Choosing the right productivity suite is a critical decision for any business, and it often comes down to two major players: Microsoft 365 and Google Workspace. Both offer a comprehensive range of tools designed to enhance collaboration and streamline workflows. According to a study on Statista, Google Workspace currently leads with a 44% market share, while the longstanding brand, Microsoft, only follows with 30%. Each suite has its strengths, from seamless integrations to robust file management. But there has to be a reason why businesses prefer one over the other, and if you’re looking for an objective comparison to determine which platform best fits your business needs, you’ve come to the right place. 

Difference in Core Features

If you’re already using MS Products, you might as well keep using them

Microsoft and Google’s office suites differ significantly in how they deliver their productivity tools. MS 365 offers a traditional interface, familiar to most users, with robust offline capabilities. Its suite includes powerful desktop applications like Word, Excel, PowerPoint, and Outlook, paired with cloud storage through OneDrive and collaboration via Teams. Microsoft’s apps are deeply integrated, making it a strong choice for businesses already entrenched in Microsoft products.

If not, consider Google Workspace

On the other hand, Google Workspace focuses on simplicity and collaboration. Built around cloud-based tools like Gmail, Google Docs, Sheets, and Google Drive, it offers a lightweight, intuitive interface that prioritizes real-time collaboration. 

Google’s approach is ideal for teams that rely heavily on shared workspaces and cloud-native workflows. Apps like Google Meet seamlessly integrate with Calendar and Drive, allowing for smooth transitions between communication and document management. However, it lacks some of the advanced features offered in desktop applications, relying mostly on web-based tools.

In terms of collaboration…

Both office suite experiences are similar in function and the main differences being which buttons to press, and what programs work well with each other in their respective work ecosystems. 

Microsoft integrates with desktop and cloud tools, enabling file versioning and extensive offline access, while Google thrives in cloud collaboration with live editing features and streamlined sharing. Businesses with complex workflows or legacy systems may lean toward Microsoft, while those focused on digital-first or remote teams may find Google Workspace a better fit.

Pros and Cons in Everyday Use

Collaboration and Communication

When comparing both platforms for collaboration and communication, each has its own strengths. 

Microsoft 365’s UI looks intimidating

Teams offers a comprehensive space for chat, file sharing, and video meetings, ideal for businesses already using other Microsoft tools. It integrates seamlessly with Outlook, making email and meeting scheduling more efficient. However, its interface may feel more complex for new users.

Google Workspace looks intuitive

Google Workspace, on the other hand, simplifies collaboration with Gmail and Google Meet, enabling fast communication. With Google Drive, file sharing and real-time editing are intuitive, especially for distributed teams. Google’s tools are inherently cloud-based, which fosters quicker collaboration but lacks the offline functionality of Microsoft. While Teams offers better integration with desktop tools, Google’s real-time collaboration features are unbeatable, especially for remote or cloud-first teams.

Video Conferencing and Messaging

Microsoft Teams provides advanced video conferencing features, including breakout rooms, large participant capacity, and integrated scheduling, making it a good choice for larger organizations that need more control over virtual meetings. It also integrates tightly with Outlook, making scheduling and joining calls a breeze for email-driven workflows.

Google Meet offers a more streamlined approach, perfect for quick meetings or smaller teams. It integrates directly with Google Calendar for easy meeting setup and uses Google’s straightforward interface, making it easy for anyone to join video conferences with just a few clicks. Gmail also offers built-in chat and video options, but it lacks some of the more complex functionalities offered by Teams.

Security and Privacy

Both of these workspaces also place a strong emphasis on security and regulatory compliance, but their approaches vary.

Microsoft’s Advanced Threat Protection

Microsoft’s office suite provides Advanced Threat Protection (ATP), which offers safeguards against phishing, ransomware, and other cyber threats. Through its Secure Future Initiative, Microsoft ensures compliance with industry standards and data protection regulations such as GDPR and HIPAA. It also offers detailed compliance tools that cater to industries with stringent requirements, like finance and healthcare.

