Google Workspace vs Office 365 for Business: Friendly Comparison with Pricing and Features
Google Workspace vs Microsoft Office 365: Which is Best for Your Business?
Ever feel stuck trying to choose between Google Workspace and Microsoft Office 365 for your business? You’re not alone! These two cloud-based office suites can look very similar at first glance. But don’t worry – we’ll break them down in simple terms. Think of Google Workspace as Google’s version of business tools (Gmail, Docs, Drive, etc.), and Microsoft 365 (formerly Office 365) as Microsoft’s (Outlook, Word, OneDrive, etc.). Both give you email, chat, video meetings, file storage, and apps for writing docs and spreadsheets. Let’s dive in and see how they stack up – we’ll keep it friendly and simple!
What are Google Workspace and Office 365?
Google Workspace (formerly G Suite) and Microsoft 365 (Office 365) are both collections of online tools that businesses use. Google Workspace is a suite of apps like Gmail (email), Google Drive (files), Google Docs/Sheets/Slides (documents/spreadsheets/presentations), Calendar, Chat, and Meet (video). Microsoft 365 includes Outlook (email), OneDrive/SharePoint (file storage), Word/Excel/PowerPoint (documents), plus Teams for chat and video. In other words:
- Google Workspace: Gmail (email), Drive (cloud storage), Docs/Sheets/Slides (documents), Calendar, Meet/Chat.
- Microsoft 365 (Office 365): Outlook (email), OneDrive/SharePoint (storage), Word/Excel/PowerPoint (documents), Teams (chat/video).
These tools cover pretty much the same ground (email, chat, video, documents, storage), but each has its own style. Let’s look at email, writing docs, collaboration, storage, and more to help you decide which fits your team.
Email and Calendar: Gmail vs Outlook
One big part of any office suite is email and calendar. Google Workspace uses Gmail for email and Calendar for scheduling. Microsoft 365 uses Outlook (Exchange) for email and calendar. Both let you use a custom business email (you@yourcompany.com) and handle spam filtering.
Gmail is known for a simple, clean interface and strong search. Outlook is very feature-rich and integrates well with other Microsoft apps. For example, Gmail automatically sorts promotions and social emails into tabs, and it has helpful features like smart reply. Outlook has built-in Tasks and a detailed folder/folder system. Many businesses choose based on what they already know – if you love Gmail personally, Google Workspace email feels familiar.
Either way, both suites sync calendars nicely. You can see your work calendar on your phone or in a browser. Guess what? Both suites also have video meeting tools that link to your calendar – more on those next!
Documents and Collaboration: Docs vs Word
Let’s talk about writing and sharing documents. Google Workspace includes Google Docs, Sheets, and Slides. Microsoft 365 offers Word, Excel, and PowerPoint.
- Google Docs/Sheets/Slides: These run in a web browser (or app) and save automatically in Google Drive. You can edit together in real time – you and your team see each other’s edits instantly. It’s super handy for quick collaboration. The editing features are easy to use on almost any device.
- Microsoft Word/Excel/PowerPoint: These are the classic apps many people know. You can use the online (web) versions or the full desktop apps on your computer. Word and Excel have more advanced formatting and formula features if you need them.
For example, imagine writing a report together. In Google Docs, you share a link and everyone edits at once, with comments on the side. In Microsoft 365, you could do the same by saving the Word file to OneDrive and co-editing in Word Online or the desktop app. Both allow real-time editing. Google’s interface is very straightforward, while Word has many advanced tools (great for complex reports or fancy layouts).
Both suites include version history and comments, so you can track changes. They also offer templates (like budgets or flyers). Tip: If your team does a lot of data crunching, Excel’s advanced functions might win out. If you need quick, easy collaboration on simple docs, Google Docs is excellent.
Team Chat and Video Meetings
Working together often means chatting and meeting online. Google Workspace has Google Chat (for instant messaging) and Google Meet (for video calls). Microsoft 365 bundles chat and video in Microsoft Teams.
With Google Workspace, you can jump into a Google Meet video call right from your calendar or Gmail. It’s very easy – just click “Join meeting.” Google Meet includes screen sharing, captions, and recording. Google Chat is like built-in messaging; you can have 1-on-1 chats or group chats (rooms) for projects.
Microsoft Teams is all-in-one. You open Teams and see chat channels, shared files, and you can start video calls there. It’s powerful: you get team channels, private chats, and meetings in one app. Teams integrates deeply with Office apps, so you can open a Word or Excel file right inside Teams. For instance, you could edit a report with your team during a Teams meeting.
Quick question: Do you need 500 people on a video call? Google Meet allows up to 500 on the top plan, and Teams can handle big meetings too. For most businesses, Google’s 100–150 participants per meeting (depending on plan) is plenty,
So for chat and meetings: if you like one app that does it all, Teams might be your jam. If you prefer separate chat and video apps, Google Chat and Meet work great. Both support screen-sharing and recording. You can even dial in by phone if needed.
Storage and Files: Drive vs OneDrive
Where do your files live? Google Workspace uses Google Drive (with Shared Drives for teams). Microsoft 365 uses OneDrive (with SharePoint for team folders).
- Google Drive: Think of it as your online hard drive. You save all your Docs, Sheets, files, and photos here. With Business Starter, each user gets 30 GB total (for Gmail and Drive)., enough for lots of documents. Upgrading to Business Standard gives 2 TB per user.. Business Plus offers 5 TB per user.. All your files sync to the cloud, so you can access them from anywhere.
