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What Happens When You Switch from Microsoft 365 Family to Basic?
Question details
The user needs to know how downgrading from a Microsoft 365 Family plan to a Basic plan will affect their access to Word, Excel, PowerPoint, existing documents, and OneDrive cloud storage.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Downgrading a Microsoft 365 subscription from the premium Family tier to the Basic tier.
- Observed behavior
- Desktop Office applications enter read-only mode because they are not included in the Basic plan, but files remain safely accessible via web applications and OneDrive.
Log in to your OneDrive account online and verify your current storage usage to ensure your files do not exceed the 100 GB limit that comes with the Microsoft 365 Basic plan.
Adapting to Microsoft 365 Basic Changes
Understand the limitations of your new plan and transition to using the web-based applications for your daily document editing needs.
Microsoft 365 Basic is a cost-effective plan that removes access to installed desktop applications while maintaining your cloud storage and email benefits. Your documents are completely safe during this transition.
Your installed desktop versions of Word, Excel, and PowerPoint will enter read-only mode. You will still be able to open, view, and print your existing files on your computer, but you cannot make edits or create new documents locally.
Navigate to Office.com in your web browser and sign in with your Microsoft account. You can fully edit, create, and share your documents using the free online versions of Word, Excel, and PowerPoint.
Since the Basic plan reduces your cloud storage to 100 GB (down from 1 TB per user on the Family plan), check your OneDrive storage settings to ensure you are under the limit so your files continue to sync properly.
Upgrading to a Plan with Desktop Applications
If you heavily rely on desktop applications or offline editing, you may need to reconsider your subscription choice.
Keep Your Desktop Office Apps for Free with WPS Office
If downgrading to Microsoft 365 Basic left your desktop apps in read-only mode, you don't have to rely solely on web browsers for editing. WPS Office is a powerful, free alternative that gives you fully-featured desktop applications for your documents, spreadsheets, and presentations.
- 1. Download and Install WPS Office: Visit the official WPS website, download the free installer, and complete the quick installation process on your computer.
- 2. Open Your Existing Documents: Locate your Microsoft Word, Excel, or PowerPoint files in your local storage or OneDrive folder, right-click, and select 'Open with WPS Office'.
- 3. Edit and Save Seamlessly: Edit your documents using WPS Office's rich desktop tools. All files save directly back into their original Microsoft formats without any conversion issues.
Frequently Asked Questions
Will I lose my files if I switch from Microsoft 365 Family to Basic?
No, your files will remain safe in your OneDrive. However, because the Basic plan only includes 100 GB of storage compared to the 1 TB per user in the Family plan, you must ensure your total stored data is below 100 GB. If you exceed this limit, your files won't be deleted, but you won't be able to upload or sync new files until you free up space.
What does read-only mode mean for my desktop Office apps?
Read-only mode (also known as reduced functionality mode) means that you can still use the desktop versions of Word, Excel, and PowerPoint to open, view, and print your existing files. However, all editing features are disabled, meaning you cannot modify existing documents or create new ones from the desktop app.
Can I still share my subscription if I switch to Basic?
No. The Microsoft 365 Family plan allows you to share premium benefits with up to five other people. Microsoft 365 Basic is a personal, single-user plan, so any family members you previously shared with will lose their premium cloud storage and app features when the switch occurs.
