Choosing the Right Productivity Suite for Your Business: Microsoft 365 vs. Google Workspace

Introduction:

In today’s digital age, having a robust productivity and collaboration suite is essential for businesses of all sizes. With the evolution of office suites into comprehensive cloud-based platforms, choosing between Microsoft 365 and Google Workspace has become a crucial decision for organizations worldwide. In this guide, we’ll explore the key differences between these two industry-leading solutions to help you make an informed decision for your business needs.

Understanding Microsoft 365 and Google Workspace: Microsoft 365 represents the evolution of the traditional Office suite, offering familiar tools like Word, Excel, Outlook, PowerPoint, along with newer additions such as Teams and SharePoint. On the other hand, Google Workspace, formerly known as G Suite, provides a cloud-first approach with tools like Docs, Sheets, Slides, and Meet. While both platforms offer similar functionalities, they differ in terms of depth of features and ease of use.

In this guide, we’ll walk you through the biggest differences across six categories:

• Cybersecurity and support
• Productivity and collaboration
• Cloud storage
• Ease of use
• Administration
• Pricing

Ultimately, our goal is to empower you to make an informed decision about which productivity and collaboration environment best suits your business needs. Once you’ve made your choice, we’re fully prepared to assist you every step of the way, from setting up your platform to establishing governance and policies, and educating your team on how to utilize the tools effectively. Don’t hesitate to reach out today to initiate this process.

But for now, let’s start with the fundamentals.

Exploring Microsoft 365 and Google Workspace

Microsoft 365 is the evolution of Office and Office 365, containing the Office apps you know and love like Microsoft Word, Excel, Outlook, PowerPoint, OneDrive, and Exchange. It also contains powerful newer tools like Teams (an impressive collaborative tool that looks something like if Slack and Office had a baby) and SharePoint, and an army of smaller tools that add additional incremental value for some organizations.

 Google Workspace, on the other hand, is the evolution of G Suite and is Google’s attempt at creating a cloud-first rival to Microsoft 365/Office. It contains parallel products for all the core Office apps, including Docs, Sheets, Slides, Keep, Drive, and Calendar. To rival Teams and SharePoint, Google has Meet and Sites.

 Generally speaking, you can do most of the same things on either platform. But they all work just a little differently, and not every app is equal in quality. Google generally offers more lightweight, streamlined apps, while Microsoft offers deeper functionality and formatting (but a busier interface).

 One major difference: Google’s suite is cloud-first (and mostly cloud-only). There is no desktop Docs app. The same goes for Sheets, Slides, and even Gmail. You also aren’t saving your Docs files to the network—everything lives in the cloud, usually with no clear file structure. All this enables much greater flexibility, but it can be limiting, too.

 In the past five years or so, Microsoft has rolled out web-based versions of all its major tools, too. And it has heavily invested in building out a robust, mature cloud-based experience, with conditional access policies, SharePoint share permissions, MFA, folder sync, and the ability to work on any device. On this front, Microsoft has the edge because you can operate in the cloud and use browser-based versions of all its major tools, but you can also operate locally with heavier-duty desktop and mobile apps.

Exploring Microsoft 365 and Google Workspace

Both Microsoft 365 and Google Workspace, being developed and managed by industry giants, prioritize robust cybersecurity measures to safeguard user data and privacy. Here are some common security features offered by both platforms:

• Enterprise-grade encryption: Both Microsoft 365 and Google Workspace employ advanced encryption methods to protect data both in transit and at rest, ensuring that sensitive information remains secure.
• Cloud security: Both platforms implement comprehensive security protocols to safeguard cloud-based services, including secure data centers, network security, and access controls.
• Data loss prevention (DLP): Microsoft 365 and Google Workspace incorporate DLP mechanisms to prevent unauthorized access, sharing, or loss of sensitive data, reducing the risk of data breaches.
• Two-factor authentication (2FA): Both platforms support 2FA, adding an extra layer of security by requiring users to provide additional verification beyond passwords to access their accounts.
• Spam and malware prevention tools: Microsoft 365 and Google Workspace include robust tools to detect and filter out spam emails and malicious software, minimizing the risk of cybersecurity threats.
• 99.9% uptime or availability guarantees: Both platforms commit to providing high availability and reliability, ensuring minimal downtime and uninterrupted access to services for users.

While both Microsoft 365 and Google Workspace offer similar core security features, there may be differences in implementation, additional security options, or the availability of certain features across different subscription plans. Businesses should carefully assess their security requirements and consider these differences when choosing between the two platforms. Additionally, consulting with cybersecurity experts or managed service providers can help tailor security strategies to meet specific business needs and regulatory compliance requirements.

There are some differences you should be aware of, though:

Microsoft 365

Microsoft 365 offers 24-hour support for all plans and much more robust support for multi-factor (not just two-factor) authentication.

