SharePoint VS Google Sites: Features, Pros, Cons & Use Cases Explained

When it comes to building intranet sites and managing team collaboration, SharePoint vs Google Sites are often compared, but they are fundamentally different, i.e.

• SharePoint is a robust enterprise-grade platform ideal for complex workflows, document management, and Microsoft 365 integration.
• Google Sites is an easy-to-use tool used for simple project sites and quick collaboration.

I’ve worked with both, and in this article, I’ll break down the difference between them to help you choose the right platform for your organisation. Let’s first take a quick look at the overview of them.

What are SharePoint and Google Sites?

SharePoint, part of Microsoft 365, is used for team collaboration and intranet development. It comes in two variants: on-premise and online. However, Microsoft 365 currently focuses on SharePoint Online to make it more suitable for small to enterprise-grade environments. 

It stores data within sites and OneDrive in the backend (even if you’re not synced with it). Use it if your organisations require structured document management, workflow automation, and integration with Microsoft tools.

Google Sites is a website-building tool from Google to create simple websites without needing coding. It’s part of Google Workspace and integrates with other Google apps like Docs, Sheets, Slides, Drive, Calendar, and Forms. Use it when you need a simple, collaborative website for projects, teams, or events without advanced customisation.

SharePoint VS Google Sites – Key Features

Both platforms offer unique strengths, so understanding their key features helps decide which one fits your organisation’s needs:

#SharePoint

• It makes document management a breeze when you enable Tree View in SharePoint Online and version control.
• Helps in real-time team collaboration and communication across the organisation.
• Intranet and portal creation options are also available in Microsoft SharePoint.
• Easily integrates with Power Automate for workflow automation
• Integrates with Microsoft 365 apps, including MS Teams, Outlook, OneDrive, and others.
• Advanced search and content discovery make file discovery easy, especially when handling a large data set.
• Access control and permissions management. One can use a PowerShell script to get SharePoint site permissions in seconds, also. 
• Customizable lists and libraries make the site more intuitive and engaging for users.
• Mobile accessibility and responsive design help even non-technical users to handle it efficiently.

#Google Sites

• Easily create a website via drag-and-drop.
• Real-time collaboration and editing enhance productivity. 
• Seamless integration with Google Workspace apps like Docs, Sheets, Slides, Drive, Calendar, and Forms.
• Responsive design for all devices, including tablets, desktops, and smartphones. 
• Created websites are simply shareable with permission controls.
• Free hosting with a Google account
• Simple embedding of docs, videos, and forms
• No coding required
• Customizable templates and layouts
• Version history and easy site restoration

Detailed Feature Comparison: SharePoint vs Google Sites

Here’s a detailed comparison of both based on their features, complexity, and more:

Feature	SharePoint	Google Sites
Complexity	Highly suitable for large enterprises	Low, simple, and intuitive
Customization	Extensive, i.e. web parts, themes, and Power Automate	Limited, i.e. drag-and-drop layouts
Collaboration	Team collaboration with workflow automation	Real-time editing
Document Management	Advanced versioning, metadata, retention policies	Basic Google Drive integration
Integration	Microsoft 365 ecosystem	Google Workspace ecosystem
Security & Compliance	Enterprise-grade with detailed permissions	Basic security
Mobile Access	SharePoint mobile app with full features	Mobile-responsive but limited
Cost	Included in a Microsoft 365 subscription; higher for enterprise	Included in Google Workspace; cheaper

Deployment and Setup

#Setting up SharePoint

1. Log in to Microsoft 365 and access the SharePoint Admin Center.
2. Create a communication or team site.
3. Configure permissions and groups for users.
4. Add web parts, create a document library in SharePoint Online, and lists to customise the site.

#Setting up Google Sites

1. Log in to Google Workspace and open Google Sites.
2. Select a blank template or a pre-built template.
3. Drag-and-drop text, images, and Google Workspace files.
4. Share the site with team members using email addresses. 

So, the site is live within minutes.

Pricing Overview: SharePoint vs Google Sites

Understanding the pricing differences helps you choose the right platform based on your organisation’s size, budget, and feature needs, i.e.

#SharePoint Pricing:

Microsoft offers SharePoint through two primary models: SharePoint Online and SharePoint Server. Below are the prices of both models:

SP Online (Cloud-Based)

SharePoint Online is licensed on a per-user basis and is available through various Microsoft 365 plans:

• SharePoint Online Plan 1: Starting at $5.00 per user/month (billed annually)
• Microsoft 365 Business Standard: Starting at $12.50 per user/month (billed annually)
• Microsoft 365 E3: Pricing varies; includes SharePoint Online as part of the suite
• Microsoft 365 E5: Pricing varies; includes SharePoint Online with advanced security

SP Server (On-Premises)

For organisations opting to host SharePoint on their own servers, the licensing is based on a Server + Client Access License (CAL) model:

• SharePoint Server 2019: Requires a server license and CALs for each user or device accessing the server.
• SharePoint Server Subscription Edition: Requires a subscription license or an active Software Assurance plan.

Note: Pricing can vary based on region, licensing agreements, and specific organisational needs. 

#Google Sites Pricing:

Google Sites is a free website-building tool available to anyone with a Google or Gmail account. You can create and maintain websites for free. However, if you’re using Google Sites as part of Google Workspace, the cost is integrated into the user license fee of your chosen plan:

• Business Starter: $7.20 per user/month
• Business Standard: $14.40 per user/month
• Business Plus: $21.60 per user/month
• Cloud Identity Premium: $7.20 per user/month

Integration Insights

• SharePoint: Works with Teams, Power BI, Dynamics 365, and Office apps. You can create dashboards, approval workflows, and team collaboration portals without leaving the ecosystem.
• Google Sites: Integrates natively with Docs, Sheets, Slides, Forms, and Drive. 

Migration Considerations

If you’re thinking about migrating content:

• Moving from Google Sites to SharePoint can be challenging. For the same, you have to export pages and files manually or use third-party tools.
• SharePoint Online Tenant to Tenant migration or libraries are better handled with the automated SharePoint Migration Tool that preserves metadata, hierarchy, and permissions.

Author’s Verdict

SharePoint is ideal for organisations looking for enterprise-grade document management, and Google Sites excels for collaborative projects with Google Workspace.

Today, we learned the comparison of SharePoint vs Google Sites, and both tools are excellent in their respective scenarios. One can use the right one drastically to improve productivity and collaboration.