Please note, the information provided in this blog is accurate at the time of writing. As with any tech services, Microsoft 365 offerings and features can change over time, so we recommend verifying the details before making decisions.
Microsoft 365 and Google Workspace (formerly G Suite) are industry-leading productivity and collaboration suites. Both provide impressive solutions, including email, document creation and management, team connectivity, and more. But which is better for your unique business needs?
If you are considering Workspace or 365 for your business, read on. We are a Microsoft Solutions Partner and have worked extensively in the Google suite migration. Drawing on our experiences with each, we’ll summarise their key features, functionality, pricing, and security to help you make a smart choice.
What is Microsoft 365?
365 is Microsoft’s cloud-based subscription service that offers a powerful suite of productivity and collaboration tools, including:
- Microsoft Word – for text documents/ word processing
- Excel – spreadsheets
- PowerPoint – presentations
- OneNote – notes
- Outlook – email
- SharePoint – content management and website building
- Exchange – enterprise-class email and calendaring
- Viva Engage (Yammer) – employee networking/intranet
- OneDrive – file saving and sharing
- Microsoft Teams – video conferencing/chat messaging
- Sway – interactive presentations
- Stream – video platform
- Clipchamp – video editing
What is Google Workspace?
Workspace is Google’s productivity and teamwork offering. Here are the main apps (and their broad Microsoft equivalent):
- Google Docs (similar to Word)
- Google Sheets (Excel)
- Google Slides (PowerPoint)
- Gmail (Outlook)
- Google Keep (OneNote)
- Google Sites (SharePoint)
- Google Meet (Teams)
- Chat (Viva Engage)
- Google Drive (OneDrive)
Google Workspace vs Microsoft 365: Comparison
Let’s explore the crucial differences between the two.
Office apps comparison
Microsoft’s products generally have more advanced features and functionality.
- Word is a more professional, polished word-processing program than Google Docs.
- Excel boasts bigger spreadsheets and handles more extensive datasets and analytics than Google Sheets.
- PowerPoint is generally considered to enable slicker, more advanced presentations than Slides.
- SharePoint offers more features and customisation and supports more complex content management than Sites.
However, the comparative simplicity of Google’s productivity tools and apps still appeals to many users.
Microsoft Outlook provides an integrated, user-friendly email and calendaring experience. Available in desktop and browser versions, Outlook provides all you need to group, label, and manage your emails.
Gmail also offers a quality email service integrated with Google Calendar. It has great search functionality, enabling you to find messages effortlessly. However, it doesn’t allow easy mail sorting and grouping, which is a drawback.
Desktop apps
Here, Microsoft 365 has a distinct advantage.
Most 365 plans offer both cloud-based and desktop versions of the products. This lets you install Word, Excel, Outlook, PowerPoint, etc. on your computer and work offline. All you need to do is go online every 30 days to allow Microsoft to verify your subscription and deliver the latest features and updates.
Collaboration
Microsoft supports easy collaboration across the platform. That said, using both desktop and cloud applications somewhat compromises collaboration.
Workspace excels in real-time collaboration and seamless multi-user editing. Google apps were designed from inception for cloud-based teamwork, while 365’s office apps evolved that way.
Video calls
Microsoft Teams is a powerful collaboration platform that facilitates video calls, text chats, file sharing, task management apps and more.
Google Meet is convenient and ideal for arranging quick video meetings. Sporting a user-friendly interface, Meet also supports file sharing and chats. However, it’s not as feature-rich, and the starter plan doesn’t host as many participants (100 vs 300 for Teams).
Note: Teams must be paid for separately in many plans—it isn’t a free add-on.
Security
Both platforms incorporate robust security features, including data loss prevention and endpoint management.
Microsoft 365 provides cyber threat protections, encryption, multi-factor authentication (MFA), and compliance management tools. It’s stronger for authentications and ID verifications than Workspace.
On the other hand, Workspace incorporates Google Vault for data retention (on advanced plans), MFA, and features to manage compliance and data protection.
AI power
Microsoft 365 is integrating its AI-powered assistant, Copilot, into its productivity apps. Copilot helps you create content, summarise documents, and generate insights.
Google Workspace is taking a similar approach, integrating Gemini into its suite. You can ask Gemini for help with tasks like brainstorming, drafting content and analysing data.
Pricing
The pricing difference between the two is negligible on the lower plans: pricing for both starts at around £6 per user monthly; medium-level business plans are around £20 per user monthly.
On the top Enterprise plans, Microsoft 365 approaches £40 per user, while Workspace is closer to £30. Customised pricing is usually available on Enterprise plans, too.
Which Productivity Suite Is Right For You?
Both suites deliver impressive productivity wins and substantial file and cloud storage (5TB and more per user on the top plans).
If Microsoft Office products are an integral part of your organisation or you are a large enterprise needing advanced IT and security solutions, 365 is generally ideal. Choose Google Workspace if you want agile, easily adopted applications that encourage great teamwork.
Interestingly, there is something of a generational divide here. Older employees are comfortably familiar with Microsoft’s programs, while Gen-Z favours collaborative Google Workspace apps.
FAQs
Do Microsoft 365 and Google Workspace offer free trials?
Both Google Workspace and Microsoft offer free trials. You can try Google Workspace free for 14 days, while Microsoft offers a 30-day free period.
Do Workspace and 365 support third-party integrations?
Both suites support easy integrations with hundreds of third-party apps, providing a wide range of efficiencies and intelligent features. However, Google Workspace Marketplace outdoes the Microsoft app store, offering significantly more third-party options.
Do Microsoft 365 and Workspace have mobile apps?
Yes, both offer mobile apps (iOS and Android). This convenience allows you to access and edit your files on the go.
In Summary
Google Workspace vs Microsoft 365: the choice comes down to your business needs and company preferences. Both suites are successfully deployed in millions of businesses. If you’re ready to join the 2+ million companies using Microsoft 365, get in touch.
As a Microsoft Solutions Partner, Zenzero’s Microsoft 365 support team looks forward to guiding you towards your perfect productivity solution.