Google Workspace vs Microsoft 365 — which is best? It is a question that many businesses have much trouble answering.
Microsoft 365 and Google Workspace are arguably the most famous and widely used suites for business productivity. Google and Microsoft aim to provide a complete package of cloud-based services and applications for more convenient collaboration and communication through these solutions.
Google Workspace and Microsoft are both reliable and powerful and offer many benefits. So, it can be tough to decide which one is the best fit and suitable for your business. Therefore, in this post, we will put the two productivity suites head-to-head in a detailed and thorough comparison to help you decide which one is the best fit for your business.
We will also explore the pros & cons of every product and explain why — and when — you may want to use one over the other.
Key Takeaways
Google Workspace combines well-known Google tools with advanced collaboration features, making teamwork efficient and seamless across various devices.
Microsoft 365 offers a comprehensive suite of productivity apps, superior security, and offline capabilities, making it suitable for complex tasks and robust enterprise needs.
Cloud Storage: Google Workspace uses Google Drive, offering plans with up to unlimited storage, while Microsoft 365 utilizes OneDrive with up to 5TB per user in higher-tier plans.
Productivity Apps: Google Workspace focuses on simplicity and real-time collaboration, whereas Microsoft 365 provides feature-rich apps like Word and Excel for detailed and sophisticated tasks.
Collaboration: Google Workspace excels in intuitive real-time collaboration, whereas Microsoft 365, though powerful, requires more setup for optimal collaboration through Microsoft Teams.
Communication: Google Meet offers straightforward video conferencing, while Microsoft Teams provides a comprehensive platform for chat, video, and collaboration.
Email: Gmail is user-friendly with AI-driven features, while Outlook offers advanced email management tools and deeper integration with other Microsoft 365 apps.
Pricing and Plans: Both Google Workspace and Microsoft 365 offer tiered plans catering to different business needs, with Google focusing on cloud-based collaboration and Microsoft offering more advanced features and security.
Security and Support: Both platforms provide robust security measures and 24/7 support, with Microsoft 365 offering superior admin security and mobile administration tools.
Integration: Google Workspace and Microsoft 365 support extensive third-party integrations, enhancing functionality and productivity for users.
Data Recovery: Both Google Workspace and Microsoft 365 offer reliable data recovery tools, with Microsoft providing advanced features through SharePoint.
Suitability: Google Workspace is ideal for small to medium businesses prioritizing cloud collaboration, while Microsoft 365 suits larger enterprises needing advanced security and desktop integration.
What is Google Workspace?
Google Workspace, formerly known as G-Suite, is the productivity suite of Google. It brings all the known Google tools together, including Docs, Meet, Slides, Sites, Google Sheets, Forms, Drive, Currents, Forms, Gmail, Keep, and Calendar.
Its outstanding collaboration tools between teammates and desktop apps set Google Workspace apart from G-Suite. Google Workspace plans also help you do more with all your colleagues by running and opening even a few tasks.
Google Workspace users get more control and features to secure data and documents. Its advanced features and programs make the teams faster and more collaborative. Some common apps or products are Gmail, Google Drive, Google Forms, Google Chat, Google Cloud Search, and others.
Such apps work in a way that they provide a consistent experience across devices, provide AI-powered productivity and insights, preserve business data with Google Vault, collaborate in real-time, and store and share unlimited files via Google Drive.
What is Microsoft Office 365?
Microsoft 365 is a hosted, online version of Microsoft Software. Business employees and owners are familiar with the core productivity tools of Microsoft 365 suite like Microsoft Word, Excel, and PowerPoint.
In addition, Microsoft 365 provides SaaS (Software as a Service) versions of standalone applications for on-premises usage. As we said before, Microsoft offers a vast range of functionality and features — more advanced compared to Google Workspace.
And yes, while these superb services are proven, we leave it to the business owners to decide if these exceptional functionalities hinder or enhance their experience.
Microsoft 365 blends best-in-class performance apps with efficient cloud services, device management, and sophisticated security in a single, integrated experience.
Along with access to other applications such as OneDrive, Microsoft 365 includes special upgrades to its classic Workplace tools. You may access the premium editions of Word, Excel, and PowerPoint even with a free Microsoft 365 personal strategy.
