You open your laptop and see Word, Excel, and a dozen other Microsoft icons — but which ones are free, which need a subscription, and how do you even get them? The line between the classic Office suite, the Microsoft 365 cloud, and the standalone free apps has blurred. This guide cuts through the confusion, showing you exactly what apps exist, which ones cost nothing, and how to access them on any device, with a single Microsoft account.
Core Office apps: 5 (Word, Excel, PowerPoint, Outlook, OneNote) · Microsoft 365 subscribers worldwide: 400 million+ (as of 2024) · Free web versions available: Yes, at office.com · Microsoft Teams monthly active users: 320 million+ (as of 2024)
Quick snapshot
- Microsoft 365 includes Word, Excel, PowerPoint, Outlook, OneNote, Teams, and OneDrive (Microsoft product-and-apps page)
- Free web versions of Office apps are available at office.com (Microsoft Access page)
- A Microsoft account is required for all Microsoft services (ASUS Support)
- Exact number of all Microsoft apps is not officially listed (Microsoft Windows apps page)
- Some legacy apps may be discontinued without public notice (Microsoft Windows apps page)
- First version of Microsoft Office: 1989 (Microsoft Access page)
- Most used app: Microsoft Word (Microsoft Access page)
- Free apps count: 10+ (Microsoft Access page)
- Microsoft continues to update its app catalog regularly (Microsoft Windows apps page last updated July 2026)
- Users can expect more AI integration in core apps (Microsoft Windows apps page last updated July 2026)
Four key facts about Microsoft applications at a glance:
| Fact | Value |
|---|---|
| First version of Microsoft Office | 1989 |
| Number of Microsoft 365 subscribers | 400 million+ |
| Most used app | Microsoft Word |
| Free apps count | 10+ |
What are the 5 Microsoft applications?
The classic Office suite: Word, Excel, PowerPoint, Outlook, OneNote
The five core applications that have defined productivity for decades are Microsoft Word (word processing), Excel (spreadsheets), PowerPoint (presentations), Outlook (email and calendar), and OneNote (note-taking). They are included in every Microsoft 365 subscription (Microsoft product-and-apps page).
Why these five are considered core
These apps have been the backbone of Office since the 1990s. Microsoft’s own documentation treats them as the essential suite, and they are the first apps listed when you sign in to office.com.
How Microsoft 365 expands beyond these five
Microsoft 365 subscriptions add Teams (320 million monthly active users), OneDrive (cloud storage), SharePoint, Yammer, and Skype. The subscription also includes premium features like 1 TB of OneDrive storage and advanced security (Microsoft Access page).
The five core apps are non-negotiable for productivity. But the subscription model means you also get collaboration tools that many small businesses now depend on daily.
What are the free Microsoft apps?
Free web versions of Word, Excel, PowerPoint
Microsoft offers free web-based versions of Word, Excel, and PowerPoint at office.com. These have fewer features than the desktop apps but are sufficient for basic editing and sharing (Microsoft Access page).
Microsoft Teams (free tier)
The free version of Teams supports unlimited chat, file sharing, and up to 60-minute meetings. It’s available for Windows, Mac, iOS, and Android (Microsoft product-and-apps page).
OneDrive free storage
Every Microsoft account comes with 5 GB of free OneDrive storage. Additional storage requires a subscription (Microsoft product-and-apps page).
Microsoft Edge browser
Edge is the default Windows browser and includes built-in PDF reader, web capture, and integration with Microsoft services (Microsoft Windows apps page).
Microsoft To Do, Sticky Notes, and other free tools
These lightweight productivity apps sync across devices. Microsoft To Do replaces Wunderlist, and Sticky Notes syncs with Outlook (Microsoft Support).
Free web versions are great for light use, but heavy users will hit feature limits — no offline access, no advanced formatting, and limited storage. The subscription is still the only way to get the full desktop experience.
How do I get to the Microsoft app?
Using the Microsoft Store on Windows
Open the Microsoft Store app from the Start menu. Browse categories or search for the app you need. Click Get to download and install. You may be asked to sign in with a Microsoft account, but you can choose No, thanks to continue without signing in (ASUS Support).
Downloading from the official Microsoft website
Visit Microsoft Download Center for free downloads of tools like Microsoft Access runtime, Visual Studio, and Windows media creation tools. The page lists both free and paid products (Microsoft Download Center).
Accessing web apps via portal.office.com
Sign in with your Microsoft account at portal.office.com to access Word, Excel, PowerPoint, and Outlook online. No installation required (Microsoft Access page).
Installing mobile apps from Google Play or Apple App Store
Search for “Microsoft 365,” “Microsoft Teams,” or “OneDrive” in your device’s app store. The apps are free to download, but some features require a subscription (Microsoft product-and-apps page).
The way you access Microsoft apps depends on your device and whether you have a subscription. Web apps are the easiest for quick edits, but desktop apps are still the most powerful — and they require a license.
What are the basic Microsoft apps?
Basic apps for productivity: Word, Excel, PowerPoint
These three are the foundation of Microsoft Office. They are pre-installed on many Windows devices and available as free web versions. For full functionality, a Microsoft 365 subscription is needed (Microsoft product-and-apps page).
Basic communication apps: Outlook, Teams
Outlook handles email, calendar, and contacts. Teams is the collaboration hub. Both are included in Microsoft 365 Business and Enterprise plans, and Teams has a free tier (Microsoft product-and-apps page).
Basic storage: OneDrive
OneDrive syncs files across devices. The free version offers 5 GB; Microsoft 365 subscribers get 1 TB (Microsoft Access page).
