Google Workspace vs. Microsoft 365: A comparison

Google Workspace or Microsoft 365? When deciding between the productivity software suites, a debate often ensues. For years, Microsoft’s Office line has provided a reliable software solution for office work. The cloud version, Microsoft 365, has also performed well.

With its file hosting services Drive and Google Docs, Google was able to provide a free alternative to the Microsoft product lineup. While these services were primarily designed with private users in mind, Google Workspace aims to meet the demands of business customers, establishing itself as a serious competitor to Microsoft Office. But how does Google Workspace fare when compared with the market leader?

Microsoft 365 vs. Google Workspace at a glance

Google and Microsoft share a common strategy with their office suite software in that they provide companies with a way to handle as many tasks as possible without having to resort to using apps from other providers. In each suite, the different programs usually work together seamlessly to guarantee a smooth workflow.

Microsoft 365

Many PC users will already be familiar with many of the applications from the Microsoft 365 suite. Word, Excel and PowerPoint are some of the most well-known programs in the world and are standard in lots of offices. With Microsoft 365, these software solutions can be used in the cloud. This simplifies working on the go and transforms traditional office applications into modern collaboration tools.

Google Workspace

Google has been offering more than just a search engine for a while now. Office solutions were also part of its product portfolio relatively early on. Back then, Google was actually one of the first to offer spreadsheet, word processing and presentation software through a web application in the browser. By integrating Gmail and Google Drive, the collection of apps has grown into a comprehensive suite that is completely located in the cloud.

Google has also improved the interoperability of the Google Meet hardware with third-party video conferencing systems like Zoom, enhancing communication flexibility across different applications.

Also new to the Google portfolio is Google Vids, an AI-powered application for videos. This tool makes it possible to create and edit professional videos in the cloud. These new additions further strengthen Google Workspace’s position as a comprehensive platform for communication and collaboration.

Google Workspace vs. Microsoft 365: A detailed comparison

With the productivity software Google Workspace, Google has turned its attention to the business segment, providing a direct challenge to market leader Microsoft and their competing product Microsoft 365. In the comparison below, we’ll take a look at the following:

• Apps
• Cloud storage
• File sharing
• Collaboration
• Email
• Security
• Data protection
• Pricing

This article was last updated in July 2024.

Apps

Looking at the product portfolios of the two business suites, there is a notable similarity in terms of the functionality being offered. For nearly every Microsoft 365 app, Google offers a comparable alternative.

A unique feature of Microsoft’s product, however, is the download option. All Microsoft 365 business apps listed above are also available in a desktop version and can be installed directly from the cloud onto local devices (depending on the selected product plan), allowing users to also use them offline.

Google Workspaces also offers Google Docs, Sheets and Slides offline. This is, however, not in the form of a desktop app, but as a feature of the web application. In order to use these apps offline, you need to have the Chrome web browser along with the corresponding offline extension.

Cloud storage & file sharing

Cloud solutions like Microsoft 365 and Google Workspace score significant points with businesses with the online central data storage they offer. Microsoft relies on the file hosting service OneDrive for Microsoft 365, while Google Workspace users have access to an increased amount of storage on Google’s cloud storage platform Google Drive.

While Microsoft provides all Microsoft 365 users with 1 terabyte (TB) of cloud storage, the amount of storage that Google Workspace users have access to depends on their plan. The different Business plans offer between 30 GB and 5 TB, while the Enterprise plan comes with unlimited storage. Both Microsoft and Google also provide the ability to synchronize cloud storage with a device. Files and folders stored online can also be made available offline.

When it comes to managing files stored online, both cloud storage solutions score highly with their wide range of features. Practical features for day-to-day business include versioning and sharing, which allow users to share files with people inside or outside their organization with a simple click. If needed, users can also set a time limit to make a file available temporarily.

Google Workspace offers a search function based on natural language processing (NLP) for all its applications.