Google Workspace vs Microsoft 365: Similarities & Differences
Cloud Storage
Google Workspace relies on Google Drive for its primary storage solution, offering seamless integration with other Google apps. The files are stored on the cloud by default, but users can also store them locally if needed.
Google Drive is known for its excellent search capabilities, leveraging Google’s powerful search tools. Storage options include various plans, ranging from 30GB in the Starter plan to 2TB or 5TB in the Business plan, and unlimited storage in the Enterprise plan.
Microsoft 365 utilizes OneDrive for Business and SharePoint for storage needs. Files can be stored both on the cloud and on devices, with the option to keep specific files cloud-only. OneDrive’s Files on Demand feature allows selective syncing of files. Microsoft 365 offers different storage capacities, with most plans including 1TB per user, and higher-tier plans offering 5TB per user.
| Feature | Google Workspace | Microsoft 365 |
| Primary Storage | Google Drive | OneDrive for Business, SharePoint |
| Default Storage Mode | Cloud-based | Local and Cloud |
| Storage Plans | 30GB, 2TB, 5TB, Unlimited | 1 TB, 5TB |
| Offline Access | Managed by admin tools | OneDrive files on demand |
| Search Capabilities | Advanced Google Search | Basic search |
Productivity Apps
Google Workspace includes Google Docs, Google Sheets, and Google Slides as its main productivity apps. These applications are known for their simplicity and ease of use, making them excellent for real-time collaboration and sharing. The focus is on providing a straightforward user experience that facilitates quick and efficient work.
Microsoft 365 offers Word, Excel, and PowerPoint as its primary productivity apps. These applications are feature-rich with advanced capabilities, making them suitable for complex document creation and data analysis. Although they have a more complex interface compared to Google Workspace apps, they provide powerful tools for detailed and sophisticated tasks.
| Feature | Google Workspace | Microsoft 365 |
| Document Creation | Google Docs | Microsoft Word |
| Spreadsheet Management | Google Sheets | Microsoft Excel |
| Presentations | Google Slides | Microsoft PowerPoint |
| Ease of Use | Simpler Interface | More complex, feature-rich |
| Collaboration | Integrated real-time collaboration | Real-time collaboration available |
Real-Time Collaboration
Google Workspace excels in real-time collaboration with built-in tools that allow live editing and seamless sharing. The collaboration features are intuitive and require minimal setup, making it easy for teams to work together simultaneously on documents.
In Microsoft 365, collaboration features are available but often require more configuration. Integration with Microsoft Teams enhances the collaboration experience, but the overall process is not as intuitive as in Google Workspace.
We recommend getting professional help from a managed IT services provider in Milton like Wingman Solutions to get you set up successfully on Microsoft Teams. Despite this, Microsoft 365 provides powerful collaboration tools that, once set up, can be very effective.
| Feature | Google Workspace | Microsoft 365 |
| Real-Time Editing | Seamless and intuitive | Available |
| Collaboration Setup | Minimal setup required | Requires more configuration |
| Integration | Directly integrated into all apps | Integrated via Teams and SharePoint |
Google Meet vs Microsoft Teams
Google Meet is designed for simple and effective video conferencing. It integrates well with Google Calendar, making scheduling meetings straightforward. While it provides essential videoconferencing tools, it lacks some of the more advanced features found in other platforms.
Additionally, Google Meet may not offer deep integration with other Google Workspace apps beyond basic calendar integration, limiting its versatility compared to Microsoft Teams.
Microsoft Teams is a comprehensive communication platform that includes chat, video, and collaboration tools. It offers robust features for group chat, file sharing, and custom workspaces, along with deep integration with other Microsoft apps. This makes Teams a more powerful and versatile option for enterprise-wide communication.
| Feature | Google Meet | Microsoft Teams |
| Video Conferencing | Simple and effective | Comprehensive and feature-rich |
| Integration | Google Calendar | Full Microsoft 365 integration |
| Additional Features | Basic videoconferencing tools | Group chat, file sharing, custom workspaces |
Gmail vs Outlook
Gmail is known for its clean, user-friendly interface, which simplifies email management. It includes AI-driven features such as predictive text and nudge reminders, which help users manage their emails efficiently. Gmail’s integration with Google Contacts and Calendar enhances its usability.
