Still using spreadsheets to manage your team, juggling email accounts, or struggling with document version chaos?
If your business is stuck in tool overload, it might be time to streamline everything with a powerful productivity suite. That’s where Google Workspace and Microsoft 365 come in, two of the most popular platforms designed to help small and medium businesses stay connected, organised, and productive.
But which one should you choose?
In this ultimate comparison, we’ll compare Google Workspace and Microsoft 365 based on the features that matter most to your business, like ease of use, collaboration tools, pricing, security, and more. Whether you’re a startup looking for simplicity or an established company needing enterprise-level control, this guide will help you decide which platform best fits your team.
Key Takeaways: Google Workspace Vs Microsoft 365
| Category | Google Workspace | Microsoft 365 |
|---|---|---|
| Pricing | Starts at $8.40/user/month, which is more affordable for cloud storage. | Starts at $9.00/user/month and is better for advanced security and desktop apps. |
| Ease of Use | Simple, browser-based, quick setup. | Steeper learning curve, great for Office users. |
| Email & Communication | Gmail, Google Meet, and Google Chat for easy communication. | Outlook, Teams for robust, unified communication. |
| Collaboration | Seamless real-time collaboration in Docs, Sheets, and Slides. | Co-authoring in Word, Excel, and PowerPoint, best in the cloud. |
| Offline Access | Available via browser for Docs, Sheets, Gmail. | Available for OneDrive and desktop Office apps. |
| Security | Strong security, Zero Trust, simple management. | Advanced security, Microsoft Defender, better for compliance-heavy industries. |
| Integration | Best for teams using Google services. | Ideal for businesses already using Microsoft products. |
These quick comparisons give you a snapshot, but the real value lies in the details. Let’s look at each category and see how these two platforms compare so you can choose the one that best fits the way your business operates.
What Are Google Workspace?
Google Workspace (formerly G Suite) is Google’s cloud-based productivity suite designed for modern teams that work primarily online. It includes tools such as Gmail, Google Docs, Sheets, Slides, Drive, Meet and Calendar.
Google Workspace is fully cloud-native, meaning you can access everything from your browser without installing desktop software. It emphasises collaboration, speed, and ease of use, making it especially popular with startups, remote teams, and businesses that want minimal IT overhead.
What Are Microsoft 365?
Microsoft 365 (formerly Office 365) is Microsoft’s answer to cloud productivity. It brings together familiar Office apps, such as Word, Excel, PowerPoint, and Outlook, along with Microsoft Teams for chat and video, OneDrive and SharePoint for file storage and sharing, and a suite of enterprise-grade security, compliance, and IT management tools.
Office Suite supports both cloud-based and desktop software, offering more flexibility for businesses that still rely on traditional workflows or need offline access. It’s a strong choice for organisations already built around Windows, Active Directory, or other Microsoft services.
Features Comparison
Let’s break it down by feature category:
| Feature | Google Workspace | Microsoft 365 |
|---|---|---|
| Gmail | Outlook | |
| Word Processing | Google Docs | Word |
| Spreadsheets | Google Sheets | Excel |
| Presentations | Google Slides | PowerPoint |
| Video Conferencing | Google Meet | Microsoft Teams |
| File Storage | Google Drive | OneDrive |
| Collaboration | Real-time editing in Docs, Sheets, Slides | Real-time editing in Office Online and Desktop apps |
| Chat | Google Chat | Microsoft Teams |
| Admin Controls | Google Admin Console | Microsoft 365 Admin Center |
Microsoft 365 vs Google Workspace Pricing
Google Workspace and Microsoft 365 offer tiered pricing to meet different business needs. Google Workspace’s plans range from $8.40/user/month for Business Starter, which offers core tools and 30 GB of storage, to $25.20/user/month for Business Plus, which offers advanced features and 5 TB of storage.
Microsoft Office starts at $9.00/user/month for Business Basic, offering web-based Office apps and 1 TB of storage per user, and goes up to $31.00 per user per month for Microsoft 365 Business Premium, which includes enhanced security features and device management. Google Workspace tends to be more cost-effective with cloud storage, while Microsoft 365 offers more powerful desktop tools and enterprise-level security at higher tiers.
| Plan Tier | Google Workspace | Microsoft 365 |
|---|---|---|
| Business Starter | $8.40/month | $9.00/month |
| Business Standard | $16.80/month | $18.70/month |
| Business Plus | $25.20/month | $31.00/month |
Key differences:
- Google offers more storage with lower-tier business plans.
- Microsoft’s higher-tier plans include advanced security and desktop versions of apps.
Looking for a low-cost solution that meets your specific business requirements? Contact us today for a personalised quote based on the right tools for your team.
