Productivity software suites empower modern businesses to collaborate, communicate and get work done efficiently in our increasingly digital world. As two dominant players in this arena, Google Workspace and Microsoft 365 offer compelling options packed with features to meet a range of needs. But deciphering key differences can help determine the right fit for your organization.
This comprehensive guide contrasts these leading services across crucial categories from pricing to security. Read on for an expert analysis of Google Workspace versus Microsoft 365 to guide your purchasing decision.
A Brief History
First, let’s rewind and understand how each platform evolved over time before comparing current capabilities.
Google Workspace Origins
Google Workspace began life in 2006 as “Google Apps”, focusing initially on hosted Gmail, calendar and docs for educational institutions. After adding paid tiers and more business-centric capabilities over several years, the rebranding to “G Suite” in 2016 signaled Google’s commitment to enterprise-level software and services. This name stuck until a final switch to “Google Workspace” in 2020 aligned the suite with Google Cloud and its identity offerings.
Microsoft 365 Background
Meanwhile, Microsoft 365 has its roots in “Office 365,” first launched in 2011 to transform Office into cloud-based services. With a name change in 2020, Microsoft 365 built on Office 365 by bundling Windows OS, device management, security tools and analytics to position itself as an integrated solution. This new brand also aimed to support work from anywhere across platforms.
Now caught up on backstories, let’s move ahead to contrast these options as they exist today!
Plan and Pricing Comparison
Budget is often top of mind when evaluating software platforms, so let’s break down what Google Workspace and Microsoft 365 cost across plan levels.
Google Workspace Pricing
Google Workspace offering start free and scale up to $18 per user/month for Business Plus plan including:
- Business Starter: $6/user/month
- Business Standard $12/user/month
- Business Plus: $18/user/month
- Custom Enterprise plan
Storage allowance expands from 30GB per user to unlimited based on tier. Limits also increase for tools like video meeting participant caps. The free Legacy plan allows up to 10 users but has reduced admin controls versus paying to upgrade.
Microsoft 365 Plans
Microsoft 365 spans both small business and enterprise plans ranging from $6 to $57 monthly price points:
- Business Basic: $6
- Business Standard: $12.50
- Business Premium: $22
- Office 365 E1: $10
- Office 365 E3: $23
- Office 365 E5: $38
- Microsoft 365 E3: $36
- Microsoft 365 E5: $57
Storage is fixed at 1TB across Business suite plans but expands to 5TB for E5 enterprise subscribers. Some legacy SMB Office plans are still available without the newer Microsoft 365 branding.
In both cases, volume discounts can decrease per user pricing for larger deployments. But Google Workspace tiers include more value-add features at each plan level for the money.
Core App Comparison
Now that pricing differences are clearer, how do mainstay apps for content creation and collaboration stack up between the two platforms?
Word Processing
Google Docs facilitates real-time co-editing and comments for fluid team collaboration. Offline access is available, but functionality reduced. Microsoft 365 leverages robust Word document authoring with extensive formatting options. But simultaneous changes require turn-taking without real-time viewing.
Spreadsheets
Google Sheets emphasizes collaboration via sharing, commenting and simple formulas well-suited for project management. Microsoft Excel boasts richer functionality for financial modeling and analysis. Complex Excel macros can necessitate desktop access.
Presentations
Google’s simple, web-based Slides make it easy for multiple people to work on decks together. Microsoft PowerPoint offers richer design tools in addition to real-time co-editing ability. Both support offline access with limitations.
Email and Calendar
Gmail features seamless search plus automation tools via Smart Compose and Smart Reply. Microsoft Outlook syncs across devices with advanced calendar sharing and scheduling assistance. Both support offline access.
The verdict? Google Workspace takes the collaboration trophy while Microsoft 365 dominates via sheer feature breadth. But hang tight for more comparison factors coming below!
File Sharing and Remote Work Capabilities
With hybrid and remote work becoming the norm, evaluating how each suite enables document access and sharing is key.
Google Workspace is built for the cloud with seamless real-time file co-editing and commenting to align distributed teams. Permissions stay attached to files for maintaining visibility controls.
Microsoft 365 likewise enables remote co-authoring and signing via Microsoft Teams integration. However, default access can vary for files stored locally versus OneDrive cloud copies. Shared access ultimately stays connected to user credentials.
Both services support remote video meetings and conferencing to keep teams connected virtually. Overall, Google Workspace edges out Microsoft 365 for smoother cloud-based document sharing that keeps permissions and capabilities consistently applied.
Security: Protections and Protocols
No software evaluation is complete without scrutinizing security protections given constant threats. Google Workspace and Microsoft 365 both leverage security measures like encryption and anomaly detection, but approach things differently.
Google Workspace Security
Google Workspace implements baseline features like 2-step verification across all paid plans, alerting for suspicious downloads or forwards and sandboxing attachments. Encryption applies to data in transit and at rest. Mostly automated security processes emphasize ease of use.
Higher tiers layer on enhanced data loss prevention, key management, contextual access controls and endpoint management. But most settings remain under the hood without extensive configuration options.