Outlook, on the other hand, is feature-rich with advanced email management tools. It offers functionalities like Focused Inbox and Clean Up, which streamline email organization. Outlook’s calendar and contact functions are integrated within the app, providing a cohesive user experience. While more complex, Outlook’s powerful features make it a strong choice for users needing comprehensive email management.
| Feature | Gmail | Outlook |
| Interface | Clean and intuitive | Complex but powerful |
| AI Features | Predictive text, nudge reminders | Focused Inbox, Clean Up |
| Integration | Google Contacts and Calendar | Built-in calendar and contacts |
Appointment Booking
Google Workspace utilizes Google Calendar for appointment scheduling, which allows users to easily schedule and share appointments. The interface is simple, making it accessible for users to manage their schedules effectively.
Microsoft 365 offers Outlook Calendar and additional tools like Microsoft Bookings for advanced scheduling needs. These tools provide more sophisticated options for managing appointments, making them suitable for businesses requiring detailed scheduling capabilities.
| Feature | Google Workspace | Microsoft 365 |
| Appointment Scheduling | Google Calendar | Outlook Calendar, Microsoft Bookings |
| Ease of Use | Simple scheduling | Advanced scheduling options |
Webinar Features
Google Meet supports basic webinar functions, providing essential tools for hosting online meetings and presentations. However, it lacks some advanced webinar features that may be necessary for larger or more interactive events. For instance, Google Meet may not offer support for hosting large numbers of participants or interactive features like polls and Q&A sessions, which are commonly found in professional webinar platforms.
Microsoft Teams offers robust webinar capabilities, including the ability to host large numbers of participants and interactive features such as polls and Q&A sessions. Teams’ comprehensive set of tools makes it a strong option for hosting professional webinars and large-scale online events.
| Feature | Google Workspace | Microsoft 365 |
| Webinar Capability | Basic through Google Meet | Advanced through Microsoft Teams |
| Participant Limits | Limited participants per plan. | Higher number of participants per plan |
| Interactive Features | Basic | Comprehensive |
Third-Party Integration
Google Workspace has strong integration with a wide range of third-party apps available through the Google Workspace Marketplace. This makes it easy for users to extend the functionality of their workspace with additional tools and services.
Microsoft 365 supports extensive integration with enterprise software and services through Microsoft AppSource. This includes popular business tools like Salesforce, SharePoint, and Microsoft Forms, providing robust options for businesses to integrate their workflows seamlessly.
| Feature | Google Workspace | Microsoft 365 |
| Third-Party Integration | Wide range through Marketplace | Extensive through AppSource |
| Popular Integrations | Salesforce, Shopify, Hubspot | Salesforce, SharePoint, and others. |
Security & Support
Google Workspace offers enterprise-grade security with a centralized management system for administrators. It provides 24/7 support for administrators via phone, email, and chat, ensuring help is always available when needed.
Microsoft 365 also provides strong security features, with superior admin account security and comprehensive mobile administration tools. It offers extensive support options, including 24/7 support for administrators, frequent updates, and a wide range of resources for troubleshooting and training.
| Feature | Google Workspace | Microsoft 365 |
| Security | Enterprise-grade | Strong admin security |
| Support | 24/7 for admins | 24/7 for admins |
| Management Tools | Centralized security center | Simplified admin interface |
Data Recovery
Google Workspace includes built-in recovery tools for documents and data, allowing administrators to manage offline access and recovery policies effectively. These tools ensure that data can be restored in case of accidental deletion or other issues.
Microsoft 365 provides robust data recovery options through OneDrive and SharePoint. Advanced features within SharePoint enhance document management and recovery, making it a strong choice for businesses that require reliable data recovery solutions.
| Feature | Google Workspace | Microsoft 365 |
| Data Recovery Tools | Built-in tools | Robust through OneDrive and SharePoint |
| Admin Management | Offline access policies | Advanced document management |
Google Workspace vs Microsoft 365: Plans
Microsoft 365 Business Basic
Microsoft 365 Business Basic is the entry-level plan. It includes essential services such as web and mobile versions of Microsoft apps (Word, Excel, PowerPoint), 1 TB of OneDrive storage per user, and business email via Outlook with a 50 GB mailbox.
