In This Blog
- Microsoft 365 and Google Workspace Comparison Chart
- Plan Pricing
- Features Comparison
- Email: Outlook vs. Gmail
- Applications
- Communication Tools
- Security Features
- Key Differences
- Which Is Right for My Business?
- How Emergent Software Can Help
- Final Thoughts
- Frequently Asked Questions
TL;DR
- Microsoft 365 offers dedicated desktop applications for offline work, while Google Workspace relies primarily on web-based tools.
- Microsoft 365 provides 1TB of cloud storage per user across most plans, compared to Google Workspace's tiered storage from 30GB to 5TB.
- Microsoft 365 includes more comprehensive security features with multi-factor authentication and advanced threat protection, especially in Enterprise plans.
- Google Workspace integrates seamlessly with Google services and offers simpler collaboration tools at competitive pricing for smaller businesses.
- Larger businesses typically benefit more from Microsoft 365's robust features, while smaller businesses and startups may find Google Workspace sufficient.
Microsoft 365 and Google Workspace Comparison Chart
Microsoft 365 and Google Workspace are both designed to boost productivity and enhance communication between business teams. However, the applications and tools differ in how they work and integrate with existing workflows.
Each suite includes vital applications that businesses rely on to run smoothly: word processors, spreadsheets, email, and other essential tools. For a quick overview of the features and applications included in each suite, review the comparison chart below.
| Features | Microsoft 365 | Google Workspace |
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| Cloud Storage |
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| Business Applications |
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| Collaboration and Communication Tools |
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| Suite Security and Customer Support |
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Microsoft 365 vs. Google Workspace — Plan Pricing
Knowing which plans are available and at what price helps you choose which suite fits your budget and organizational needs.
Microsoft 365 Plan Pricing
Business Basic — The Business Basic plan is the lowest tier offered by Microsoft 365. It's designed for businesses that only require basic tools for everyday workflows. At $6 per user per month, it includes business email, OneDrive storage, and access to applications like Word, Excel, and PowerPoint online or on mobile. It offers phone and web support along with automatic spam and malware filtering. Desktop versions of these applications are not included in the Business Basic plan.
Business Standard — The Business Standard plan costs $12.50 per user per month and provides a more complete set of tools to optimize workflows and efficiency. It includes all Business Basic features plus desktop versions of Office applications like Word, Excel, and PowerPoint.
Business Premium — The Business Premium plan is the highest business tier at $22 per user per month. It includes all Business Basic and Business Standard features along with enhanced security services including protection against viruses and phishing attacks. This plan suits businesses that need advanced threat protection.
Apps for Business — At $8.25 per user per month, this plan gives businesses access to Office applications and cloud storage without business email. This plan does not include Microsoft Teams or SharePoint, making it ideal for smaller businesses and startups with minimal collaboration needs.
You may also like: 13 Advanced Microsoft Teams Features You May Not Know About
Google Workspace Plan Pricing
Business Starter — The Business Starter plan costs $6 per user per month and includes 30GB of storage. This lowest tier works well for smaller businesses or startups. It does not include many collaborative features offered in higher tiers, like shared drives, AppSheet, or Cloud Search.
Business Standard — Business Standard is the most popular Google Workspace plan at $12 per user per month. It supports video meetings with up to 150 participants and meeting recordings. This plan does not include Vault or eDiscovery features, which come with the Business Plus plan.
Business Plus — The Business Plus plan provides more storage capacity and enhanced security features at $18 per user per month. It includes meeting hosting for up to 250 people, attendance tracking, and cloud search capabilities. This plan also includes Vault capabilities and more endpoint management features.
Enterprise — The Enterprise plan is the highest tier with unlimited cloud storage and all Business Plus features. The Enterprise plan uses custom pricing, so you'll need to contact Google for an estimate.
Microsoft 365 vs. Google Workspace — Features
Both suites offer robust features across multiple tiers. For most businesses, the most important features are email, applications, and communication platforms. Here's how these features compare.
Email: Outlook vs. Gmail
Both Microsoft 365 and Google Workspace provide business emails with custom domain names. The email platforms are Outlook and Gmail, respectively.
Outlook is Microsoft's email platform commonly used for business communications and sending emails between team members. It's an advanced platform that allows managing and organizing emails, scheduling, and tracking day-to-day tasks. Outlook is available across multiple platforms including PC and mobile.
Gmail is a popular email platform that gives users access to third-party applications that enhance overall functionality and performance. Since Gmail utilizes third-party applications to add and enhance features, it's not as seamless to use as Outlook for business needs. Gmail also lacks a dedicated desktop application, though third-party applications can connect Outlook and Thunderbird accounts.