Microsoft 365 Security
All Microsoft 365 plans include anti-malware and anti-phishing safeguards powered by AI. Enterprise grades include preventative protections like Safe Links for real-time URL scans. Security management controls apply across M365 services and Windows OS capabilities.
Larger Microsoft 365 subscriptions open added advanced threat protection, data loss prevention, identity/access management controls and infrastructure monitoring. Settings allow for more policy fine-tuning but can complexity security management.
With integrated OS-level measures, Microsoft 365 enables more layered and nuanced safeguards for devices and data but demands more expertise navigating all the knobs and dials. Google Workspace makes security processes reliably turnkey using a lighter touch.
Pros and Cons Comparison
Considering the above assessments by category, how do the overall pros and cons shake out? Let’s summarize high-level wins and tradeoffs of each platform:
Google Workspace Pros
- Streamlined real-time collaboration abilities
- Intuitive web and mobile apps
- More affordable pricing for included capabilities
- Lightweight but effective integrated security
Google Workspace Cons
- Less robust offline functionality
- More constrained customization options for administrators
Microsoft 365 Pros
- Deeper Office desktop application feature sets
- More granular security controls and policy configuration
- Integrates with Windows OS protections
- Stronger analytics and dashboard reporting
Microsoft 365 Cons
- Collaboration can be more siloed across apps
- Steeper learning curve around management settings
- More expensive to unlock key functionality
If seamless real-time collaboration spanning documents and teams is most vital, Google Workspace should fare well as long as some limitations on customization options aren’t deal breakers.
Microsoft 365 shines for those needing expansive, locally-installed application capabilities and who value fine-tuned security control. But costs climb higher to access full-powered features.
6 Must-Know Differentiators
Beyond the detailed comparisons above, these key facts encapsulate crucial differences between the two productivity suite titans:
- Origins: Google Workspace founded 2006; Microsoft 365 born out of Office 365 in 2017
- Core Apps: Google optimized for web/mobile; Microsoft 365 strengths via desktop
- Ideal Users: Google serves collaborative groups; Microsoft powers individuals
- Integrations: Google Workspace connects Google Stack; Microsoft 365 leverages Windows/Office
- Overall Access: Google runs entirely browser-based; Microsoft 365 supports offline
- Admin Console: Google unified; Microsoft has multiple management touch points
Recommendations: Who Wins?
Given the major points covered across categories and capsulized above, which productivity suite reigns supreme? The verdict points to "it depends".
Google Workspace is easiest to universally access given its pure cloud bones that require only a browser. If having everyone co-edit together in real time trumps all else, Google rocks collaboration. For smaller teams prioritizing flexibility across devices over locally-installed desktop power or granular configurations, Google Streamlines productivity.
On the other hand, Microsoft 365 makes more sense for larger enterprises dependent on extensive Office suites, Windows protections and fine-grained security control. Workers juggling massive data models and must just get the job done solo will still need full Excel, even if some forego PowerPoint polish. And Microsoft‘s vast network effect keeps it deeply entrenched.
Ultimately both Google Workspace and Microsoft 365 overlap broadly but still carve out strengths in key scenarios. Know your priorities, weigh options against these evaluations, and you can pick the provider primed to empower your goals. Yet don‘t hesitate to selectively supplement gaps where needed – the beauty is you aren‘t locked into one size fits all anymore.
FAQs: Which Solution is Best?
If still undecided between Google Workspace and Microsoft 356 even after this guide, maybe a FAQ can provide final clarity:
Which is better for small or large businesses?
Google often suits fast-growing SMBs thanks to intuitive collaboration-friendly apps, adaptable pricing and emphasis on mobility. Microsoft gives big enterprises and regulated industries greater controls like compliance procedures.
Which has easier permission management?
Google Workspace centralizes access controls from parent folders straight through files many people can edit directly. Microsoft access settings sit with and move along each file or folder instead.
Which is best if needing to use mostly on desktop computers?
Microsoft 365 provides fuller offline functionality and features in desktop Office apps people rely on to get work done without internet connectivity.
Which most easily enables teams to collaborate in documents?
Google Workspace lets multiple people edit together in Google Docs, Slides and Sheets innately so everyone stays on the same (web) page. Real-time co-editing exists in Microsoft too but works better online.
Is Google more affordable? Does Microsoft offer more enterprise security?
Yes, and yes. Google optimizes pricing to enable inclusive teamwork while Microsoft charges more to configure layered controls like compliance, data loss prevention and endpoint management. You get what you pay for.
Final Recommendation
In closing, assessing areas like integrated apps versus add-ons, mobile optimization compared to offline needs, and priorities around compliance or real-time collaboration ultimately illuminates what matters most day-to-day. Price out must-have tools accordingly between Google Workspace and Microsoft 365 plans, then put your favored functions first by picking the productivity suite fulfilling work preferences. Within limitations, mixing solutions is even an option. Whether seamlessly connecting teams around web content or safeguarding regulated assets within fine-tuned infrastructure, the choice comes down to whether use cases demand simplicity or control. And there is no one universal “best" – just the optimal choice for your organization‘s work culture.