Additionally, it provides access to Microsoft Teams for chat, video calls, and meetings, and SharePoint for collaboration and document sharing.
However, this plan does not include the desktop versions of Office applications, making it more suitable for businesses that primarily work online.
This plan is best for
Ideal for businesses needing simple remote solutions.
Includes business email, 1TB of OneDrive storage, and web/mobile versions of Word, Excel, and PowerPoint.
Desktop versions of Office apps are not included.
Microsoft 365 Business Standard
Microsoft 365 Business Standard offers more comprehensive features than the Basic plan.
It includes all the services in Business Basic, plus the desktop versions of Office apps. Microsoft users can install the full versions of Word, Excel, PowerPoint, and Outlook on up to five devices per user.
The plan also provides additional services like Microsoft Bookings for scheduling appointments and advanced email features. This plan is ideal for businesses that require the full suite of Office applications for both online and offline work.
This plan is best for
Suited for complete remote and collaboration tools.
Combines Business Basic with premium office apps, including desktop versions.
Microsoft 365 Business Premium
Microsoft 365 Business Premium is the top-tier business plan. It includes all features from the Business Standard plan, plus advanced security and device management tools.
Users benefit from Microsoft Intune for mobile device management, Azure Information Protection for data loss prevention, and advanced threat protection for safeguarding against cyber threats.
This plan is designed for businesses that need extensive security features and comprehensive device management capabilities.
This plan is best for
Suitable for organizations needing advanced threat protection and remote work solutions.
Includes everything in Business Standard plus advanced security and management services.
| Feature | Business Basic | Business Standard | Business Premium |
| Web and Mobile Office Apps | Yes | Yes | Yes |
| Desktop Office Apps | No | Yes | Yes |
| OneDrive Storage | 1 TB | 1 TB | 1 TB |
| Business Email | 50 GB | 50 GB | 50 GB |
| Microsoft Teams | Yes | Yes | Yes |
| SharePoint | Yes | Yes | Yes |
| Advanced Email Features | No | Yes | Yes |
| Microsoft Bookings | No | Yes | Yes |
| Advanced Security and Device Management | No | No | Yes (Intune, Azure Data Protection) |
Google Workspace Business Starter
Google Workspace Business Starter includes essential tools such as Gmail for business email, Google Drive with 30 GB of cloud storage per user, Google Docs, Sheets, and Slides for document creation and collaboration, and Google Meet for video conferencing.
The plan also provides access to Google Calendar, Chat, and Keep. This plan is ideal for small businesses and startups that require basic productivity and collaboration tools.
This plan is best for
Ideal for small businesses or startups.
Includes 30GB of cloud storage per user.
Does not include shared drives, AppSheet, Cloud Search, or Vault.
Google Workspace Business Standard
Google Workspace Business Standard offers more robust features compared to the Business Starter plan. It includes all the services in Business Starter, but with increased storage of 2 TB per user and enhanced collaboration tools.
Users get advanced features in Google Meet, such as the ability to record meetings and have up to 150 participants.
This plan is best for
Growing businesses that need more storage and advanced collaboration features.
Offers 2TB of cloud storage per user.
Supports video meetings for up to 150 participants (with recording).
Does not include Vault for data retention and eDiscovery.
Google Workspace Business Plus
Google Workspace Business Plus includes all features from the Business Standard plan, plus additional benefits. It offers 5 TB of storage per user and advanced security and management features such as enhanced Google Vault for eDiscovery, and advanced endpoint management.
The plan also includes additional Google Meet features, allowing up to 250 participants and in-domain live streaming.
This plan is best for
This plan is designed for businesses with higher storage needs and those requiring advanced security features.
Provides more storage capacity and enhanced security.
Features online meetings for up to 250 participants, attendance tracking, and Cloud Search.
Enhanced security and management controls, including Vault and advanced endpoint management.
Google Workspace Enterprise
Google Workspace Enterprise offers customized pricing based on the specific needs of a business. This plan includes all features from the Business Plus plan, with unlimited storage and advanced enterprise-level security, compliance, and management tools.
Users benefit from advanced data loss prevention, enterprise-grade access controls, and enhanced analytics and reporting tools.
This plan is best for
This plan is tailored for large organizations that need extensive storage, security, and administrative capabilities.