 Also, while all 365 accounts come with standard cloud security, Microsoft’s more advanced security package (Microsoft Defender for Business, Advanced security, and Cyberthreat protection) is reserved for higher priced Microsoft 365 Business Premium tier. 

Google Workspace

Google similarly offers a tiered approach to security features, offering standard security and management controls at Business Starter and Business Standard. Business Plus adds enhanced security, including Vault and advanced endpoint management.

 Google’s support is weaker than Microsoft’s: all account types include just standard support, which isn’t 24/7. Google requires customers to pay to upgrade to enhanced support.

Comparing Productivity and Collaboration Features

Both Microsoft 365 and Google Workspace offer a wide array of productivity and collaboration features, with many similarities between them. Both companies regularly introduce new features, often mirroring each other’s innovations in subsequent releases.

Live co-authoring and editing of documents across the major productivity apps (Word/Docs, Excel/Sheets, and PowerPoint/Slides) are supported by both Microsoft 365 and Google Workspace. Google has a longer history of offering this feature, and its implementation is generally simpler and more stable. However, with proper configuration of your Microsoft 365 and network environments, you shouldn’t encounter significant issues on the Microsoft side.

Microsoft 365

Microsoft’s primary productivity and collaboration applications are accessible across desktop, mobile, and web platforms. While some smaller or less widely used apps may not be available on all three platforms, Microsoft generally provides versions that make sense for each device.

The broader availability of Microsoft 365 apps and their integration with Windows, OneDrive, and network infrastructure contribute to a more seamless ecosystem. For example, users can effortlessly share a file in Teams, which can then be opened seamlessly in Word and sent as an email without the need for cumbersome browser tab switching. In contrast, Google relies heavily on the browser, resulting in less tight integration between its apps.

Microsoft boasts a plethora of tools for collaboration and communication. The flagship among these is Microsoft Teams, a robust application for teamwork and communication. Additionally, there are numerous other tools with specialized uses, such as Yammer. Of course, Microsoft also offers desktop-class Outlook, which remains the industry standard for standalone email applications.

Google Workspace

Google’s suite of productivity and collaboration apps operates exclusively within your browser or through a dedicated mobile application. This design choice results in lightweight and highly streamlined applications. However, there are occasions when managing multiple Google apps in browser tabs may not provide the same efficiency or user experience as simultaneously accessing Word documents, Excel spreadsheets, and Outlook on your desktop.

In terms of communication tools, Google offers a selection of options. Its counterpart to Teams is Meet, which serves adequately as a video conferencing tool but falls short of the capabilities offered by Teams.

Unlike Microsoft’s Outlook, Google does not provide a direct alternative. Instead, users are directed to utilize Gmail through their browser. While Google Workspace offers the familiar Gmail interface for business email, our experience suggests that most business users prefer a different email experience. Those who opt for Google Workspace often do so despite the limitations of the Gmail interface.

Cloud Storage

Both Microsoft 365 and Google Workspace are centered around cloud-based operations and provide cloud storage for each user. However, discrepancies exist among the different subscription plans offered by both platforms.

Importantly, both platforms ensure cloud redundancy, particularly when Microsoft 365 is utilized as a cloud-first solution rather than on-premises. This entails continuous synchronization of files to the cloud, ensuring that even in the event of a failure of the primary cloud server, redundancy mechanisms guarantee uninterrupted access to your files.

Microsoft 365

Every business plan within Microsoft 365 encompasses 1 TB of OneDrive storage per user. With the exception of the Apps for Business plan, all others incorporate features such as file syncing across multiple devices, secure sharing with permission-based email, and the provision of access or guest links for external recipients.

Google

Workspace

Google’s three tiers limit storage per user to 30 GB, 2 TB, and 5 TB respectively. Notably, the Starter plan excludes shared drives for team collaboration and target audience sharing, features that are included in the higher-priced plans.

Once more, Microsoft’s cloud storage and sharing options are more intricate, offering a wider array of choices. Nonetheless, Google’s solution is entirely capable for the majority of businesses.

Usability

In practical usage, the disparities between the two platforms become more apparent. It’s not necessarily that one is significantly simpler to learn and operate; rather, the user experience of each platform is distinctly different from the other.

Microsoft 365

Microsoft holds a significant advantage in this regard: the majority of office workers worldwide are already familiar with its products and interfaces. For those who aren’t, there’s an inevitable learning curve, albeit slightly steeper for Microsoft due to its more feature-rich applications compared to Google’s equivalents.

While Microsoft’s collaborative tools are robust, they still have room for improvement, especially when dealing with network-based documents, where they can be less mature and more complex. On the other hand, Google’s collaboration features tend to work seamlessly in most scenarios.

For businesses prioritizing a traditional file structure or its cloud-based equivalent, Microsoft 365 emerges as the preferred choice. Despite the evolving landscape of file organization, folders still resonate with users and remain intuitive within the Microsoft ecosystem.