User Interface and Ease of Use
If your team lives in the browser and prefers minimal interfaces, Google Workspace will feel like home. It’s clean, simple, and easy to navigate, and you don’t need to install anything to get started.
Microsoft 365 has a steeper learning curve, especially if you plan to use the desktop apps alongside cloud tools. But it’s also more powerful for users who are already familiar with Office products.
For simplicity and ease of onboarding, Google wins. For familiarity and powerful desktop tools, Microsoft wins.
Email and Communication Tools
Google Workspace provides Gmail with a clean interface, built-in Google Meet for video calls, and Google Chat as a lightweight messaging app. It’s ideal for teams focusing on simple email workflows and easy video conferencing.
Microsoft 365 offers Outlook, a feature-rich email client, and Microsoft Teams, which combines chat, video, and file sharing in one platform. Teams is better for businesses looking for a unified communication solution, while Gmail is perfect for simpler email-first workflows.
File Storage and Sharing
Google Workspace offers Google Drive, which is perfect for collaborative document editing and sharing. It allows for easy permissions management and offline access.
Microsoft 365 provides OneDrive for individual storage and SharePoint for team-based file management. If your business needs collaborative storage, Google Drive is the better choice, but Microsoft’s tools excel for structured file management.
Collaboration and Productivity
Google Workspace is known for seamless real-time collaboration. Docs, Sheets, and Slides allow multiple users to edit without lag.
Microsoft 365 also offers co-authoring in Word, Excel, and PowerPoint, but the best experience is in the cloud servers, with slower syncing on desktop apps. Google’s collaboration tools are more fluid, while Microsoft’s are better for businesses that use desktop apps.
Security and Compliance
Both platforms offer solid security and IT compliance, including 2FA and encryption. Google Workspace features zero-trust security and simple management through the Admin Console.
Microsoft 365 provides stronger security on higher-tier plans, including Microsoft Defender and Data Loss Prevention. For businesses requiring advanced security compliance, Microsoft 365 has the edge, especially in regulated industries.
Integration and Ecosystem
Google Workspace integrates well with Google tools like Ads and Analytics and supports a wide range of third-party apps.
Microsoft 365 has deeper integration with Windows, Azure, and Power BI, making it ideal for businesses already using Microsoft products. If your team uses Google’s tools, Workspace is the way to go, but for Microsoft-dependent businesses, Microsoft 365 is the better fit.
Are you unsure which platform best suits your business? Get a free consultation today to find out whether Google Workspace or Microsoft 365 is the right choice for your team’s needs.
Can I migrate from Google Workspace to Microsoft 365 (or vice versa)?
Yes, you can migrate between Google Workspace and Microsoft 365. Both platforms offer tools to transfer data like emails, contacts, and calendars. The process involves using their respective migration tools or third-party solutions, depending on the size of your data and any third-party integrations.
Which Is Best for Your Team?
Let’s make it easier. Here’s a breakdown based on common business scenarios:
Choose Google Workspace if:
- Your team prefers browser-based tools.
- You need easy collaboration and simple sharing.
- You want predictable, flat pricing.
- Your business is growing and needs scalable tools without complexity.
Choose Microsoft 365 if:
- You rely on Excel, Outlook, and other Microsoft tools.
- You need robust desktop applications.
- Your business operates in a compliance-heavy industry.
- Your team is already embedded in the Microsoft ecosystem.
Can I use both Google Workspace and Microsoft 365 at the same time?
Yes, and many businesses do, especially during migrations or when different departments have unique needs. For example, your marketing team might collaborate in Google Docs, while your finance department runs reports in Excel.
This hybrid approach offers flexibility, but it can also create complexity. To maintain smooth workflows, you’ll need to manage licenses across both platforms, ensure compatibility, and potentially invest more in IT support. That said, with the right setup and policies, using both platforms can offer the best of both worlds.
Final Verdict
In the end, there’s no definitive winner in the Google Workspace vs Microsoft 365 debate, only the solution that best fits your unique business needs.
If you value simplicity, fast onboarding, and effortless collaboration, Google Workspace delivers a clean, cloud-native experience that’s ideal for growing teams, remote work, and flexible workflows.
If your business depends on robust desktop apps, advanced security controls, and integration with Windows-based infrastructure, Microsoft 365 offers the power and familiarity of traditional Office tools, plus enterprise-grade features for more complex environments.
Both platforms are competent and trusted by businesses worldwide. The key to making the right choice lies in understanding how your team works, what tools you already use, and where you see your business heading.
Ready to Make the Switch or Set Things Up?
We help businesses get the most out of their productivity tools, whether that means setting up Google Workspace, migrating to Microsoft 365, or managing a hybrid setup.
Contact us today for a free consultation, and let’s find the right solution for your team.
