MS-900 Describe Microsoft 365 apps and services Practice Question
A marketing team needs to create a professional-looking newsletter that includes embedded videos, images, and links to documents. The newsletter should be viewable on any device and allow team members to collaborate on the content. Which Microsoft 365 app is best suited for this purpose?
⚠ Common exam trap
Watch out — candidates often confuse Sway with Word Online or Publisher because they associate newsletters with traditional document creation, but Sway is the only Microsoft 365 app that combines rich media embedding, responsive web output, and real-time collaboration in a single tool.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Sway
Sway is the correct choice because it is specifically designed for creating interactive, web-based reports and newsletters that can embed videos, images, and links to documents. It provides responsive design that automatically adapts to any device, and it supports real-time collaboration through sharing a link, allowing team members to co-author content.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Word Online
Why it's wrong here
Word Online is a web-based word processor that focuses on document creation and co-authoring. It lacks the specialized layout templates, interactive elements, and responsive design capabilities needed for a modern newsletter. While you can embed images and links, the output is essentially a static document meant for printing or viewing as a page, not an interactive web experience optimized for mobile devices. Real-time collaboration exists, but the format constrains visual polish and multimedia integration compared to dedicated tools.
- ✓
Sway
Why this is correct
Sway is Microsoft's digital storytelling app designed specifically for creating visually engaging, interactive newsletters that automatically adapt to any screen size. Its card-based canvas lets users mix text, images, videos, and embed content from social media or the web, with a built-in design engine that applies consistent styling. Sway supports real-time collaboration and sharing via a unique URL, making it ideal for a marketing team that needs a professional-looking, device-friendly newsletter without requiring coding or design expertise. Unlike static documents, Sway's responsive layout and interactive elements (e.g., clickable slideshows, embedded media) differentiate it as the right choice.
- ✗
Publisher
Why it's wrong here
Publisher is a desktop publishing application intended for print media such as brochures, flyers, and posters. It offers precise layout controls and high-resolution output, but it is not designed for digital distribution or responsive web viewing. Newsletters created in Publisher are typically exported as PDFs or printed, which does not provide the interactive, multi-device experience needed. Additionally, Publisher lacks real-time co-authoring capabilities, hindering collaborative editing across a marketing team unless files are shared and managed carefully.
- ✗
OneNote
Why it's wrong here
OneNote is a digital notebook application optimized for capturing and organizing notes, ideas, and research from multiple sources. While it supports rich text, images, and even audio/video clips, its purpose is personal knowledge management rather than creating polished, shareable newsletters. Content in OneNote is stored in section/notebook hierarchy, not as a standalone newsletter that can be presented professionally with brand styling or distributed as a single link. It lacks the design templates, presentation modes, and marketing-specific features required for a professional newsletter.
Go deeper
Related to this question
Learn chapter
Microsoft 365 Usage Reports and Analytics
Key term
Collaboration
Collaboration in Microsoft 365 refers to the integrated tools and services that enable people to work together in real time, share information, and coordinate tasks from anywhere.
Key term
Microsoft 365
Microsoft 365 is a subscription-based cloud service from Microsoft that combines productivity tools like Office apps with security, device management, and online storage.
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