Google Workspace

Google’s tools boast a streamlined and lightweight design, making them easy to learn and use for most users. However, transitioning from Microsoft’s products to Google’s can present challenges. Some functions that are readily accessible in Microsoft’s suite may be buried deep within Google’s interface.

Despite this, Google excels in collaborative features, offering superior usability and stability compared to Microsoft. Yet, Google’s file organization, or lack thereof, presents a significant hurdle for many users. Navigating Google’s file structure can be confusing and challenging, especially for those accustomed to traditional file systems.

Ultimately, Google Workspace’s ease of use shines when users adhere to Google’s preferred workflows. However, power users or those requiring specific functions may encounter frustration due to Google’s prioritization of features.

Administration Function

Selecting a suite of tools that empowers your teams to succeed in their work is essential. However, businesses also require an appropriate level of administrative control to manage operations effectively.

In this regard, Microsoft 365 and Google Workspace diverge significantly in their approaches.

Microsoft 365

Microsoft leverages its longstanding expertise in developing software for businesses to enhance its administrative capabilities within Microsoft 365. Organizations familiar with provisioning and managing Windows computers will find a familiar support structure within the platform.

Microsoft 365 administrators have extensive control over various aspects, including setting password policies, configuring file access control, and gathering employee and customer feedback. Moreover, Business Premium customers enjoy advanced administrative functionalities such as:

• Remotely wiping lost or stolen devices
• Setting limits on the transfer of company information
• Implementing Information Rights Management.
• Automatic app deployment through mobile device management (MDM)
• Policy management

These all further contribute to the platform’s comprehensive administrative toolkit. These robust controls are particularly beneficial for mature businesses with complex office environments, offering capabilities that surpass those available in Google Workspace.

Google Workspace

Staying true to its ethos, Google Workspace delivers a streamlined administrative experience that minimizes unnecessary complexities. Given Google’s minimal installation of apps on desktops or laptops, the platform requires less administrative oversight in this regard. However, some organizations may find the thinness of administrative controls in Google Workspace to be a point of contention.

While Google Workspace allows for setting up file sharing permissions on a team basis and offers customization options such as adding a business logo and providing premade templates, the range of administrative capabilities falls short compared to what Microsoft 365 administrators enjoy. Although users have the ability to disable specific apps, the overall suite of administrative tools within Google Workspace may be perceived as limited by some organizations.

Pricing (Current at the time of writing but subject to change based on Microsoft and Google’s Pricing)

Explore the general pricing details for both productivity suites outlined in the following sections.

Microsoft 365

Microsoft has revamped its pricing structure, simplifying it to four main plans, all based on an annual subscription with auto-renewal. Here’s a breakdown of the pricing:

• 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: $22.50 per user per month

The two lower-tier plans may be too restrictive for most businesses. While Business Basic offers web and mobile apps, it lacks desktop apps, resembling Google Workspace’s entry-level plan. On the other hand, Apps for Business includes desktop apps but excludes email hosting and custom domains.

For established businesses, the choice often boils down to Business Standard or Business Premium, depending on their requirements for large file handling and advanced threat protection. Businesses needing access control or other advanced features typically opt for Business Premium.

Enterprise-level businesses have their own range of plans tailored to their specific needs, which we won’t delve into here.

If you’re uncertain about which plan best suits your needs, don’t fret—we’re here to guide you through the decision-making process.

Google Workspace

Google offers a straightforward pricing structure compared to Microsoft’s, reflecting the simplicity of its overall product lineup:

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

Enterprise plans are custom-quoted to accommodate specific business needs.

Regardless of the plan, Google Workspace provides custom email and domain services along with access to all Workspace apps. The main differences lie in cloud storage per user, security and management controls, and the quality of voice and video conferencing. For most businesses, the decision between Google Workspace and Microsoft 365 often hinges on cloud storage capacity and the number of participants allowed in meetings.

While Google’s Business Starter plan offers an attractive price point, Microsoft’s basic plan offers more value for the same price, including significantly more cloud storage and a higher limit on meeting participants. Similarly, at the higher price points, Microsoft’s platform generally provides more features and capabilities compared to Google’s offerings.

Our Recommendation and What we Use?

At this juncture, it’s likely apparent that our preference leans towards Microsoft 365 for the majority of customers—specifically, the Business Premium plan. Based on our evaluation criteria, Microsoft 365 surpasses Google Workspace in nearly every significant category. While Google Workspace may hold a slight advantage in a few areas, Microsoft 365 remains a formidable contender. Additionally, partnering with a top-tier managed IT provider like us ensures that any challenges or obstacles you encounter will be expertly addressed. If you have inquiries regarding the best productivity and collaboration suite for your needs or require assistance with any IT-related matters in your business, don’t hesitate to reach out. We’re here to guide you. Contact us today to commence the process!