Google Workspace vs Microsoft 365: Choosing The Best Suite For You In 2024

These days, it feels like everyone’s talking about moving to the cloud. But if your business is considering a new software, the choices can be overwhelming. Should you go with Google Workspace vs Microsoft 365? Both offer a suite of productivity and collaboration tools, but they have some critical differences that could make or break your business’ success.

Google Workspace vs Microsoft 365: A Head-to-Head Comparison

This isn’t just about choosing familiar software. It's about finding the best workspace plans for your team, budget, and work style. Let's take a look at the features of Google Workspace and Microsoft 365.

Pricing and Plans: Can You Afford Not to Compare?

First up? Let's talk about the bottom line. Both Google Workspace and Microsoft 365 operate on a subscription-based model, which means you pay per user, per month. Google Workspace’s plans are generally more straightforward. Pricing options range from a basic $6 per user per month plan with 30GB storage to an enterprise-grade option with unlimited storage.

Microsoft 365, however, offers many plans tailored to businesses of all sizes, with options including a $5 per user, per month plan offering 1 TB of OneDrive storage (without the Microsoft apps). For a deeper look into Microsoft 365 pricing and available plans, you can check out the details for small business plans as well as the Microsoft 365 enterprise plans. Don’t forget that there are also Office 365 enterprise plans too. Determining the best value depends entirely on your organization’s specific needs.

Tips from Swyt: reach out, we have discounted prices 🙂

Applications: What Are You Actually Paying For?

You need to know that the productivity tools you’re paying for will actually work for your team. It's not just about the cost. Here's a breakdown:

• Word Processing, Spreadsheets, and Presentations

Let’s face it, these are the bread and butter of most office work. With Google Workspace you’re getting Google Docs, Sheets, and Slides - all web-based apps known for their simplicity and real-time collaboration. 

Back in 2006, Google launched Google Docs & Spreadsheets, an online word processing and spreadsheet duo. The applications were later combined with other business applications and ultimately rebranded, now called Google Workspace. As of 2023, the company proudly boasts 10 million paying customers. 

Microsoft 365, on the other hand, offers the classic desktop versions of Word, Excel, and PowerPoint – software many of us grew up using (and keep using it …). Although they now have web-based versions as well, they aren't as powerful as Google's versions. Which you prefer is mostly personal preference - though it’s worth noting that the Google apps are generally considered easier to pick up and use. However, if your team needs advanced features and offline access, Microsoft 365 might have the upper hand.

Tips from Swyt: reach out, we can manage and secure both for you 🙂

• Email and Calendar: How Will You Stay Organized?

Google gives you Gmail - an email platform loved for its intuitive design, search functionality, and robust spam filters. However, many find that it lacks the complex organizational tools of a desktop-based platform.

That’s where Microsoft 365’s Outlook comes in. This workhorse has been a staple in the business world, offering features like detailed folder organization, task management, and offline access. Both platforms also offer calendar applications to keep your team’s schedule straight, and for many people, choosing between the two comes down to personal preference and what they are used to.

If you are on a tight budget, you may want to consider that the more affordable Microsoft 365 plans tend to be more generous than their Google Workspace equivalents in terms of email storage, especially since Microsoft 365 includes ‘unlimited archive’ functionality.

Tips from Swyt: reach out, we can manage and secure both apps for you 🙂

• Collaboration and Communication: It's a Team Effort.

Both Google Workspace and Microsoft 365 offer robust tools to keep teams connected and productive. But their approaches differ in significant ways !

Google Workspace: The King of Real-Time Collaboration. Google Workspace thrives in a collaborative environment. Google Docs, Sheets, and Slides allow multiple users to edit the same document at the same time, with changes appearing instantly, making it perfect for teams working on projects together. Plus, Google Chat, integrated seamlessly into Workspace, offers instant messaging, group chat, and video conferencing for up to 100 participants in a standard call - more than enough for most team meetings.

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Both Microsoft 365 and Google Workspace have tools for video calls and online meetings. Microsoft Teams is specifically geared toward business use, while Google Meet is for both casual and business users.

Microsoft Teams has a leg up with robust features and integration with hundreds of apps that enhance functionality. Google Meet wins with ease of use. It boasts an intuitive interface that is incredibly simple and includes features like screen sharing, meeting recording, and real-time captions. Ultimately the winner here depends on whether your team prioritizes powerful features or ease of use.

Tips from Swyt: Microsoft 365 is fully integrated into our Swyt App!

• Cloud Storage and File Sharing: Where Does Your Data Live?

With Google Workspace, your files reside in Google Drive. Workspace users generally find that file sharing is more straightforward than in Microsoft 365 and seamlessly integrates with other Google services. While storage capacity varies based on your plan, it can scale up to unlimited storage with the Enterprise Edition.

Microsoft 365 uses OneDrive as its storage platform. It’s tightly integrated with the Microsoft ecosystem, so if your team heavily uses Windows and Office applications, it can feel like a natural extension. It also allows for both cloud and local storage, offering flexibility that Google Drive lacks.

Tips from Swyt: If you are not yet cloud base - we can do the migration for you! - if you are, we can manage and secure both for you 🙂

• Security: Keeping Your Business Safe

Here’s where things get interesting. Although both platforms take security seriously, Microsoft 365 seems to be more robust in recent years. While Google experienced double the amount of security claims compared to Microsoft in the first part of 2023 (twice as likely), Google offers encryption, two-factor authentication, and data loss prevention multi-factor authentication tools in an attempt to overcome its recent past performance.

However, Microsoft 365 offers all that plus advanced threat protection, data governance tools, and compliance certifications that meet industry standards like HIPAA and GDPR. So, Google Workspace has a lot of catching up to do if they want to win over people who need high levels of data security.

Tips from Swyt: whatever is your choice, let us please help you to secure your IT Infrastructure, end-to-end !

Google Workspace vs Microsoft 365: Which is Right for You?

If you’ve read this far, you're well on your way to picking the right suite of tools for your organization. Both offer great options, but the decision relies heavily on your company’s specific needs and what’s important to your staff. A Harvard Business Review (HBR) study revealed that 59% of employees surveyed felt their business’ collaboration tools were “not aligned with how their teams preferred to work”.

The HBR recommended allowing team members to have a say in selecting platforms and applications to improve alignment and address concerns. Choosing between Microsoft Teams vs. Google Meet can be a difficult decision.

If seamless real-time collaboration, affordability, and simplicity are important, then Google Workspace might be a perfect fit. If your organization needs strong offline capabilities, a familiar interface, and robust security, then Microsoft 365 could be a better fit for your business.

Conclusion

Choosing between Google Workspace vs Microsoft 365 is an important business decision with long-term consequences for communication, security, and budget. Ultimately, deciding on Google Workspace vs. Microsoft 365 depends on your specific needs. The good news is there’s no wrong answer and Swyt can help you understand the pros and cons of each platform to make the best choice for your needs.