Premium plan with unlimited cloud storage.
Includes all Business Plus features and advanced capabilities.
Custom pricing is available by contacting Google’s sales team.
| Feature | Business Starter | Business Standard | Business Plus | Enterprise |
| Business Email | Yes | Yes | Yes | Yes |
| Cloud Storage | 30 GB | 2 TB | 5 TB | Unlimited |
| Google Docs, Sheets, Slides | Yes | Yes | Yes | Yes |
| Google Meet Participants | Up to 100 | Up to 150 | Up to 250 | Custom |
| Meeting Recording | No | Yes | Yes | Yes |
| Advanced Endpoint Management | No | No | Yes | Yes |
| Google Vault | No | No | Yes | Yes |
| In-Domain Live Streaming | No | No | Yes | Yes |
| Advanced Security and Compliance | No | No | Yes | Yes |
Benefits of Microsoft 365 vs Google Workspace for Your Business
Microsoft 365 Benefits for Small Businesses
Massive Storage
Microsoft 365 provides generous storage space, especially for small businesses, with plans offering up to 1TB or 5TB per user depending on the subscription tier. This ensures that businesses have enough room to store their files, documents, and other essential data securely in the cloud using OneDrive for Business.
More Apps
With Microsoft 365, small businesses gain access to a comprehensive suite of productivity apps beyond the core Office 365 applications like Word, Excel, and PowerPoint. They can leverage apps such as Microsoft Teams for communication and collaboration, SharePoint for document management and intranet capabilities, and OneNote for note-taking and organization, among others.
Offline Apps
One of the advantages of Microsoft 365 is the availability of desktop versions of its applications, allowing users to work offline when an internet connection is not available. This ensures continuity and productivity even in environments with unreliable internet connectivity, which can be particularly beneficial for small businesses operating in remote or offline settings.
Value-Packed Plans
Microsoft 365 offers various subscription plans tailored to the needs and budgets of small businesses. These plans typically bundle a range of features and services, including access to desktop and mobile apps, cloud storage, advanced security features, and responsive technical support, providing excellent value for money.
Advanced Automated Workflows
Microsoft 365 empowers small businesses to streamline their workflows and automate repetitive tasks using tools like Power Automate (formerly Microsoft Flow). With Power Automate, businesses can create custom workflows that integrate with their favorite apps and services, automating processes and improving efficiency.
Advanced Formatting, Layout, and Design Features
Microsoft 365 applications offer advanced formatting, layout, and design capabilities, allowing small businesses to create professional-looking documents, presentations, and spreadsheets. Features like SmartArt, Styles, and Themes enable users to enhance the visual appeal and effectiveness of their content.
Advanced Data Tools
Small businesses can benefit from Microsoft 365’s advanced data analysis and visualization tools, such as Excel’s Power Query, Power Pivot, and Power BI. These tools enable users to analyze large datasets, uncover insights, and create interactive dashboards and reports, empowering data-driven decision-making and business intelligence.
Google Workspace Benefits for Small Businesses
Beginner Friendly Apps
Google Workspace provides user-friendly and intuitive productivity apps such as Google Docs, Sheets, and Slides, which are designed to be accessible to users of all skill levels. The simple and straightforward interface of these apps makes them easy to navigate and use, allowing small businesses to quickly adapt and leverage the tools without a steep learning curve.
Low-Cost Starter Plan
Google Workspace offers a cost-effective starter plan, known as Business Starter, which provides essential features such as custom email addresses, video conferencing, and cloud storage at an affordable price point. This makes it an ideal choice for small businesses looking to minimize expenses while still accessing essential productivity tools.
Better Collaboration
Collaboration is at the core of Google Workspace, with features such as real-time co-authoring, comments, and version history allowing team members to work together seamlessly on documents, spreadsheets, and presentations.
Google Drive serves as a centralized hub for storing and sharing files, enabling efficient collaboration across teams regardless of location.
No-Code App Builder
With Google Workspace, small businesses can leverage AppSheet, a no-code application development platform, to create custom business applications without the need for coding expertise.
This empowers businesses to streamline workflows, automate processes, and address specific business needs through tailored applications.
Auto-Save Your Work
Google Workspace applications automatically save users’ work as they progress, minimizing the risk of data loss due to unexpected interruptions or system failures.
