Productivity suites have become an essential tool for organisations of all sizes – but none more so than small and medium-sized businesses (SMBs). In this arena, there are two main contenders to choose from. On one side is Microsoft Office 365, which has held an iron grip on businesses and home users alike since the 1990s. On the other is Google Workspace, a direct competitor who has shown they can do everything Microsoft can.
But which is best for your business? Given the clear similarities between the two platforms, it’s often easier said than done to make a decision. Is there any substantial difference between Google Workspace vs Office 365 for small businesses? Or is it just a matter of which company you prefer?
Understanding the Platforms
Before diving into a comparison, it’s important to briefly introduce each platform. Microsoft Office 365 (now officially known as Microsoft 365) and Google Workspace are both cloud-based suites that include a variety of productivity applications. They are designed to make life easier for businesses by streamlining workflows and addressing common pain points.
Microsoft Office began in the late 1990s as a series of basic desktop applications (such as Word and Excel). It has since moved to the cloud and expanded to contain a much wider variety of tools. The newer, cloud-based version has since become known as Microsoft Office 365, or simply Microsoft 365.
Google Workspace was first introduced in 2006, and is designed to directly compete with 365. It offers very similar applications, and has also been known as G-Suite and Google Apps. Despite the similarities between the two, Google Workspace has chosen different priorities that have ultimately resulted in a very unique experience.
Microsoft Office 365 vs Google Workspace
Familiarity vs Simplicity
Office 365 has existed in something resembling its modern form for roughly 25 years, and this makes it extremely familiar and intuitive. Applications such as Word have continuously built upon the same infrastructure used since the 1990s. This means that if you have ever used it before, you can jump right back in, which has made it a popular choice for businesses who don’t want to train employees on new software.
Google Workspace arrived on the scene a little later, and thus was not chained to legacy software or obligated to maintain features from an existing program. Instead, it chose an extremely simple and streamlined approach. The interface is cleaner and more modern, and its cloud-native design requires very minimal setup.
Communication and Team Collaboration Tools
Office 365 and Google Workspace both prioritise collaboration, but they have chosen to go about it in slightly different ways. Microsoft 365 has chosen to focus primarily on Teams, their designated communications app. This platform offers video calls, chat rooms, and complete integration with a variety of first and third-party applications.
While Workspace does offer Google Meet and Google Chat, they have not combined all communication channels into a single space the way Microsoft has. They prioritise real-time collaboration directly within documents. Users can comment, edit, and work within the productivity tools themselves, offering instant feedback without the need for a meeting.
Google Workspace Pricing vs Office 365
Google Workspace pricing vs Office 365 is where you begin to see a real difference. Microsoft Office 365 offers four Business plans, three Home plans, and three Enterprise plans for a total of ten separate choices. The Business plan pricing ranges from $6.60 per user per month to $28.10.
Google Workspace provides far less flexibility. They offer four plans total, designed to cover all needs from personal to enterprise. Their cheapest plan begins at $6.93, and they don’t provide pricing upfront for their Enterprise plan (instead requiring you to ask for a quote).
Security and Administration
Office 365 is well-known for its comprehensive security capabilities, and actively markets itself towards high-risk industries for this reason. Each individual platform contains a number of secure configuration options, supported by entirely separate applications designed to strengthen security across a range of business environments.
Google Workspace focuses more on basic protective measures such as access control, multi-factor authentication, and data loss prevention. However, this simplicity also makes them easier to use. Many find Microsoft’s complex configuration process to be vague and confusing, and might in fact prefer Google Workspace’s approach.
Google Workspace vs Office 365 Comparison Chart
| Feature | Collaboration | Ease of Use | Security | Pricing |
| Google Workspace | Based within the applications themselves | Streamlined, user-friendly platform | Basic but easy to understand | 4 total plans, cheapest is $6.93, no transparency on most expensive plan |
| Microsoft Office 365 | Centralised within Microsoft Teams | Familiar, but built on complex legacy infrastructure | More complex, but provides for a wider range of security needs | 10 total plans, cheapest is $6.60, full pricing transparency |
Making the Right Choice for Your SMB
Ultimately, the choice between Google Workspace vs Microsoft Office 365 depends on your unique needs. Consider your:
- Industry
- Security and compliance needs
- Existing workforce
- Ability to train and support employees
- Preferred collaboration style
- Available budget
Then, compare this information against each productivity suite to determine which will provide the biggest return on investment (ROI).
The Right Platform Can Help Your Business Succeed
Whether you choose Google Workspace or Microsoft Office 365, your goal remains the same: to provide your team with the tools they need for productivity and growth. By carefully considering your needs and comparing them against each platform, you’ll be able to make a choice that supports long-term success.
Need help making up your mind? National IT Solutions specialises in Microsoft 365. We can help you identify the right productivity tools for your precise needs. Discover our 365 services today.
FAQs
What’s the Main Difference Between Google Workspace and Office 365?
The main differences between Google Workspace and Office 365 fall into four categories: security, ease of use, pricing, and collaboration style. The general rule of thumb is that Microsoft 365 is more complex, but also offers more flexibility. Google Workspace is generally more simplified, but at the cost of removing options.
How Can We Choose Between Office 365 vs Google Workspace?
To choose between Office 365 vs Google Workspace, consider your industry, security needs, relevant regulations, existing workforce’s capabilities, and ability to provide additional training. These factors will help you decide which platform best suits your short and long-term needs.
Is There a Google Workspace vs Office 365 Comparison Chart Available?
We have actually provided a brief comparison chart in this article. However, if you need more information, there are a variety of others available online.
How Does Pricing Compare Between the Two Platforms?
Pricing between these platforms is a bit difficult to accurately determine, as they offer a different number of plans and Google does not provide full transparency for their highest tier. However, the plans that do list their pricing appear to be on relatively even footing.
What About Google Workspace vs Office 365 for Home Use?
While this article focuses primarily on Business plans, the home plans may occasionally be a good fit for extremely small companies. In this case, you may be better off choosing Microsoft 365. Google Workspace is not tailored towards individuals, and offers less flexibility.