Applications
The applications included with Microsoft 365 and Google Workspace are similar but vary in performance and accessibility. The common applications are word processors, spreadsheets, and presentation creators.
Microsoft 365 offers their popular applications: Word, Excel, and PowerPoint. These tools are available on PC, mobile, and include web-based versions. Teams using Microsoft 365 applications have access to features like real-time coauthoring, which allows instant updates to collaborative documents and projects.
Google Workspace uses Google Docs, Google Sheets, and Google Slides in place of the Microsoft applications.
Communication Tools
The communication tools offered by Microsoft 365 and Google Workspace are Microsoft Teams and Google Meet, respectively.
Microsoft Teams has been designed with business use in mind and includes over 250 different applications that can all be used inside Teams to collaborate in real-time. Video calls on Teams can include up to 300 people and allow personal chats between team members.
You may also like: Microsoft Teams Noise Suppression Feature Helps to Quiet Your Surroundings
Google Meet is a video and text chat application that supports up to 250 people, depending on the plan chosen. Google Meet is integrated with other Google Workspace applications like Google Calendar and Gmail.
Common features shared between the two suites include file and screen sharing capabilities and advanced encryption.
Microsoft 365 vs. Google Workspace — Security Features
Both Microsoft 365 and Google Workspace have been designed with advanced security features and data privacy protection. Both suites are updated regularly, ensuring vulnerabilities are discovered and resolved quickly. Administrators can customize available security protocols using either suite.
Microsoft 365 has built-in spam and malware protection for emails and offers Exchange Online Protection features. This provides hundreds of different security controls that ensure industry standards for data privacy are maintained.
Microsoft 365 Enterprise plans provide advanced protection features including identity management to ensure secure connections between users and devices. Additional security features in Enterprise plans include:
- Advanced Threat Analytics
- Windows Information Protections
- Microsoft Defender Antivirus
Google Workspace includes both phishing and spam protection as well as two-factor authentication and endpoint management tools. Business Plus users can access Vault services, allowing for retention and archiving of search data.
Microsoft vs. Google Workspace — Key Differences
Although both suites have similar features and functions, there are key differences to consider when making the choice for your business.
Desktop Applications — One key difference is the availability of dedicated desktop applications for offline use that Microsoft provides. All Microsoft 365 applications like Word, PowerPoint, and Excel have licensing available for full desktop versions. Google Workspace does not offer desktop applications, making offline work more difficult and less efficient overall.
Application Variety — Microsoft 365 offers a wider variety of different applications across available tiers. These applications include Publisher, Planner, and Project.
Cloud Storage — Cloud storage is another area where Microsoft 365 outshines Google Workspace. Microsoft 365 offers a full 1TB of cloud storage per user, while Google Workspace offers 30GB to 5TB depending on the plan tier.
Security — Security is handled more comprehensively by Microsoft 365, as the multi-factor authentication tools offer a safer environment. Google Workspace offers two-factor authentication, but the use of third-party applications adds additional security risks that Microsoft 365 is not subject to.
Microsoft 365 vs. Google Workspace — Which Is Right for My Business?
Microsoft 365 and Google Workspace are two leading solutions for workplace optimization and collaboration tools. While both are viable choices, Microsoft 365 offers more features at competitive prices, while also providing popular applications like Word and Excel for team-wide use.
Larger businesses will fare better with Microsoft 365 due to the more robust features included. Google Workspace may be sufficient for smaller businesses until they expand and need more features.
How Emergent Software Can Help
We specialize in Microsoft 365 implementations, migrations, and optimization. Our team helps organizations configure Microsoft 365 environments, implement security best practices, train users on Microsoft Teams and other applications, and integrate Microsoft 365 with existing business systems. Whether you're migrating from Google Workspace, upgrading from legacy systems, or optimizing your current Microsoft 365 environment, we provide the expertise and support to ensure your productivity tools deliver maximum value.
If this sounds familiar, we can help.
Final Thoughts
Choosing between Microsoft 365 and Google Workspace is a significant decision that affects how your entire organization communicates, collaborates, and operates daily. Both platforms deliver robust productivity tools, but they serve different needs and organizational profiles.
Microsoft 365 stands out for organizations that need comprehensive desktop applications, advanced security features, and extensive offline capabilities. The platform's depth — from advanced Excel functionality to enterprise-grade security controls — makes it well-suited for larger businesses with complex requirements. The ability to work offline with full-featured desktop applications matters when reliability and functionality are non-negotiable.
Google Workspace excels in simplicity and web-based collaboration. For smaller businesses and startups that prioritize ease of use, quick deployment, and seamless integration with Google services, Workspace provides a streamlined solution. The lower entry-level pricing and straightforward interface reduce barriers to adoption.