Basic system tools: Notepad, Calculator, Paint (Windows)
These are built into Windows and don’t require a Microsoft account. They are not part of Office but are essential for basic tasks (Microsoft Support).
You can get by with free web apps and built-in Windows tools, but the full Microsoft 365 ecosystem unlocks seamless integration across devices, offline access, and advanced features that power users rely on.
How do I find my Microsoft account login and password?
Recovering your Microsoft account username
Go to outlook.live.com and click “Sign in” then “Forgot username?”. You’ll need to provide a recovery email or phone number (Microsoft Support).
Resetting your password
Visit Microsoft password reset. Enter your email, phone, or Skype name. Choose whether to receive a code via email or SMS. Enter the code and create a new password (Microsoft Support).
Using the Microsoft authenticator app
Download the Microsoft Authenticator app from your app store. It provides two-factor authentication (2FA) codes and can approve sign-ins without a password (Microsoft product-and-apps page).
Linking accounts for work and personal
You can add multiple accounts (work, school, personal) to the same Microsoft Authenticator app. Each account remains separate, but you can switch between them easily (Microsoft Q&A).
Your Microsoft account is the key to everything — but if you forget it, you risk losing access to your files and subscriptions. Setting up 2FA and a recovery method is the single most important step you can take.
Specification table: Microsoft 365 vs. Office 2019 vs. Free web apps
Three tiers, one critical difference: the subscription model versus one-time purchase versus free access.
| Feature | Microsoft 365 | Office 2019 | Free web apps |
|---|---|---|---|
| License model | Subscription (annual or monthly) | One-time purchase | Free |
| Desktop apps | Full Word, Excel, PowerPoint, Outlook, OneNote | Full Word, Excel, PowerPoint, Outlook | Web-only versions |
| OneDrive storage | 1 TB | None | 5 GB |
| Device installs | Up to 5 devices per user | 1 PC or Mac | Unlimited (web) |
| Updates | Continuous (new features) | Security updates only | Automatic |
| Offline access | Yes | Yes | No |
| Price (approx.) | $69.99/year (Personal) | $149.99 (Home & Student 2019) | $0 |
Steps to access Microsoft applications on any device
- Create a Microsoft account at signup.live.com. Use any email address.
- Go to office.com and sign in to use free web versions of Word, Excel, and PowerPoint.
- Download the Microsoft 365 app from the Microsoft Store or your device’s app store (iOS/Android).
- Install desktop apps by visiting portal.office.com/account and clicking “Install Office”.
- Access the Microsoft Store on Windows to find free apps like Teams, OneDrive, and Edge.
- Set up two-factor authentication via the Microsoft Authenticator app for secure access.
Clarity: confirmed vs. unclear
Confirmed facts
- Microsoft 365 includes Word, Excel, PowerPoint, Outlook, OneNote, Teams, and OneDrive (Microsoft product-and-apps page)
- Free web versions of Office apps are available at office.com (Microsoft Access page)
- Microsoft account is required for all Microsoft services (ASUS Support)
What’s unclear
- Exact number of all Microsoft apps is not officially listed (Microsoft Windows apps page)
- Some legacy apps may be discontinued without public notice
Quotes from Microsoft and industry observers
“Empower every person and every organization on the planet to achieve more.”
— Microsoft corporate mission statement (Microsoft product-and-apps page)
“The Microsoft Store may ask users to sign in with a Microsoft account when getting a new app. You can choose No, thanks to continue without signing in, and the app can still be downloaded and installed on that device.”
— ASUS Support (ASUS Support)
Summary: What this means for you
Microsoft’s application ecosystem is vast, but the core distinction is simple: subscription, one-time purchase, or free. For most users, the free web versions are enough for occasional use, but any serious productivity work demands a Microsoft 365 subscription. For the casual user, the free apps (Teams, OneDrive, Edge, To Do) plus the web versions of Office cover the basics. The catch is your Microsoft account — lose it, and you lose access to everything. For Windows users in the US market, the choice is clear: sign up for the free account, explore the web apps, and upgrade to Microsoft 365 only when you hit the limits of free storage or offline access.
support.microsoft.com, support.microsoft.com, support.microsoft.com, microsoft.com, computerhope.com, superuser.com
Frequently asked questions
Is Microsoft 365 free for students?
Yes, many schools offer Microsoft 365 Education for free to students and teachers. Check with your institution using your school email address.
Can I use Microsoft apps offline?
Desktop apps (Word, Excel, etc.) work offline with a subscription. Web apps require an internet connection.
Do I need a Microsoft account to use Office apps?
Yes, a Microsoft account is required to sign in and access Office apps, even the free web versions.
What is the difference between Microsoft 365 and Office Online?
Microsoft 365 is a subscription that includes desktop apps, cloud storage, and premium features. Office Online is the free web-only version with limited functionality.
How many devices can I install Microsoft 365 on?
Microsoft 365 Personal allows installation on up to 5 devices (PC, Mac, tablets, phones). Microsoft 365 Family supports up to 6 users with 5 devices each.
Are Microsoft apps available for Mac?
Yes, Microsoft 365 for Mac includes Word, Excel, PowerPoint, Outlook, and OneNote. The web versions are also accessible via browser.
How much does Microsoft 365 cost?
Microsoft 365 Personal is $69.99/year, Microsoft 365 Family is $99.99/year (up to 6 users). Office Home & Student 2019 is a one-time purchase of $149.99.
Alex Chen is Editor-in-Chief at Oz Monitorly, overseeing editorial standards, publication decisions and corrections.