Microsoft 365 vs Google Workspace: Which One’s Right for Your Business?
Choosing between Microsoft 365 and Google Workspace can feel a bit like picking between Vegemite and peanut butter – both have their loyal fans, and both bring something different to the table. At Gray Area Consulting, we often get asked which one is better. The truth is, it depends on how your team works, your business goals, and what you value most in a productivity suite. Let’s break it down.
Overview of Both Platforms
Microsoft 365 (formerly Office 365) is Microsoft’s cloud-based suite of productivity tools. It includes familiar applications like Word, Excel, PowerPoint, Outlook, and Teams, along with cloud storage via OneDrive and collaboration tools like SharePoint and Planner.
Google Workspace (formerly G Suite) is Google’s answer to cloud productivity. It includes Gmail, Google Docs, Sheets, Slides, Meet, and Drive. It’s known for being lightweight, intuitive, and designed for online collaboration from the get-go.
Ease of Use & Familiarity
Many Aussie businesses have grown up with Microsoft Office. That familiarity can be a big win, especially for teams used to working with Excel formulas or crafting detailed Word reports. Google Workspace, on the other hand, tends to be more intuitive for newcomers and younger teams who’ve grown up using Gmail and Google Drive.
Collaboration Tools
Google Workspace shines in real-time collaboration. Multiple people can jump into a Doc or Sheet and edit at the same time, with no need to worry about version control. It’s a bit like working on a giant whiteboard with your team, no matter where they are.
That said, Microsoft has caught up quickly. Microsoft Co-Pilot and Teams integration across Word, Excel, and PowerPoint now allow for live collaboration too, with the added bonus of AI-driven assistance. Plus, SharePoint and OneDrive give you serious file and permission control – something larger organisations often need.
Email & Communication
Gmail vs Outlook is the classic showdown. Gmail is fast, minimal, and easy to use. Outlook is more feature-rich and integrates better with calendar scheduling, tasks, and Microsoft Teams. If your business relies heavily on structured communication and meetings, Outlook might be the better fit.
When it comes to video conferencing, Google Meet is simple and gets the job done. Microsoft Teams, however, goes further – it’s a full collaboration hub. If your team is hybrid or remote, you might want to check out our article on Microsoft Teams Phone – it’s a game-changer for unified communications.
Storage & File Management
Microsoft 365 typically offers more generous storage through OneDrive (1TB per user). Google Workspace’s Drive plans vary depending on the tier, but Business Standard gives you 2TB per user, which should be plenty for most small to mid-sized businesses.
The key difference is in file management. Microsoft’s structure with SharePoint allows for more rigid organisation and access control. Google’s file system is simpler, but sometimes a bit too open unless you actively manage permissions.
Security & Control
Both platforms take security seriously. Microsoft 365 offers advanced features like conditional access, data loss prevention, and integrates well with tools like Microsoft Intune for endpoint management. Google Workspace has strong security too, with two-step verification and admin controls, but Microsoft tends to offer more depth for businesses with compliance requirements.
If cyber security is a top concern (and it should be), we dive deeper into this in our article on identity and access management.
Cost & Value
Pricing is similar across both platforms, though Google’s plans can be more affordable for very small teams. Microsoft often provides better value for businesses already embedded in the Microsoft ecosystem – especially if you’re also using Windows, Azure, or Dynamics.
It’s worth looking at what’s included in each plan. Microsoft 365 bundles in desktop versions of Office apps, which can be essential for users who work offline or need full features. Google Workspace is more browser-based and lightweight.
Which One’s Best for Your Business?
Here’s a quick cheat sheet:
- Choose Microsoft 365 if: your team is used to Office apps, you need advanced security and compliance, or your business relies on structured communication and data control.
- Choose Google Workspace if: your team is small, nimble, and flexible, you prioritise simple real-time collaboration, or you prefer a lightweight, browser-first experience.
One of our clients, a mid-sized legal firm in Brisbane, recently switched from Google Workspace to Microsoft 365 after growing frustrated with document version issues and lack of integration with their other systems. They’ve since streamlined their workflows using Teams and SharePoint – and their staff reckon it’s made a huge difference to productivity.
Still not sure? We’re happy to help you assess your current setup and recommend the best fit. Whether you go with Microsoft or Google, the key is making sure your tools support your team, not slow them down.
Get in touch with us to chat about your business needs and how we can help set you up for success.
