Microsoft 365 vs Google Workspace for your business

When it comes to running a modern and secure business, choosing your set of software tools for peak productivity and collaboration is pretty important!

For most companies, the options often come down to Microsoft 365 vs Google Workspace. These two cloud-based suites offer robust tools, seamless collaboration, and integrated business email solutions. They’re well known for a reason! But how do you choose the right one for your organisation, specifically?

Let’s explore the key differences between Microsoft 365 and Google Workspace to help you make the best decision for your team’s productivity, workflow, and long-term growth.

And if you’re ready to make the switch, we’re also offering a free migration consultation to get you moving with zero stress! 

What are Microsoft 365 and Google Workspace?

Microsoft 365 is Microsoft’s flagship productivity suite. It combines apps like Outlook, Word, Excel, Teams, and OneDrive. It offers a powerful desktop and cloud-based experience, giving users flexibility to work online or offline.

Google Workspace is Google’s cloud-native offering. It includes Gmail, Docs, Sheets, Meet, and Drive. It focuses heavily on real-time collaboration and is known for its intuitive, browser-based design.

Both platforms are designed for businesses of all sizes, but the right choice depends on your organisation’s specific needs. Especially when it comes to business email solutions, collaboration, storage, and security.

1. Business email solutions. Which does it better?

When comparing Microsoft 365 vs Google Workspace, email is often the deciding factor.

• Microsoft 365 uses Outlook. Outlook is a robust desktop and web-based email client that integrates seamlessly with calendar, tasks, and contact management. It’s ideal for teams that prefer traditional email workflows with rich formatting and advanced rules.

• Google Workspace uses Gmail. Gmail is a familiar and user-friendly web-based email system. Its smart features like categorised inboxes, search filters, and tight integration with Google Calendar make it a favourite among startups and tech-savvy teams.

Both platforms offer custom domain support and enterprise-grade reliability. But if you’re migrating from Exchange or rely heavily on Outlook features, Microsoft 365 might feel like a more natural fit.

Still unsure? Our free migration consultation can help you weigh your current email setup against both platforms’ capabilities.

2. Collaboration and communication tools

A major selling point of both platforms is real-time collaboration.

• Google Workspace shines in cloud-native collaboration. Multiple users can edit Docs, Sheets, and Slides simultaneously. Comments, suggestions, and version history are intuitive and fast. Google Meet is also a solid option for video meetings with easy browser access and no need to download software.

• Microsoft 365 offers co-authoring in Word, Excel, and PowerPoint, although the experience is often smoother in the web versions than on desktop. Microsoft Teams is a comprehensive hub for chat, meetings, and file sharing, ideal for larger or more structured organisations.

The choice often hinges on your team’s preferred style of working. Do you favour lightweight, fast collaboration? Then perhaps Google is for you. But if you like structured, feature-rich environments, then Microsoft might be the best pick.

3. Storage and file management

Storage is another crucial factor in the Microsoft 365 vs Google Workspace decision.

• Google Workspace plans generally include 30GB, 2TB, or unlimited storage per user, depending on the tier. Google Drive’s search functionality is powerful, making it easy to find files quickly.

• Microsoft 365 offers 1TB of OneDrive storage per user on most plans, plus additional SharePoint storage for teams. OneDrive integrates tightly with Windows and Office apps, which can make file management feel seamless for Windows users.

If your business relies on storing large files like videos, design files, or large datasets, you’ll want to compare storage limits carefully. Better yet, we can help you determine your exact needs during a free migration consultation!

4. Security and admin controls

Both platforms offer strong security features, including two-factor authentication (2FA), data loss prevention, encryption, and mobile device management.

• Microsoft 365 has an edge with more granular admin controls. Especially for companies needing advanced compliance or identity management. Its integration with Entra ID (formally Azure Active Directory) and security tools like Microsoft Defender for Office 365 makes it ideal for enterprise-level security.

• Google Workspace is pretty up there too, though. With secure-by-default configurations, endpoint management, and seamless integration with Google’s secure cloud infrastructure, it’s a strong contender for businesses that prioritise ease of use without compromising security.

5. Pricing and scalability

Both suites offer tiered pricing structures, making them accessible for businesses of all sizes.

• Microsoft 365 Business plans start from around £4.83/user/month for the web-only version, up to around £17.75/user/month for full desktop apps and advanced security.

• Google Workspace pricing ranges from £5.90/user/month to £18.40/user/month, depending on storage and feature needs.

Ultimately, it’s not just about cost. It’s about value. The best option depends on how your team works, the tools you rely on, and how much support you’ll need during and after setup.

So… Microsoft 365 or Google Workspace?

The decision between Microsoft 365 vs Google Workspace comes down to three main factors.

1. Your team’s working style. If your staff are already comfortable with Outlook and Office apps, Microsoft 365 offers a smoother experience. If you’re cloud-native and prefer simplicity and real-time collaboration, Google Workspace might be better.
2. Your IT infrastructure. Businesses already using Microsoft services like on-premise Exchange, Windows computers and servers will find integration easier with Microsoft 365.
3. Your future plans. Are you planning to scale securely? Do you need robust compliance support? Let these goals guide your choice.

Ready to migrate?

Making the switch from one platform to another can feel daunting. But it doesn’t have to be, because your friendly, neighbourhood IT company is here to help! (That’s us, by the way) Whether you’re moving from Google to Microsoft or vice versa, we’re here to help.

Got a question? We can answer it. Click here to get in touch.