Choosing the right productivity suite is a critical decision for businesses. Microsoft 365 and Google Workspace are the two leading solutions, offering a range of tools for email, document collaboration, video conferencing, and security.
Which One Is Right for Your Business?
Not as old as the Mac vs Windows discussion, but arguably more important, the choice of core platform for you business is all about one thing. Your needs. To help you decide, this guide breaks down the key differences between Microsoft 365 and Google Workspace, covering applications, collaboration, security, backups, and communication tools, so you can make an informed decision.
1. Core Applications and Features
Microsoft 365: The Enterprise Standard
- Includes both desktop and web versions of Word, Excel, PowerPoint, Outlook, OneNote, and Access
- Microsoft Teams for video calls, chat, and collaboration
- OneDrive (1TB+ storage) and SharePoint for document management
- Enterprise-grade email with Exchange Online
Google Workspace: Cloud-First Collaboration
- Web-based apps: Docs, Sheets, Slides, Gmail, Calendar, and Keep
- Google Meet and Chat for communication
- Google Drive (various storage tiers) for cloud-based file sharing
- Gmail with custom domain support
Key difference: Microsoft 365 provides desktop apps and hybrid flexibility, while Google Workspace is entirely cloud-based.
2. Collaboration and Communication
Microsoft 365: Strong for Hybrid Workforces
- Microsoft Teams integrates with Office apps for seamless collaboration
- Outlook and Exchange provide enterprise-level email features
- Co-authoring is available, but desktop versioning can sometimes create conflicts
Google Workspace: Built for Real-Time Collaboration
- Google Docs, Sheets, and Slides allow instant collaboration
- Google Meet and Chat keep communication streamlined
- Live commenting and chat across all Google apps
Key difference: Google Workspace excels at real-time editing, while Microsoft 365 is better for hybrid (desktop + cloud) workflows.
3. Storage and File Management
Microsoft 365
- 1TB OneDrive storage per user (Business plans)
- Advanced file management via SharePoint
- Desktop syncing available
Google Workspace
- Storage varies by plan (e.g., 30GB for Business Starter, 2TB for Business Standard)
- Google Drive is simple and user-friendly
- Native integration with Google apps
Key difference: Microsoft guarantees 1TB per user, while Google’s storage varies by plan.
4. Security, Compliance & Mobile Device Management (MDM)
Microsoft 365: Enterprise-Grade Security & MDM
- Microsoft Defender for Office 365 – Advanced phishing and malware protection
- Microsoft Intune – Full-featured Mobile Device Management (MDM)
- Azure Active Directory (AAD) – Identity and access management
Google Workspace: Google’s Zero-Trust Security Approach
- Google Advanced Protection Program – Built-in security layers
- Google Endpoint Management – Lightweight MDM for mobile and desktop devices
- Google Vault – Compliance and eDiscovery
Key difference: Microsoft offers enterprise-grade MDM and compliance tools, while Google takes a simpler, automated approach.
5. Data Protection & Compliance (DLP)
Microsoft 365: Advanced DLP & Compliance Controls
- Microsoft Purview DLP – Prevents accidental data leaks
- Custom compliance policies for regulated industries
- Email and document restrictions
Google Workspace: Simpler, Automated DLP
- Gmail & Drive DLP – Scans and restricts sensitive data sharing
- Google Vault – Compliance and legal hold for data retention
Key difference: Microsoft 365 offers highly customisable DLP policies, while Google focuses on automation.
6. Data Recovery & Backups
Microsoft 365: Built-In Recovery & Limitations
- OneDrive & SharePoint versioning – File recovery for 93 days
- Exchange Email Recovery – 30-day retention
- Limited ransomware protection – No long-term backups
Google Workspace: Native Backup & Gaps
- Google Drive File Versioning – Restore previous file versions
- Gmail Recovery – 25-30 days retention
- No automatic full backups
Why third-party backups are essential:
Neither Microsoft nor Google guarantee full recovery after:
- Accidental deletions beyond retention limits
- Ransomware attacks
- Account breaches
Best practice: Use third-party solutions like N-Able, Veeam, or Datto for long-term backup protection.
7. Microsoft Teams vs Google Workspace Communication Tools
Microsoft Teams: All-in-One Collaboration Hub
- Chat & Channels – Organised team discussions
- Video Meetings – Up to 1,000 participants
- VoIP & Calling System – Microsoft Business Voice replaces traditional phones
- Integrated with OneDrive & SharePoint
Google Workspace: Meet, Chat & Spaces
- Google Chat & Spaces – Simple, Slack-style messaging
- Google Meet – Video calls for up to 500 participants
- No built-in VoIP – Requires third-party solutions
- Integrated with Google Drive
Key difference: Microsoft Teams is a structured collaboration tool with VoIP, while Google relies on separate tools (Meet, Chat, Spaces) for communication.
8. Pricing and Value
| Plan | Microsoft 365 (Annual) | Google Workspace (Annual) |
|---|---|---|
| Basic Plan | £4.90/user/month | £4.60/user/month |
| Standard Plan | £10.30/user/month | £9.20/user/month |
| Premium Plan | £16.60/user/month | £13.80/user/month |
Microsoft 365 costs slightly more but includes desktop apps, while Google Workspace is more affordable but web-based only.
Nxt Steps
Choosing between Microsoft 365 and Google Workspace depends on your business’s collaboration style, security needs, and IT strategy.
Use Microsoft 365 if you need:
- Advanced security, compliance, and MDM
- Full desktop applications alongside cloud tools
- Structured collaboration with Microsoft Teams
Use Google Workspace if you need:
- Lightweight, real-time collaboration
- A browser-based approach without desktop apps
- Simple, automated security tools
Need help choosing, migrating, or managing your IT setup? Nxt Gen IT provides expert advice and managed IT services to ensure your business stays secure and productive.
Contact us today for a personalised consultation.
Ben helps growing businesses turn technology into a driver of performance instead of a barrier. At Nxt Gen IT he works with SME leaders, recruiters, and fast-scaling teams to design solutions that improve reliability, strengthen security, and unlock growth.
With a background in email deliverability and cloud systems, Ben specialises in making sure businesses communicate effectively, keep data safe, and get the most from Microsoft 365. His experience spans solution design, managed IT services, and virtual CIO support, always with a focus on practical outcomes that reduce headaches for business owners.
Ben has supported organisations across the UK, from recruitment agencies struggling with inbox placement to SaaS firms scaling fast, and SMEs needing a trusted partner for their IT. He believes tech is never the end goal: growth is. His role is to make sure technology never gets in the way of it.