Collaboration tools

As collaboration platforms, Microsoft 365 and Google Workspace provide powerful tools for communicating and collaborating with colleagues, customers and business partners.

Both solutions offer video telephony and instant messaging as well as collaborative editing in the cloud for texts, spreadsheets and presentations.

Google’s answer to Skype for Business and Microsoft Teams is the video conferencing software Google Meet. Google Chat also provides users with a platform for direct messaging and group conversations.

Corporate websites and other intranet applications can be implemented just as professionally with Google Workspace as with Microsoft 365. Google uses an intuitive template system that is less flexible when it comes to the design of sites. Microsoft SharePoint, on the other hand, is less intuitive, but offers significantly more possibilities for implementing internal web applications.

With Yammer and Google Spaces, both vendors offer cloud solutions that enable internal and cross-company social networks.

Email

Microsoft 365 and Google Workspace offer enterprise-class email features, including a calendar and address book.

Microsoft 365 users can manage their email traffic in the email client program Outlook or in the browser application Outlook on the Web. A mobile app is available as well. In Google Workspace, email management is offered through the app Gmail, which also forms the basis of the free email product of the same name.

Unlike the free Google account, Gmail is available to Google Workspace users with an ad-free user interface and custom email domain. With Microsoft 365, setting up a custom email isn’t as straightforward.

Security & privacy

Which product is more secure? Both Google and Microsoft 365 products are designed for enterprise customers who are subject to strict compliance regulations when it comes to surveillance security and data protection. Both providers rely on solid encryption technologies for storing data in their data centers, as well as when transmitting data between client and server.

Microsoft 365 and Google Workspace have also been designed to meet key industry standards and regulations for secure data processing.

• Both platforms are certified in accordance with international standards for information security, cloud security and cloud data protection (ISO/IEC 27001, ISO/IEC 27017 and ISO 27018).
• All Microsoft cloud services meet the Service Organization Controls Operational Security Standards (SOC 1, 2 and 3), which cover annual controls for data security, availability, integrity processing and confidentiality. Google Workspace is also SOC 2 and 3 certified.
• As participants in the Federal Risk and Authorization Management Program (FedRAMP), both vendors have undergone an evaluation and approval process that qualifies their cloud products for use in U.S. government agencies.
• To ensure secure processing of credit card transactions, both cloud platforms support the Payment Card Industry Data Security Standard (PCI DSS).
• All cloud tools in the Microsoft product range and Google Workspace and Cloud products under Google’s Business Associate Agreement are aligned with HIPAA. The U.S. Health Insurance Portability and Accountability Act provides strict rules for handling patient data.
• Starting in the fall of 2024, Google will discontinue support for third-party apps that only use passwords for authentication. This move highlights the company’s commitment to advanced security standards and promotes the use of more secure authentication methods such as OAuth. Both Microsoft and Google have privacy measures in place to provide companies with GDPR compliant services.

Plans

Google offers Workspace in three versions:

Google also offers an Enterprise version for large companies, which comes with unlimited storage space.

Microsoft offers companies a wider product range. A total of four product plans with different functionality are available.

Google Workspace or Microsoft 365? — Key takeaways

Google Workspace is a worthy competitor to the market leader Microsoft 365. Both platforms offer a comprehensive range of tools and functionality that are essential for efficient collaboration and increased productivity in modern workplaces.

Google Workspace scores points with its cross-platform compatibility and seamless integration of its web apps, making it possible to work from anywhere with any device. Additionally, innovative products like Google Vids make the platform especially attractive for creatives and media professionals.

While Microsoft 365 and Google Workspace now essentially offer the same range of features online, Microsoft 365 provides users with the possibility to download desktop versions of its apps. The option to access the apps offline can be particularly useful for users who prefer working with the installed version of the software. It also allows users to remain productive even without an internet connection.

Choosing between Google Workspace and Microsoft 365 mainly comes down to a company’s specific needs and employees’ preferences. Ultimately, both platforms provide a highly connected and flexible work environment that supports digital transformation in corporate settings.