Microsoft 365 vs Google Workspace: Which Is Better for UK Businesses?

Over the last few years, technology has changed the way businesses operate. Most of the businesses have understood the importance of cloud computing and cloud storage options, and these productivity tools are no longer optional. The two most popular suites for businesses are Microsoft 365 and Google Workspace. Both platforms are popular for effective business-aiding features, such as communication, collaboration, document management, security, etc. Each of these platforms has unique strengths depending on your business’s size and needs. Read further in the blog to understand more about Google Workspace, Microsoft 365, the comparison between the two suites and which one will suit your business requirements better. 

Google Workspace

Previously known as Google Suite, Google Workspace is a productivity and collaboration toolkit. In 2006, Google launched ‘Google Apps for your Domain’, which included Gmail and Google Calendar. But in 2016, Google rebranded the platform to G Suite and introduced a comprehensive line of tools including Google Meet, Google Drive, and Hangouts.  

In 2020, G Suite became Google Workspace and introduced tools that aligned with the needs of the rapidly changing workspace. It is designed to make productivity and collaboration easier for individuals and organisations and prioritise simplicity and speed. 

The core tools included in Google Workspace are:

• Gmail - Business email with Google’s trusted interface
• Google Docs - Cloud-native document creator
• Google Sheets - Online Spreadsheets
• Google Slides - Cloud-native presentations
• Google Drive - Cloud storage with easy sharing controls
• Google Meet - Video-conferencing software
• Google Chat - Messaging platform
• Google Calendar - Virtual Calendar for meetings and schedules
• Google Forms - Online surveys
• Google Sites - Website building software
• Google Current - Virtual bulletin board for team communication
• Google Keep - Online note-keeping platform

Google Workspace is popular among individuals and organisations since it is extremely easy to navigate and access. Users can access Google Workspace through desktop and mobile devices. With features like advanced security measures, ongoing customer support, integration among all the tools, Google Cloud Storage, ad-free Gmail, etc., Google Workspace has become popular among businesses.  

There are different plans that businesses can choose from depending on their needs and requirements, such as Business Starter, Business Standard, Business Plus and Enterprise.

Microsoft 365

Previously known as Office 365, Microsoft 365 is a comprehensive suite of cloud-based productivity tools developed by Microsoft. It has been specifically designed for ensuring accessibility across devices and applications. The most advanced features of Microsoft 365 include its security, which provides constantly updated systems extending across the entire organisation, regardless of its size. The Microsoft 365 security system includes:

• Multi-factor authentication for preventing any unauthorised access
• Advanced encryption for all files, whether stored or in transit
• Microsoft Defender - an anti-phishing and anti-malware setting
• Spam filters and antivirus protection for secured emails
• Microsoft Purview Information Protection for management of sensitive data 
• Multiple permission levels to allow viewing, editing, or creating files

The core tools included in Microsoft 365 are:

• Word - Tool for word processing
• Excel - Advanced spreadsheet creation tool
• PowerPoint - Tool for creating visually engaging presentations
• Outlook - Solution for managing emails, calendars, contacts and activities
• Teams - Platform for video calls combining chats, file storage, etc.
• OneDrive - Cloud storage service
• SharePoint - Tool for creating corporate intranets, storing and managing documents
• Forms - Online surveys, polls, etc.
• Planner - A task management tool
• Power Automate - A tool to automate workflows between user apps and services

There are different plans for Microsoft 365 that businesses can choose from depending on their needs and requirements, such as Business Basic, Business Standard, Business Premium and Apps for Business.

Google Workspace vs. Microsoft 365: Comparing the Two Cloud-based Suites

Choosing the right productivity suite is essential for your business. Let’s compare the two cloud-based suites so that you can have a better idea about which suite aligns with your business requirements:

• Productivity Tools: There is a notable similarity between productivity tools offered by the two suites and the functionality and features these tools provide.
• Cloud Storage: Storage capacity offered by Microsoft 365 is 1 TB per user, while Google Workspace offers 0 GB, 1 TB, 5 TB or unlimited storage depending on the plan chosen.
• Email: Both Microsoft 365 and Google Workspace offer enterprise-class email features, including a calendar and address book.
• Document and Editing: Both suites offer a range of document and editing tools, including Docs, Sheets, Slides in Google Workspace and Word, Excel, and PowerPoint in Microsoft 365.
• Collaboration: Both Microsoft 365 and Google Workspace provide powerful tools for communicating and collaborating with colleagues, customers and business partners. 
• Data Protection: Both suites offer reliable and solid encryption technologies for storing data in their data centres, as well as when transmitting data between client and server.
• Security and Compliance: Google Workspace is GDPR compliant and offers a secure environment for collaboration, while Microsoft 365 offers advanced compliance and is ideal for regulated sectors.
• Pricing: Google Workspace offer four plans - Business Starter, Business Standard, Business Plus and Enterprise, and Microsoft 365 also offers four business plans - Business Basic, Business Standard, Business Premium and Apps for Business.

Conclusion: Which One Is Better for Your Business?

Now that you’re aware of the strengths and weaknesses of both suites- Google Workspace and Microsoft 365, it is important to understand that there’s no one-size-fits-all. It depends on your business nature, size, complexity of workflows, and usage requirements. Google Workspace is ideal for businesses with simple processes and that require real-time collaboration within teams, while Microsoft 365 is suitable for businesses that rely on powerful desktop applications, advanced formatting, and comprehensive compliance features, and any business that needs deep integration with Windows or other Microsoft products. At Gluu, we assist businesses with choosing the right digital suite for their business. Contact Gluu today and implement the solution that aligns with your business needs.