The decision ultimately comes down to your specific requirements: team size, budget, security needs, existing infrastructure, and whether your workflows depend on desktop applications or can operate entirely in the browser. Consider where your organization is today and where it's headed. A solution that works for a 10-person startup may not scale effectively to a 500-person enterprise.
If you're ready to implement or optimize Microsoft 365 for your organization, Emergent Software is here to help. Reach out — we'd love to learn more about your goals.
Frequently Asked Questions
What are the main differences between Microsoft 365 and Google Workspace?
Microsoft 365 offers robust desktop applications such as Word, Excel, and PowerPoint, which are not available offline with Google Workspace. Google Workspace relies more on web-based tools like Google Docs, Sheets, and Slides. Microsoft 365 includes advanced security features and broader application offerings, while Google Workspace focuses on seamless integration with other Google services and simpler collaboration tools. The desktop vs. web-based distinction is the most significant operational difference, affecting how teams work when internet connectivity is limited or when they need the full feature set that desktop applications provide.
Is Google Workspace or Office 365 better?
It depends on your business needs. Google Workspace is great for businesses that prioritize web-based collaboration and integration with Google services. It works well for teams comfortable working primarily in browsers and those who value simplicity and quick deployment. Microsoft 365 is better for businesses that need powerful desktop applications, advanced security features, and offline capabilities. Organizations with complex workflows, advanced Excel requirements, or stringent security needs typically find Microsoft 365 better suited to their requirements. Budget also plays a role — while entry-level pricing is similar, the total cost of ownership varies depending on which features your organization actually uses.
Is it better to use Google or Microsoft?
Choosing between Google Workspace and Microsoft 365 depends on factors like business size, budget, security requirements, and preferred applications. Google Workspace is ideal for smaller businesses and startups that need straightforward collaboration tools and can operate effectively with web-based applications. Microsoft 365 is better suited for larger businesses needing comprehensive features, robust security, and the full power of desktop applications. Consider your team's existing skills — if they're already proficient in Microsoft Office applications, the transition to Microsoft 365 is smoother than retraining everyone on Google's equivalents. Similarly, if your team already uses Gmail personally, Google Workspace may feel more familiar.
Why do people use Microsoft over Google?
People often choose Microsoft 365 for its advanced desktop applications, comprehensive security features, and extensive offline capabilities. Businesses that require tools like Word, Excel, and PowerPoint — particularly Excel's advanced features for financial modeling, data analysis, and complex calculations — tend to prefer Microsoft 365. The platform also offers more sophisticated security controls, particularly in Enterprise plans, which matters for organizations in regulated industries or those handling sensitive data. Additionally, many businesses have decades of institutional knowledge built around Microsoft Office, making Microsoft 365 a natural evolution rather than a complete platform change.
Does Microsoft have an equivalent to Google Workspace?
Yes, Microsoft 365 is the equivalent to Google Workspace. Both suites offer a range of productivity tools, including email, word processing, spreadsheets, presentations, and collaboration applications. They are designed to enhance business productivity and communication. The core difference lies in implementation philosophy — Microsoft 365 evolved from desktop applications that added cloud capabilities, while Google Workspace started as cloud-native web applications. This difference in approach affects how the platforms feel and function, but both aim to solve the same fundamental business needs around productivity and collaboration.
What business applications are included in Microsoft 365 vs Google Workspace?
Microsoft 365 includes well-known applications like Word, Excel, PowerPoint, OneDrive, Teams, Outlook, Exchange, and SharePoint. Depending on the plan, you may also get access to Planner, Publisher, and Project. Google Workspace offers Docs, Sheets, Slides, Keep, Sites, Google Drive, Calendar, Meet, and Gmail. The Microsoft applications generally offer more advanced features and functionality, particularly Excel versus Sheets for complex data work, and PowerPoint versus Slides for sophisticated presentations. However, Google's applications typically provide simpler, more intuitive interfaces that require less training. The choice often comes down to whether your organization prioritizes feature depth or ease of use.
Is Microsoft 365 or Google Workspace better for large businesses?
Microsoft 365 is generally better suited for large businesses due to its extensive feature set, advanced security options, and robust desktop applications. Large organizations typically have complex requirements around compliance, security, user management, and integration with existing systems — areas where Microsoft 365 excels. The Enterprise plans provide sophisticated controls for IT administrators, advanced threat protection, and comprehensive audit capabilities that large businesses need. Google Workspace can work for smaller businesses or startups but may fall short as organizations scale and require more advanced features, tighter security controls, and the ability to work offline with full application functionality.
