Microsoft 365 Vs Google Workspace? Which One is Better
Should you choose Microsoft 365 or Google Workspace for your business? To help you in your decision. This article will discuss a detailed Microsoft 365 vs Google Workspace comparison. In this I will cover features, pricing, and other functions in simple language.
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In today’s era of technology, businesses are constantly looking for more modern yet effective business office suites that can drive more productivity at a lower cost. Since they are essential for business growth, choosing the right one plays a vital role in developing and shaping the organization.
When it comes to choosing the right one for your organization, many compare Microsoft 365 vs G Suite. Then the two prominent competitors come to mind: Microsoft 365 and Google Workspace. While both comprise robust features and security, Microsoft 365 emerges as the prime choice of users due to several modern facilities. These include offline Office software, rich features, and regular security updates. Below is the overview of the Google Workspace vs Office 365 comparison for quick understanding.
Google Workspace Vs Microsoft 365 Features Comparison
| Features | Microsoft 365 | Google Workspace |
|---|---|---|
| Applications | Outlook, OneDrive for Business, Teams, SharePoint, MS Word, PowerPoint, Excel, OneNote, Access, etc. | Gmail, Google Drive (Docs, Sheets, Slides), Google Meet, Google Chat, Calendar, Sites, etc. |
| Email Storage | Email storage varies based on the plan, typically ranging from 50 GB to unlimited storage. | Same with Google Workspace, which offers email storage depending on the subscription plan. Starting with the Google Business Starter plan at 30 GB per user, 2 TB for Business Standard and Enterprise plans offer 5 TB or more. |
| File Storage | Microsoft 365 uses OneDrive to store its files, and offers 1 TB of default cloud storage per user for Business, Family, and Personal subscriptions. | Generally, Google Workspace file storage is pooled among the Google Workspace Apps. In here also, the storage limit depends on the plan you choose, which starts from 30 GB per user up to 5 TB or more. |
| Security Settings | For your account security, it provides many advanced tools like AI-driven threat detection, compliance management, and Data Loss Prevention. | Comparatively with Microsoft, Google Workspace has fewer security features. Such as auto-detecting suspicious activities from both admin and user accounts. |
| Pricing | The price of Microsoft 365 depends on which plan you are using. For personal users, it costs $6.99 per month. Business plans cost $6 per user per month, with advanced security of $22 per user per month. | Google Workspace, on the other hand, also has a different price range, as per the plan you choose. Starting with Business plans at $7 up to $26.40. |
| Offline Accessibility | You can access the Microsoft desktop app offline, not the web-based apps like OneDrive or SharePoint Online. | Google Workspace also allows offline access to Google Docs, Sheets, etc. But you must install the Google Docs offline extension and enable the offline access option from each app’s settings. |
| Communication Services | Outlook emails, Teams | Gmail, Google Meet |
| Intranet | SharePoint | Google Sites |
Comparison Between Google Workspace and Microsoft 365 in Detail
In the Google Apps vs Office 365 distinction, several other features and functions that you found are different. Below, I am going to discuss more features in detail below. This also makes it easier for you to come to a conclusion of who is better, Microsoft 365 or Google Workspace.
User Interface
The interface of Microsoft 365 is consistent, even if you are using the platform for offline or online. Here, you will get familiar applications like Word, Excel, and PowerPoint with more advanced features.
In Google Workspace, the user interface is intuitive and minimal, which makes it easier for users to work with other Google applications.
Storage Space
Microsoft offers 50 GB storage with its basic plans, which store email messages and attachments. For Documents, it offers 1 TB of extra storage in terms of OneDrive for Business.
On the other hand, Google Workspace only offers 30 GB, which is pooled storage, meaning it would be used by all its applications, including Gmail, Drive, Sheets, Docs, etc. This is a significant advantage of choosing Microsoft 365 over Google Workspace.
Security and Compliance
Based on security, both Microsoft 365 and Google Workspace give you robust functions to secure your account and data.
- Both platforms contain major global standards like GDPR, HIPAA, and SOC 2. But, in addition to these standard Office 365 offers, specialized certifications like FedRAMP, CMMC, and ITAR
- Microsoft has its own dedicated Microsoft Purview Compliance manager to govern data, manage risk, and track compliance. Whereas G Suite offers essential tools for compliance, like Google Vault for eDiscovery and archiving. But these are available for higher plans.
