Microsoft 365 vs Google Workspace: which to choose?

The two giants compared

Microsoft 365 and Google Workspace are the dominant players in business productivity suites. Both offer email, storage, video calling, and office applications. But which fits your organization better?

Email comparison

Microsoft 365 (Outlook)

• 50GB mailbox standard
• Outlook desktop app (Windows/Mac)
• Focused Inbox for important mail
• Extensive rules and filters
• Integration with Microsoft ecosystem

Google Workspace (Gmail)

• 30GB shared with Drive (Starter)
• Fully web-based
• Labels instead of folders
• Powerful search function
• Integration with Google ecosystem

Winner: Outlook for power users, Gmail for simplicity

Office applications

Microsoft 365

• Word, Excel, PowerPoint (desktop + web)
• Full functionality offline
• Industry-standard file formats
• Advanced Excel functions
• Access and Publisher (certain plans)

Google Workspace

• Docs, Sheets, Slides (web only)
• Real-time collaboration by default
• Auto-save
• Simpler interface
• No desktop apps

Winner: Microsoft for complex documents, Google for collaboration

Storage and sharing

Microsoft 365

• OneDrive: 1TB per user
• SharePoint for team files
• Offline synchronization
• Version control

Google Workspace

• Google Drive: 30GB - unlimited
• Shared drives for teams
• Strong search function
• Easy sharing

Winner: Tie - both excellent

Video calling

Microsoft Teams

• Up to 300 participants
• Background blur/replace
• Breakout rooms
• Integration with Office apps
• Recording capability

Google Meet

• Up to 250 participants
• Background effects
• Breakout rooms (paid plans)
• Integration with Calendar
• Live captions

Winner: Teams for large organizations, Meet for simplicity

Price comparison

Security and compliance

Both platforms offer:

• Two-factor authentication
• Data loss prevention
• eDiscovery (higher plans)
• GDPR compliance
• ISO 27001 certification

Microsoft has an edge in enterprise compliance features.

When to choose Microsoft 365?

• Your team is used to Office
• You work with complex Excel files
• You need desktop apps
• Your organization is large (100+ employees)
• You have specific compliance requirements

When to choose Google Workspace?

• You want simplicity over features
• Your team collaborates a lot on documents
• You don't need desktop apps
• Your organization is small to medium
• You prefer web-based working

Switching

Migration between platforms is possible but labor-intensive:

• Email can be migrated
• Documents need to be converted
• Employee retraining needed
• Plan 2-4 weeks for complete migration