How to Perform an Office Upgrade

Once again, it’s time for an Office upgrade — offering the latest features and security updates. But when is an upgrade worthwhile? What advantages does a new Office version bring, and what risks are there if you continue using an outdated one?
Our step-by-step guide helps you perform an Office upgrade smoothly while avoiding common issues.

When Is an Upgrade Worth It?

An Office upgrade is particularly recommended if your current version no longer receives security updates. It also makes sense if you’re planning to move to a new, incompatible operating system, or if you regularly need newer tools and features not available in older versions.
Businesses, in particular, can benefit from the efficiency and productivity gains that come with upgrading.

Benefits of New Office Versions and Risks of Outdated Software

Using an outdated Office version carries several risks, while new versions offer a range of advantages that can significantly improve your daily workflows:

Security Features: Without regular updates, the risk of cyberattacks increases. New Office versions always include the latest security patches to keep your systems protected.
Support and Functionality:
Microsoft eventually discontinues Support for older Office versions, which can lead to difficulties when troubleshooting issues. With newer versions, you continue to benefit from full support and up-to-date functionality — enabling access to the latest features designed to simplify and accelerate your work.
Compatibility: Older Office versions may struggle with new file formats or operating systems used by your partners. Upgrading ensures seamless compatibility with modern systems, applications, and shared documents across clients and collaborators.

Step-by-Step Guide to Upgrading Microsoft Office

Performing an Office upgrade can be complex, depending on your current setup and system. Our step-by-step instructions help you complete the process in a structured, trouble-free way.

Preparing for the Office Upgrade

Before starting the upgrade, make sure to create a full data backup. This protects you from potential data loss in case something goes wrong during the process. Also verify that your operating system meets the technical requirements of the new Office version.

Choosing the Right Office Version

When selecting the right version of Office, it’s essential to consider your organisation’s individual needs and infrastructure. You generally have two options for upgrading:
You can either purchase a one-time Office suite licence, or subscribe to Microsoft 365, which comes with ongoing costs but provides automatic updates.
The advantage of the subscription: you’ll never have to perform manual upgrades again.

Our Tip: By choosing used software, you can save costs on both Office suites and Windows 365 licenses.

Pre-Owned Office Licenses

Windows 365: How to Save Costs

Installing the Office Upgrade

Once you’ve selected the right version, you can begin the installation process.
Ensure your device is connected to a reliable power source and the internet. Follow the installation wizard carefully and have your product key ready.
This step should only take a few minutes to complete.

After the Office Upgrade

Once the upgrade is finished, check that all your settings and files have been transferred correctly.
Test the most important features and adjust any personal configurations if necessary.
It’s also recommended to check for additional system updates to make sure you’re using the latest features and security improvements.

Common Issues During an Office Upgrade

Even with careful preparation, problems can occur during an Office upgrade.
Here are the most frequent issues and how to resolve them:

Installation freezes or fails

If the installation stops at a certain point or is cancelled by the system, it may be due to hardware or operating system incompatibilities.
Always verify that your system meets the minimum requirements. In some cases, running the installation in safe mode can help.

Activation errors after the Office upgrade>

If the product key was entered incorrectly, or if the licence is already activated on another device, the upgrade cannot be validated.
Check your product key carefully and make sure the correct version of the software has been installed.

Avoiding data loss

Performing a full backup before the Office upgrade ensures that important data isn’t lost.
After the upgrade, review all key files and settings to confirm everything has been successfully retained.

Conclusion: What to Keep in Mind When Upgrading Office

An Office upgrade offers many advantages but also requires careful preparation.
Choose the right Office version, back up your data, and thoroughly check your system to avoid potential issues.
When upgrading, pre-owned Office licences can be a smart choice — they are legal, secure, and offer the same full functionality as new licences, but at a significantly lower cost.

Office Upgrade FAQs

How Often Should You Upgrade Microsoft Office?

According to Microsoft, an Office upgrade should be carried out whenever a new version with important features or security updates becomes available — typically every two to three years.
However, older versions can still be used for longer periods depending on your organisation’s individual requirements.
At the latest, you should upgrade once support for your current Office version has been discontinued.