Microsoft 365 and Google Workspace are two popular productivity and collaboration suites for businesses. In the past, Microsoft Office dominated this category, but in recent years, both Microsoft 365 and Google Workspace have expanded their functionalities to include cloud services and advanced collaborative capabilities. Today, most businesses choose between these two platforms for their office, productivity, and collaboration needs. 

In this guide, we will compare Microsoft 365 and Google Workspace across six categories: cybersecurity and support, productivity and collaboration, cloud storage, ease of use, administration, and pricing. Our goal is to help you make an informed decision about which platform is best for your business. Once you’ve made your choice, we can assist you in setting up the platform, establishing governance and policy, and training your team on how to use the tools. 

Understanding Microsoft 365 and Google Workspace

Microsoft 365 is the evolution of Office and Office 365, including familiar Office apps like Microsoft Word, Excel, Outlook, PowerPoint, OneDrive, and Exchange. It also incorporates newer tools like Teams, a collaborative tool similar to Slack and Office, and SharePoint, along with additional smaller tools. 

On the other hand, Google Workspace is the evolution of G Suite and is Google’s cloud-based rival to Microsoft 365/Office. It includes parallel products for core Office apps, such as Docs, Sheets, Slides, Keep, Drive, and Calendar, along with Meet and Sites to rival Teams and SharePoint. 

Both platforms offer similar capabilities, but with slight differences in user experience and app functionality. Google’s apps are more lightweight and streamlined, while Microsoft’s offer deeper functionality and formatting with a busier interface. 

Notably, Google’s suite is predominantly cloud-based with no desktop apps for Docs, Sheets, Slides, or Gmail. In contrast, Microsoft has built out a robust cloud-based experience while still offering local operations with desktop and mobile apps. 

Cybersecurity and Support Differences

Both platforms are developed and maintained by industry giants, ensuring robust cybersecurity protection. Key offerings from both companies include enterprise-grade encryption, cloud security, data loss prevention, 2FA, spam and malware prevention tools, and a 99.9% uptime guarantee. 

However, there are important distinctions to note. 

Microsoft 365 

Microsoft 365 provides 24-hour support for all plans and offers robust support for multi-factor authentication. Additionally, advanced security packages such as Microsoft Defender for Business and Cyberthreat protection are available with the higher-tier Microsoft 365 Business Premium. 

Google Workspace 

Google adopts a tiered approach to security features, offering standard security and management controls at Business Starter and Business Standard, while Business Plus includes enhanced security, such as Vault and advanced endpoint management. It’s important to note that Google’s support, unlike Microsoft’s, is not 24/7 across all account types and requires an upgrade for enhanced support. 

Productivity and Collaboration Differences

Both office suites offer an array of productivity and collaboration tools. While similarities exist, both companies innovate new features that often mirror each other. 

Both Microsoft 365 and Google Workspace allow for live co-authoring and editing of documents across major productivity apps. Google’s version of this technology is simpler and more stable, although when properly configured, Microsoft 365 environments will operate seamlessly. 

Microsoft 365 

Microsoft 365 offers a wide range of productivity and collaboration apps that are available on desktop, mobile, and web platforms. While some smaller and less popular apps may not be available across all platforms, Microsoft generally provides a version for each type of device. Microsoft 365’s extensive app availability and its seamless integration with Windows, OneDrive, and network infrastructure create a tightly knit ecosystem. Users can easily share a file in Teams, open it in Word, and send it as an email without the need to switch between different browser tabs. This level of integration is not as seamless in Google Workspace due to its heavy reliance on the browser. 

On the collaboration and communication front, Microsoft offers a variety of tools, including the powerful Microsoft Teams and other applications with more specific uses, such as Yammer. Additionally, there’s the desktop-class Outlook, which is widely considered the standard in standalone email applications. 

Google Workspace 

Google’s productivity and collaboration apps primarily run in the browser or through dedicated mobile apps, resulting in lightweight and streamlined experiences. However, using multiple Google apps in browser tabs may not provide the same experience as having multiple Microsoft apps open concurrently on the desktop. 

In terms of communication tools, Google offers several options, including Meet as an alternative to Teams for video conferencing. While Meet serves its purpose as a videoconferencing tool, it does not match the capabilities of Microsoft Teams. 

Instead of providing an alternative to Outlook, Google expects users to utilize Gmail in the browser. While some users may appreciate the familiarity of the Gmail interface, many business users prefer the desktop-class experience offered by Outlook. 