This auto-save feature ensures that changes made to documents, spreadsheets, and presentations are continuously saved to the cloud, providing peace of mind for small businesses.
Auto-Sync Offline Work
Google Workspace offers seamless offline functionality, allowing users to access and edit their documents, spreadsheets, and presentations, even without an internet connection.
Any changes made offline are automatically synced to the cloud once an internet connection is reestablished, ensuring continuity and collaboration regardless of connectivity challenges.
Auto-Language Translation
Google Workspace incorporates built-in language translation capabilities, enabling users to translate documents, emails, and other content into different languages with ease.
This feature facilitates communication and collaboration with partners, clients, and customers worldwide, overcoming language barriers and fostering global collaboration.
Send and Receive Money via Gmail
Google Pay allows you to send and receive money via Gmail. To use this feature, you need to set up Google Pay by adding a debit card to your account. When sending money, simply compose an email in Gmail, click the attachment icon, and choose “Send money” or “Request money” to enter the amount and complete the transaction.
Recipients will get an email notification and can claim the money by setting up Google Pay if they haven’t already. The funds are transferred to their default payment method automatically. This service is integrated into Gmail, offering a convenient way to handle small transactions without leaving your inbox.
Who Should Use Google Workspace vs Microsoft 365?
Who Should Use Google Workspace
Google Workspace is well-suited for businesses that prioritize seamless collaboration and user-friendly cloud-based solutions. Small to medium-sized businesses (SMBs) in Mississauga that require real-time collaboration, easy access to files from any device, and simplicity in their productivity suite may benefit from Google Workspace.
It’s particularly appealing for businesses with remote or distributed teams that rely heavily on cloud-based collaboration tools like Google Docs, Sheets, and Slides. Additionally, businesses looking for a low-cost solution with flexible pricing plans and a strong focus on collaboration should consider Google Workspace.
Who Should Use Microsoft 365
On the other hand, Microsoft 365 is ideal for businesses that prioritize advanced features, extensive integration with desktop applications, and comprehensive security and compliance capabilities.
Larger enterprises or businesses in regulated industries in Mississauga may find Microsoft 365 more suitable due to its robust security features, advanced data protection, and integration with traditional desktop applications like Microsoft Word, Excel, and PowerPoint. Moreover, businesses that heavily rely on Microsoft Teams for internal communication and collaboration may find Microsoft 365 a better fit.
Ultimately, the choice between Google Workspace and Microsoft 365 depends on the specific needs, preferences, and priorities of the business in Mississauga. A thorough assessment of requirements, user preferences, and budget constraints can help determine the most suitable productivity suite for each business.
Google vs Microsoft Plans: Can They Work Together?
While Google Workspace and Microsoft 365 are competing productivity suites, it is possible for businesses in Mississauga to integrate elements of both platforms depending on their needs. However, seamless integration between the two suites may be challenging due to differences in file formats, collaboration tools, and workflows.
Integrating Google Workspace and Microsoft 365 requires careful planning, configuration, and potentially third-party tools or services to facilitate smooth data exchange and collaboration between the two platforms.
Ultimately, it is recommended to decide between one of the productivity tools and stick to the choice you make. Merging both can create file management issues and cause confusion and overcomplicated processes.
Summing Up: Google Workspace vs Microsoft 365
In summary, the choice between Google Workspace and Microsoft 365 boils down to the unique requirements and preferences of each business in Mississauga.
Google Workspace offers a user-friendly, cloud-centric approach to collaboration, while Microsoft 365 provides advanced features, integration with desktop applications, and robust security capabilities.
Businesses that prioritize simplicity, cloud-based collaboration, and cost-effectiveness may lean towards Google Workspace. Conversely, businesses that require advanced features, extensive integration with desktop applications, and robust security may opt for Microsoft 365.
Ultimately, businesses in Mississauga should assess their specific needs, evaluate the features and capabilities of each platform, and consider factors such as budget, scalability, and user experience before making a decision.
Wingman Solutions can be your trusted IT partner for Google Workspace consulting and support. We are ready to guide your business to implement the chosen solution, whether Google Workspace or Microsoft 365, and provide ongoing support to maximize productivity and efficiency.
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