Choosing between Microsoft 365 and Google Workspace is one of the most consequential IT decisions a business can make. Both platforms are mature, feature-rich, and cloud-native—yet they reflect fundamentally different philosophies about how people work. This guide cuts through the marketing to give you a practical, honest comparison.
Platform Overview
Microsoft 365
Formerly Office 365, Microsoft 365 bundles the desktop and web versions of Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive, and a growing suite of AI-powered tools (Microsoft Copilot). It is the natural choice for organisations already embedded in the Microsoft ecosystem.
Google Workspace
Google Workspace (formerly G Suite) delivers Docs, Sheets, Slides, Gmail, Meet, Chat, Drive, and Calendar as purely browser-based, real-time collaborative applications. It excels in simplicity, speed, and simultaneous editing.
Feature-by-Feature Comparison
| Feature | Microsoft 365 (Outlook) | Google Workspace (Gmail) |
|---|---|---|
| Storage per user | 50 GB – unlimited | 30 GB – unlimited |
| Desktop client | Full-featured Outlook app | Web-first; Outlook via IMAP |
| Calendar integration | Tightly integrated | Separate but linked |
| Advanced rules | Extensive (rules, sweep) | Filters and labels |
Verdict: Microsoft 365 wins for power users and complex routing; Google Workspace wins for simplicity and mobile experience.
Document Collaboration
Google pioneered real-time co-authoring and it remains its strongest differentiator. Multiple users see each other's cursors live with zero conflicts. Microsoft 365 has caught up significantly with AutoSave and co-authoring in both desktop and web apps, but occasional merge conflicts still occur with the desktop client.
Verdict: Google Workspace edges ahead for pure real-time collaboration; Microsoft 365 is superior for complex formatting, macros, and data analysis in Excel.
Video Conferencing
- Microsoft Teams — Deep integration with calendar, file sharing, and phone system (Teams Phone). Supports up to 1,000 participants in meetings. Rich integration with third-party apps via the Teams app store.
- Google Meet — Clean, lightweight, browser-based. Integrates natively into Gmail and Calendar. Maximum 500 participants on Business Plus.
Verdict: Teams is the more powerful unified communications platform; Meet wins on simplicity and quick adoption.
Security and Compliance
Both platforms offer enterprise-grade security, but Microsoft 365 has a broader compliance portfolio:
- Microsoft 365: Defender for Office 365, Purview (DLP, eDiscovery, retention), Azure AD Conditional Access, Intune for MDM.
- Google Workspace: Google Vault, DLP, Context-Aware Access, endpoint management.
Verdict: Microsoft 365 leads in compliance tooling—important for regulated industries (HIPAA, FINRA, GDPR).
Pricing (as of 2024)
| Plan | Microsoft 365 | Google Workspace |
|---|---|---|
| Essentials | £3.80/user/mo | £5.20/user/mo |
| Business Standard | £9.40/user/mo | £10.40/user/mo |
| Business Premium | £18.60/user/mo | £18.00/user/mo |
Note: Microsoft 365 Business Premium includes Intune and Defender—significant additional value.
Migration Considerations
Switching to Microsoft 365
- Familiar desktop apps reduce retraining
- PowerShell-based automation for admins
- Complex licensing model requires planning
Switching to Google Workspace
- Fast onboarding; browser-based with no installs
- Google Workspace Migration for Microsoft Outlook (GWMMO) handles data transfer
- Staff may need retraining on Docs vs Word differences
Which Should You Choose?
| Choose Microsoft 365 if… | Choose Google Workspace if… |
|---|---|
| Staff use advanced Excel/Word features | Simplicity and speed of adoption matter most |
| You are in a regulated industry | You want a lower-friction browser-first experience |
| You need Teams Phone (UCaaS) | Your team is remote-first and collaboration-heavy |
| You already use Azure AD or Intune | You prefer predictable per-seat pricing |
Final Recommendation
For most SMBs without legacy Microsoft dependencies, Google Workspace Business Standard is the faster, simpler path to productivity. For organisations requiring deep compliance controls, desktop Office power, or Teams-based telephony, Microsoft 365 Business Premium delivers unmatched value. Start with a 30-day trial of both, run a pilot group, and let your workflows decide.