Cloud Storage

Both Microsoft 365 and Google Workspace are cloud-centric and provide cloud storage for all users, with differences in the storage capacities offered by their plans. Both platforms offer cloud redundancy, ensuring that files are constantly synced to the cloud. In the event of a primary cloud server failure, redundancy ensures continued access to files 

Microsoft 365 

All Microsoft 365 business plans include 1 TB of OneDrive storage per user, along with file syncing, secure sharing, permission-based email, and access or guest links for external recipients. 

Google Workspace 

Google’s three tiers offer varying storage capacities per user, with the Starter plan providing 30 GB, and the higher tiers offering 2 TB and 5 TB respectively. Notably, the Starter plan omits shared drives for team collaboration and target audience sharing, which are included in the pricier plans. 

In conclusion, Microsoft 365 provides a more nuanced cloud storage and sharing solution with a wider range of options. However, Google Workspace’s storage capabilities are sufficient for most businesses. 

Ease of use

When it comes to actual use, the two platforms present striking contrasts. It’s not just a matter of one being substantially easier than the other to learn and use; rather, the experience of using each is quite distinct. 

Microsoft 365 

Microsoft holds a dominant position, with the vast majority of office workers already well-versed in its products and interfaces. Those who are not already acquainted with it will inevitably need to hop on board. For new users, Microsoft may initially present a slightly steeper learning curve due to its more robust apps. However, Microsoft has abundant opportunities for improvement, especially in its collaborative tools for network-based documents. 

Google Workspace 

Google’s tools are characterized by their seamless and intuitive nature. Nevertheless, transitioning from Microsoft’s products can present challenges, as certain functions are missing or not as readily accessible. While Google’s collaborative features are truly outstanding, its file organization may pose a notable challenge for some users to grasp and acclimate to. 

In conclusion, Microsoft 365 is the superior choice for businesses in search of a familiar, traditional file structure, while Google Workspace is better suited for those who align with Google’s preferred methods of operation. 

Administration Differences

It’s important to select a suite of tools that enables your teams to be successful in their work. However, businesses also need an appropriate level of administrative control. 

Microsoft 365  

Microsoft takes a different approach compared to Google Workspace regarding administration. Microsoft 365, building on its legacy of developing software for businesses, offers robust administrative controls. Administrators can set password policies, configure file access control, gather feedback from employees and customers, and more. Additionally, Business Premium customers gain even more advanced administrative abilities, such as remotely wiping lost or stolen devices, setting limits on the transfer of company information, information rights management, automatic app deployment through mobile device management, and policy management. These controls are beneficial for mature businesses with complex office environments and are not available within Google Workspace. 

Google Workspace 

On the other hand, Google Workspace offers a streamlined experience with limited administrative control. While you can set up file sharing permissions on a team basis, customize employees’ experiences by adding your business logo and providing premade templates, and turn specific apps off, the administrative controls are not as extensive as those in Microsoft 365. 

Pricing

The general pricing information for both productivity suites is as follows: 

Microsoft 365 

Microsoft 365 has streamlined its business pricing structure, offering just four plans with annual subscription, auto-renew basis: 

• Microsoft 365 Business Basic: $6 per user per month 
• Microsoft 365 Apps for business: $8.25 per user per month 
• Microsoft 365 Business Standard: $12.50 per user per month 
• Microsoft 365 Business Premium: $22.00 per user per month 

The two lowest tiers are quite limiting, with Business Basic including web and mobile apps but not desktop apps. Apps for business includes desktop apps but not email hosting and custom domains. Established businesses will likely choose between Business Standard and Business Premium, based on their large file and advanced threat protection needs. 

Google Workspace 

Google offers simpler pricing tiers: 

• Business Starter: $6 per user per month 
• Business Standard: $12 per user per month 
• Business Plus: $18 per user per month 

All Google plans provide custom email and domain, and access to all Workspace apps. The major differences are in cloud storage per user, security and management controls, and quality of voice and video conferencing. 

Recommendation 

We strongly recommend Microsoft 365 for most customers, specifically the Business Premium or Business Standard plan. According to our analysis, Microsoft 365 outperforms Google Workspace in nearly every important category. Where Google Workspace has an edge, Microsoft 365 remains competitive. With the support of a managed IT services provider like us, we can help you navigate any challenges or issues you may encounter. 

If you have any questions about which productivity and collaboration suite is right for you, or need assistance with any other aspect of IT in your business, feel free to reach out to us.