Microsoft 365 vs Google Workspace: Which Is Right for Your Business?

Choosing between Microsoft 365 and Google Workspace is one of the most important technology decisions a business can make. Both platforms offer comprehensive productivity suites that include email, document creation, cloud storage, video conferencing, and collaboration tools. Yet they take fundamentally different approaches, and the right choice depends on your business's specific needs, workflow preferences, and growth plans.

In this in-depth comparison, we examine every major feature category, weigh the pros and cons of each platform, and provide clear recommendations based on business size and requirements. Whether you are setting up a new business or considering a switch, this guide will help you make an informed decision.

Email and Calendar

Email remains the backbone of business communication, and both platforms deliver robust, professional email solutions with custom domain support.

Microsoft 365: Outlook

Outlook is the gold standard for business email. It offers a feature-rich desktop application alongside web and mobile versions, with powerful capabilities including:

50 GB mailbox storage per user (up to 100 GB on enterprise plans)
Focused Inbox that intelligently prioritises important emails
Deep integration with other Microsoft apps, including Teams, OneNote, and To Do
Advanced calendar features with scheduling assistant and room booking
Comprehensive rules and automation capabilities

Google Workspace: Gmail

Gmail is renowned for its clean interface and powerful search capabilities. Business Gmail includes:

30 GB storage shared across Gmail and Google Drive (15 GB on the starter plan)
Industry-leading spam filtering and security
Labels and filters for flexible email organisation
Google Calendar with simple scheduling and appointment slots
Native integration with Google Meet, Chat, and other Workspace apps

Verdict: Microsoft 365 wins for businesses that need advanced email features, larger mailboxes, and a powerful desktop client. Google Workspace excels for teams that prefer a clean, web-first approach with outstanding search and spam protection.

Document Collaboration

Both platforms offer full suites of productivity applications for documents, spreadsheets, and presentations. However, their approaches to collaboration differ significantly.

Microsoft 365: Word, Excel, PowerPoint

Microsoft's productivity apps are the industry standard, offering unmatched depth of features. Excel, in particular, remains the most powerful spreadsheet application available. Key collaboration features include:

Real-time co-authoring in both desktop and web versions
Full-featured desktop applications with offline access
Advanced formatting, macros, and automation capabilities
Seamless integration with SharePoint for document management
Version history and document recovery

Google Workspace: Docs, Sheets, Slides

Google's apps were built from the ground up for real-time collaboration, and it shows. While they may not match the raw feature depth of Microsoft's offerings, they excel at teamwork:

Seamless real-time collaboration with no lag or conflicts
Commenting, suggesting, and assigning actions within documents
Automatic saving with comprehensive version history
Simple sharing with granular permission controls
Works entirely in the browser with no software installation required

Verdict: Google Workspace is the clear winner for teams that prioritise real-time collaboration and simplicity. Microsoft 365 is essential for businesses that need advanced features, particularly complex Excel spreadsheets, or work with clients and partners who expect Microsoft-format documents.

Video Conferencing

Video conferencing has become essential for modern business communication. Both platforms include capable solutions, though they differ in features and integration.

Microsoft Teams

Teams has evolved into a comprehensive collaboration hub that goes far beyond video calling. It includes persistent chat channels, file sharing, task management, and integrations with hundreds of third-party apps. Video conferencing features include meetings for up to 300 participants, breakout rooms, background effects, live captions, and recording with automatic transcription.

Google Meet

Meet offers a streamlined, reliable video conferencing experience that integrates tightly with Google Calendar and Gmail. It includes features such as noise cancellation, visual effects, hand raising, polls, and Q&A. Meeting capacity reaches up to 500 participants on higher-tier plans, and live streaming is available for larger events.

Verdict: Microsoft Teams is the stronger choice for businesses that want an all-in-one collaboration platform. Google Meet is ideal for those who want simple, reliable video conferencing without the complexity of a full collaboration hub.

Cloud Storage

Secure cloud storage is fundamental to both platforms, but they structure their offerings differently:

Microsoft 365: OneDrive for Business provides 1 TB of storage per user on most plans, with SharePoint offering additional shared storage for team sites and document libraries.
Google Workspace: Google Drive offers pooled storage starting at 30 GB per user on the Business Starter plan, scaling to 5 TB per user on Business Plus, with unlimited storage on Enterprise plans.

Verdict: Both platforms offer generous storage. Microsoft 365 provides more consistent per-user storage across plans, while Google Workspace offers more flexibility at higher tiers.

Pricing Comparison

Both platforms offer tiered pricing to suit different business sizes and needs. Here is a general comparison of their business plans:

Entry-level: Both start from around GBP 4-5 per user per month for basic email and collaboration tools.
Mid-tier: Approximately GBP 9-11 per user per month for full application suites and enhanced features.
Premium: GBP 16-18 per user per month for advanced security, compliance, and analytics features.

When to Choose Each Platform

Choose Microsoft 365 If:

Your team relies heavily on Excel for complex data analysis and financial modelling
You need powerful desktop applications with full offline capabilities
Your industry requires advanced compliance and data governance features
You want a comprehensive collaboration hub with Microsoft Teams
Your clients and partners predominantly use Microsoft formats

Choose Google Workspace If:

Real-time collaboration is your top priority
Your team is comfortable working primarily in a web browser
You prefer simplicity and ease of administration
Your business is cloud-native with minimal legacy systems
You value Google's AI-powered features and search capabilities

Our Recommendation

For most UK businesses, particularly those in professional services, finance, and regulated industries, we recommend Microsoft 365. Its depth of features, robust security and compliance capabilities, and industry familiarity make it the safer and more versatile choice. The integration between Teams, SharePoint, and the Office applications creates a powerful ecosystem that scales with your business.

For startups, creative agencies, and businesses that prioritise simplicity and collaboration above all else, Google Workspace is an excellent choice that delivers a streamlined, modern experience at competitive pricing.

Whichever platform you choose, proper setup, configuration, and user training are essential to getting the most value from your investment. Our team can help you evaluate both options, manage the migration, and ensure your team is fully productive from day one.