- Both programs support Data Loss Prevention (DLP) to prevent sensitive information leaks. But Microsoft 365 has better DLP features than Google.
High Efficiency & Compatibility
When it comes to compatibility and high efficiency, Microsoft 365 has superior and amazing desktop apps with advanced offline functionality. It is best for an organization with large security needs.
Google Workspace is best for real-time collaboration and cloud simplicity. It is more efficient in remote and active teams. For freelancers and independent professionals, you can use Google Workspace Individual.
Better Online Collaboration
For online collaboration and Meetings, Office 365 has Microsoft Teams.. Here, you will get unlimited audio/video meetings for up to 300 users, with private social networks for instant messaging and file sharing.
G Suite, on the other hand, has Google Meet for online meetings, but with a limited number of participants and meetings per month. If you want simplicity and a cloud-first approach, try Google Workspace for personal use.
Reliability & Scalability
Microsoft 365 is known for its reliability, backed by a financially supported service level agreement (SLA). It also offers scalable services based on user needs. Google Workspace reliability might not be as transparent, and service downtime might be recognized only after a substantial portion of the user base is affected.
AI Productivity Tools
Artificial intelligence would be the next era of technology. That will completely change cloud computing. To keep it with AI, Microsoft and Google created their own AI tools for productivity: Copilot and Gemini.
Microsoft Copilot or Copilot for Microsoft 365 helps you to directly integrate with Word, Excel, PowerPoint, Outlook, MS Teams, and OneNote. It can also be used to understand the organization-wide data using Microsoft Graph. Also develop specialized copilots like Copilot Studio, Security Copilot, Power Automate, etc.
Whereas, Google Gemini or Duet AI for Workspace is embedded within the Docs, Sheets, Slides, Gmail, Meet, and Drive. It has its own advanced AI foundation model and access to it from Gemini for Workspace and Gemini for Business users.
Also Read: How to Migrate Google Calendar to Office 365 – Top 2 Approaches
Now, you understand that a big enterprise who deal with a large volume of data prefers Office 365 for advanced features. However, G Suite is also a good option for small businesses that focus more on collaboration. Some users need to know the differences between these two platforms to decide whether they must switch to Microsoft 365 from Google Workspace or not. While making a decision, they also need to decide on the ways to move the data.
Decision for Migrating Your Data
Choosing the right platforms is crucial for you to manage your data or secure it. Similarly, it is also critical to find the correct method to move your data. When you decide to switch to Microsoft 365 from Google Workspace. You need a secure option to move your data without losing anything.
When it comes to this, a professional tool is a great option. It makes it easier for you to transfer your data without needing any manual method. While it is cheaper to use the manual option. However, it takes time to move your data, and some of the data will be lost. This is why many professionals, IT admins, and experts prefer SysTools G Suite to Office 365 Migration tool.
You Can Also Read – G Suite Legacy Free Edition Now Discontinued – What You Should Do Now?
Conclusion
Here, I have discussed why Microsoft 365 is better than Google Workspace by comparing the features and functions. In this, I explained the differences between the two in a detailed manner. In the Office 365 vs G Suite comparison, we discovered that Microsoft 365 is the best choice due to advanced desktop applications and security tools. Along with it, I also suggest that a smart option is required to move your data.
Users Mostly Asked Questions
Q. Is Google Workspace cheaper than Microsoft 365?
Ans. In General, Google Workspace is often more affordable than Microsoft 365 for small businesses. But when you want a desktop app with different apps than Microsoft 365 is a better value.
Q. What is the disadvantage of Google Workspace?
Ans. The major drawback of G Suite is that it mostly relies on the cloud platform. Whereas Microsoft offers you desktop apps with cloud features.
Q. What is the disadvantage of Office 365?
Ans. The disadvantage of Microsoft 365 is that it offers an ongoing subscription cost rather than a one-time purchase, high dependency on internet connection, and loss of data control after transferring to cloud storage.
Q. Is Microsoft 365 free?
Ans. Although Microsoft has a free web version of Word, Excel, and PowerPoint. But you can’t use the complete suite for free.