only. It costs less than Family but covers only one device at a time and does not include the household sharing features.
Microsoft Office 2021 or 2019 is software you buy once and own forever. It does not require a subscription, but it does not get updates, and it only works on one computer. Microsoft no longer sells this version to most people, though it is still available in some places.
Microsoft 365 Business is a subscription for people who use Microsoft products for work. It includes different programs and more storage, and it is priced for business use.
The free online versions at Office.com let you create and edit documents in a web browser without paying anything. They have fewer features than the desktop programs but work well for basic tasks.
How to set up and manage your subscription
To start a Microsoft 365 Family subscription, go to Microsoft's website, choose the plan, and enter your payment information. Microsoft will send you a confirmation email. You then sign in with a Microsoft account (which you can create for free if you do not have one) and read the programs to your devices.
Each of the six people in your household can create their own Microsoft account and sign in on their own devices. They will each have their own files, settings, and OneDrive storage. You manage who has access and who pays through your Microsoft account settings.
If you want to cancel, you can do so anytime through your account settings. You will lose the ability to create and edit new documents, but you can still open and read files you already made.
Security and privacy when using Microsoft 365
Microsoft 365 stores your files in OneDrive, which is encrypted when they travel to Microsoft's servers and when they sit there. However, Microsoft can see the content of your files — they scan them for malware and to follow laws about illegal content. If privacy is a concern, you can store sensitive files on your computer instead of OneDrive, or use a different cloud service.
Each person in your household should have their own Microsoft account and password. Do not share passwords, because that gives one person access to another person's files and email. If someone leaves your household, remove them from the subscription through your account settings so they lose access.
Microsoft 365 includes some security features like malware scanning and password management, but these are basic. If you handle sensitive information, consider additional security tools.
Frequently Asked Questions
Can I use Microsoft 365 Family on a work computer?
Yes, you can install it on any device you own, including a work computer. However, check your employer's policy first — some workplaces require you to use only company-licensed software on work machines. If your employer provides Microsoft 365, using your personal subscription on a work device may violate that policy.
What happens to my files if I cancel the subscription?
Files stored on your computer stay there and you can still open them. Files stored only in OneDrive become inaccessible after a grace period (usually 90 days). You can read your OneDrive files before canceling to keep them. You cannot create or edit new documents after the subscription ends.
Do I need a Microsoft 365 subscription if I only use Excel?
If you only need to view or do basic work in Excel, you can use the free online version at Office.com. If you need advanced features or want to work offline, the subscription is necessary. Google Sheets is also free and works similarly to Excel for most tasks.
Can multiple people use the same subscription at the same time?
Yes — that is the point of the Family plan. Up to six people can each sign in with their own account and use the programs on their own devices simultaneously. Each person has their own files and settings.
Is Microsoft 365 Family the same as Microsoft Office?
No. Microsoft Office was software you bought once and owned. Microsoft 365 is a subscription service that includes Office programs plus cloud storage and other features. The programs inside are similar, but the payment model and features are different.