Google Cloud and its General Data Protection Regulation

Google Workspace also prioritizes data security, utilizing encryption, two-factor authentication, and adherence to privacy laws like GDPR. Google’s security infrastructure is built on cloud-first principles, meaning real-time protection against emerging threats. Data privacy is further supported by Google’s robust security management tools, which allow admins to control access and sharing permissions.

Both suites provide secure platforms, but businesses with higher regulatory demands may lean toward MS 365’s advanced compliance features, while those prioritizing ease of use may consider Google Workspace at the possible cost of “relaxed” security measures. 

Pricing and Their Tiers

When comparing the pricing of Office 365 and Google Workspace, both platforms offer tiered plans that scale with your business size and needs.

Microsoft 365’s three primary plans include:

• Business Basic at $6 per user/month: online services like Teams, OneDrive, and web-based Office apps.
• Business Standard at $12.50 per user/month: desktop versions of apps like Word and Excel.
• Business Premium at $22 per user/month: includes advanced security and device management.

Google Workspace also offers tiered pricing:

• Business Starter at $6 per user/month: 30GB storage, basic collaboration tools.
• Business Standard at $12 per user/month: 2TB storage, more robust collaboration options.
• Business Plus at $18 per user/month: 5TB storage, advanced security features.
• Enterprise: Custom pricing based on organization size and needs.

Both platforms cater to businesses of different sizes. MS 365 offers more robust offline features, while Google Workspace excels in cloud-first environments. The choice between the two often depends on how much storage, security, and access to desktop apps your business requires. You can learn more by carefully studying each of their pricing landing pages.

Integration with Other Applications and Customization

These two workspaces also work with various third-party applications for flexibility and customization based on business needs. Microsoft integrates effortlessly with software like Salesforce, Adobe Acrobat, and Zoom. And of course, alongside Microsoft's own services like Azure and Power BI. These integrations provide powerful workflows, especially in enterprise settings.

Google Workspace offers smooth integration with Slack, Trello, Zoom, and even Microsoft Office files through Google Drive, making it an ideal choice for businesses using multiple cloud-based tools. Additionally, Google’s APIs allow businesses to build custom integrations for specialized workflows, creating a highly adaptable environment for productivity.

Both suites are designed to fit into existing business environments but differ in how deeply they integrate with cloud-based vs. desktop-centric tools. This fact alone should determine which workspaces your business should go for. 

Customer Support and Experience

When it comes to customer support, MS 365 and Google Workspace offer different experiences depending on your business size and subscription plan.

Microsoft has always been praised for its in-depth technical support, especially for enterprise users. It provides 24/7 phone and online support, as well as a comprehensive knowledge base with tutorials and community forums. According to Select Hub, businesses that subscribe to higher-tier plans, particularly enterprise users, benefit from personalized support, with Microsoft often offering quicker and more detailed responses for complex issues. This makes 365 a strong choice for large organizations that need advanced technical assistance and custom solutions​. 

Meanwhile, Google’s self-help resources are vast, including community forums and an extensive knowledge base. While generally reliable, some users have noted that Google’s support can vary in quality based on the complexity of the issue, and response times may lag for more technical problems i.e. “sluggish”.

Still, some businesses have said that their experiences with MS 365’s customer support were lacking, too. In any case, it’s best for readers to do thorough research about this and get actual statements from people who had their fair share of both workspaces. 

Wrapping Up: Which One Fits Your Business The Most?

Microsoft 365 offers powerful desktop apps, robust security, and advanced support, making it ideal for larger businesses with complex workflows​. Meanwhile, Google Workspace focuses on cloud-based collaboration and ease of use, perfect for startups and remote teams! 

However, it’s important to note that based on our research when writing for this blog, we discovered multiple comments stating that both platforms can have poor customer and technical support. The truth is, there’s no perfect, all-in-one solution. 

Ultimately, if you value offline capabilities and opting for an established brand, go with MS 365. If simplicity and real-time collaboration are more important, Google Workspace is the better fit. If you would like a deep dive into the user experience when using both, please check out our blog here!

Ready to streamline your team's productivity with expert guidance? Intellezy offers in-depth Office 365 and Google Workspace training designed to get your team up to speed fast. Reach out today to learn more about how we can help your business make the most of its digital tools!