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Should I Use Google Workspace or Microsoft 365 For My Business?

Dec 22, 2023 | Cloud, Fantastic IT, Managed IT Services, Quick Tips, Small Business Technology

When it comes to IT for businesses, one of the biggest decisions business owners have to make is what type of workspace software their teams are going to use.

In 2023, every team has a need for some sort of productivity or workspace software. Some companies can need entire data centers full of processing power, while others might just need email apps for a few team members.

When it comes to picking the right workspace for your employees, there’s really only two choices these days: Microsoft’s all-encompassing 365, or Alphabet’s entrepreneurial envoy, Google Workspace.

In this article, we’ll take a look at these two heavyweights of word processing (and more) – so you can make an informed choice for your company’s future.

The Big 2 of Productivity Suites: Google Workspace and Microsoft 365

When it comes down to productivity suites, there’s really only two predominant players in the field: Google Workspace (formerly known as Google Suite or G-Suite) and one of the oldest in the game, Microsoft 365 (formerly known as Microsoft Office).

These two dominate the field here, providing productivity suite services to the majority of businesses and individuals in the U.S. Just think about how many @gmail.com addresses there are nowadays! And if you’re in the business world, you’d be hard-pressed to find an executive who uses anything but Outlook.

Considering how good both products are – for diverse groups of users – it’s no surprise these two providers dominate this field.
What Services Do Google Workspace and Microsoft 365 Offer?

In general, Workspace and 365 offer similar services in an attempt to satisfy all the needs of their business-focused customers.

As you’d expect, that includes the basics like email services, cloud storage, presentation software, and spreadsheet programs like Excel and Google Sheets. They’ve recently begun including video conference software in the form of Google Meet and Microsoft Teams.

Beyond the basics that 90% of customers need, both providers offer a number of more specific, niche features, like advertising platforms and computing power outsourcing. These are typically your industrial and megacorporation clients who need specialty care at insane prices.

Full List of Google Workspace Tools For Business

Full List of Microsoft 365 Tools For Business

Most Popular Services For Businesses

Google Workspace

Most often used by individuals and startups, Google’s most used applications are the ones people need most – email, storage, and word processors. Surprisingly, more people use Google Calendar than Google Meet.

  1. Gmail
  2. Google Drive
  3. Google Docs
  4. Google Calendar
  5. Google Meet

Microsoft 365

Here are the most popular use cases for Microsoft 365 users. Email is at the top of the pile, as you’d probably expect, with word processors close behind, followed by video conferencing and storage.

  1. Microsoft Outlook
  2. Microsoft Word
  3. Microsoft Excel
  4. Microsoft Teams
  5. OneDrive

Google Workspace vs. Microsoft 365: Pricing

Feature Google Workspace Microsoft 365
Basic Plan $6/user/month $5/user/month
Business Standard $12/user/month $12.50/user/month
Business Premium $18/user/month $20/user/month
Enterprise Solutions Custom pricing Custom pricing

 

Google Workspace vs. Microsoft 365: Pros and Cons

Google Workspace

Pros:

  • Great for collaboration – Docs, Sheets, and Calendar are all used in businesses around the globe with very little friction.
  • Cheaper than Microsoft or even free in many cases. If you don’t need much storage, you can get by with just a simple Google account.
  • User-friendly interfaces and easy setup. Everyone knows how Google’s interface works these days.
  • Works on any operating system. All you need is an internet connection!
  • Did we mention it’s free?

Cons:

  • Limited offline functionality compared to Microsoft 365. You pretty much always need to be connected to the internet to get the most out of Google Workspace.
    • Also, be careful when saving, as many tales have been told about Google Workspace failing to sync due to connectivity issues – leading to hours of lost work.
  • No offline apps for PCs, only tablets and phones. Must be connected to the internet to use most functionalities.
  • Many of their programs lack the sophistication and depth of features of Microsoft products.
  • Antivirus and cybersecurity features are minimal at best.
  • No customer service at all. You’re on your own!

Microsoft 365

Pros:

  • A comprehensive set of features and robust offline capabilities. If you need an office suite that can handle any task no matter how simple or complex, Microsoft can’t be beat.
  • Familiar interface for users accustomed to Microsoft Office. If you have an older staff or are a corporate business, chances are you’ve been using Office for a while.
  • Advanced security and compliance tools. Unlike Google, which offers almost no security features, 365 comes with robust antivirus software.
  • Customer service that will help you work through any problems.
  • Offline apps that are well-built and usable on any device.

Cons:

Can be expensive if you need more sophisticated tools or are a large enterprise with many users.
May be paying for services you never use. Most of the tools in 365 are unneeded by most employees in a company
Can have a difficult learning curve for your employees if you have a user base that is unfamiliar with Microsoft products
Incompatible with Mac computers.

Is Google Workspace or Microsoft 365 Right For My Business?

When to Choose Microsoft 365

  • If you are a mid-to-large-size enterprise that needs robust tools for a diverse set of users.
  • If your cybersecurity is at the top of the list of your needs.
  • If your business absolutely needs offline functionality.
  • If your user base is already familiar with Microsoft Office tools.
  • If you need rich and specific workspace tools like niche formatting.

When to Choose Google Workspace

  • If you’re a small business with fewer than 10 users.
  • If you want to save money on a productivity suite.
  • If you only need the essentials and don’t need advanced tools.
  • If you spend a lot of time collaborating in real-time in Word documents or spreadsheets.
  • If you need to get a business up and running ASAP.

Conclusion

At the end of the day, there is no straightforward answer as to which office suite is better for businesses. Each and every business is unique, with different needs, operating in different environments, in different industries.

However, there are a few rules of thumb – if you are a small business or a startup, with just a few employees, chances are you only need Google Workspace. It will get you up and running ASAP, with all the essential tools you need to run your business.

If you’re a medium-sized business or larger, and you are looking to buy into a long-term commitment to a certain office suite, Microsoft 366 is the way to go. With a deeper, more robust set of offerings, 365 is a proven platform for businesses that can facilitate an efficient workflow for all your users – once they get familiar with the software.

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