- OneDrive/SharePoint: Each user on Microsoft 365 Business Basic also gets 1 TB of storage. This is personal OneDrive space. SharePoint sites add team storage (starting at 1 TB per site). Microsoft often gives more storage on entry plans, so if space is a big concern, Microsoft has an edge at the low end.
Both Google Drive and OneDrive have handy apps for your desktop and phone. These apps keep your files in sync and let you work on them offline. They also have built-in search, so you can find files quickly. A neat trick: Google Drive can even search text inside your documents (and scanned PDFs). Microsoft’s online search is powerful too.
Real life: If you lose your laptop, your files stay safe in Google Drive or OneDrive (they’re in the cloud). Just log in from another device and continue working. If you really love Google’s search and labels (tags), go with Google Drive. If you live in Windows File Explorer every day, OneDrive might feel more natural.
Mobile and Offline Work
Guess what? Both suites work on your phone or tablet. Google Workspace has mobile apps for Gmail, Google Calendar, Google Docs/Sheets/Slides, Drive, Meet, and more. Microsoft has Outlook, Word, Excel, PowerPoint, Teams, OneDrive apps on iOS/Android. You can open and edit documents on mobile in either system.
If you’re offline, a little prep helps. You can mark Google Drive or Docs files to be “Available offline” so you can edit without the internet. Microsoft’s apps (Word, Excel, PowerPoint) are fully installed on your computer, so once you’ve downloaded them, you don’t need the internet to use them. (Your changes sync next time you connect.)
Question: Can you work from anywhere? Yes! Both Google Workspace and Microsoft 365 are made for remote work. All you need is an internet connection (at least to sync). Both have strong security like two-factor login. Many teams find Google’s simplicity handy when traveling or working from home. Others like that Microsoft’s apps look the same offline or on a phone.
Pricing Plans
* Prices in your country or with monthly billing may vary. The bottom line: pricing is broadly similar. Google’s Starter plan is a bit higher than Microsoft’s Basic, but both give you email and storage. Their Standard plans are close too. Your choice might come down to which features you need (like desktop apps or extra security.
Tips on Choosing a Plan
- 💡 Start small. You can often upgrade later. Try the basic plan and move up if you need more features or storage.
- 💡 Mix and match. Some companies use Google for email and Microsoft for other tasks (or vice versa).
- 💡 Look for deals. There are often discounts for nonprofits, schools, or annual commitments.
- 💡 Ask us. As an official Google Workspace partner, we can help you pick the right plan and explain the pricing in detail.
Working Together in Real Life
So how do people really use these tools? Think of a typical day: you check email, edit a document, chat with a teammate, and join a meeting.
- Example 1: Collaborative report: Jenny and Ali need to write a report together. In Google Workspace, Jenny opens Google Docs and shares the link. They both type away and see each other’s edits in real time, with comments on the side. If they used Microsoft 365, Jenny might save the file to OneDrive and share it. Ali opens it in Word (online or desktop), and they co-edit. Either way works – Google makes sharing super easy, while Word adds all the rich formatting tools.
- Example 2: Video meeting: The team has a 9 AM huddle. Some join via Google Meet, others via Microsoft Teams, depending on what each is used to. They share their screens and look at a shared Google Sheet or Excel file. If they record the meeting (with permission), Google’s paid plans let you record to Drive, and Teams can record to the cloud as well.
- Example 3: On the go: Sara is traveling. She pulls out her phone to check Gmail or Outlook, reviews today’s appointments in Calendar, and makes a quick edit to a spreadsheet in the mobile app. Everything she did on her laptop is synced up, so she keeps working without missing a beat.
- Example 1: Collaborative report: Jenny and Ali need to write a report together. In Google Workspace, Jenny opens Google Docs and shares the link. They both type away and see each other’s edits in real time, with comments on the side. If they used Microsoft 365, Jenny might save the file to OneDrive and share it. Ali opens it in Word (online or desktop), and they co-edit. Either way works – Google makes sharing super easy, while Word adds all the rich formatting tools.
Summary
- Both Google Workspace and Microsoft 365 are cloud office suites with email, documents, storage, and video calls. Google Workspace gives you Gmail, Drive, Docs/Sheets, and Meet. Microsoft 365 gives you Outlook, OneDrive, Word/Excel, and Teams.
- Google Workspace is praised for its clean, simple interface and real-time collaboration. Microsoft 365 offers powerful desktop apps and more advanced features (especially in Excel and security).
- Both work on phones and for remote work. Google’s apps run in the browser or mobile apps, while Microsoft gives you full desktop apps as well.
- Pricing is similar. Google’s business plans range roughly from $7 to $22 per user per month; Microsoft’s are about $6 to $22.
- In the end, think about your team’s habits. If you love Gmail and browser apps, Google Workspace might be best. If you need full desktop Office programs and Windows integration, Microsoft 365 could fit. (You can even use both if you want!)
- Whichever you pick, these tools make teamwork and remote work easier. So go ahead, take your pick, and enjoy the teamwork boost. You’ve got this!
- Both Google Workspace and Microsoft 365 are cloud office suites with email, documents, storage, and video calls. Google Workspace gives you Gmail, Drive, Docs/Sheets, and Meet. Microsoft 365 gives you Outlook, OneDrive, Word/Excel, and Teams.
