Almost every business runs on one of two productivity suites: Microsoft 365 or Google Workspace. Both give you professional email, file storage, video calls and document tools for a per-user monthly fee. So which is right for your business? Here's an honest comparison.
The quick verdict
- Choose Microsoft 365 if your team relies on the full-featured desktop Office apps (Word, Excel, Outlook), works with documents offline, or operates in an industry that expects Microsoft formats.
- Choose Google Workspace if you prefer a simple, browser-first experience, value real-time collaboration above all, and have no strong attachment to desktop Office.
For most established UK SMEs, Microsoft 365 is the default - but Google Workspace is an excellent fit for many newer, cloud-native teams.
Feature comparison
| Microsoft 365 | Google Workspace | |
|---|---|---|
| Outlook / Exchange | Gmail | |
| Documents | Word, Excel, PowerPoint (desktop + web) | Docs, Sheets, Slides (web-first) |
| Storage | OneDrive + SharePoint | Google Drive |
| Video | Microsoft Teams | Google Meet |
| Offline use | Excellent (desktop apps) | Limited |
| Collaboration | Very good | Excellent |
Pricing
Both are priced per user, per month, with tiers that scale from basic email up to advanced security and compliance. Entry plans are inexpensive; the cost rises as you add the desktop apps and security features. The headline price is rarely the deciding factor - the fit with how your team works matters far more.
Security and compliance
Both platforms are highly secure when configured properly - and that "when configured properly" is the key. Out of the box, neither has every protection switched on. Things like multi-factor authentication, data loss prevention and proper backup need setting up. (Note: both platforms recommend a separate backup - their retention is not a substitute for one, as we explain in the 3-2-1 backup rule.)
Can you switch later?
Yes, though migration takes planning - moving email, files and accounts without disruption is a project in itself. If you're leaning towards Microsoft, our guide to migrating to Microsoft 365 walks through it.
The bottom line
There's no universally "best" suite - only the best fit for your team's habits and tools. Get the choice right and either platform will serve you brilliantly for years. Not sure which way to go? Request a callback and we'll help you choose and set it up properly.
Frequently asked questions
What is the main difference between Microsoft 365 and Google Workspace?
Microsoft 365 centres on the familiar desktop Office apps and deep business features, while Google Workspace is browser-first and prized for simple, real-time collaboration.
Which is better for a small business?
It depends on how you work. Businesses that rely on Excel, Outlook and desktop apps usually prefer Microsoft 365, while web-first teams may favour Google Workspace.
Can I switch between the two later?
Yes, migration is possible in both directions with the right planning, though it takes effort, so it is worth choosing carefully up front.
