Picking between Google Workspace vs Office 365 might seem like a simple decision. But when a company owner or team manager is establishing the tools their team needs, an office suite is key. It does, in fact, impact your office operations. Google Workspace vs Microsoft 365 for small business, just like Outlook vs Gmail, depends on your concerns.
That is, both options have their advantages and disadvantages and can be better suited for specific teams. But the most important step of making this decision is understanding what an office suite can do for you. By diving into the features included and the key differences between them, you can make a more informed decision.
Then, your workflow will be easier and far more accessible, enhancing productivity in the long run. So, before we go into the pros and cons of Google Workspace vs Microsoft 365 for small business and Outlook vs Gmail for collaboration, let’s explore the company’s main needs.
Why having a digital workspace matters
A digital workspace is a fundamental part of a well-functioning team. Especially today, with remote, global companies across time zones, with a client base that requires access to information, it’s critical to have your work organized.
And an office suite is a digital version of a workplace. It features tools like word processors, file storage, communication between the team and access to you database. But as tech evolves, so does the need for efficient, fast tools.
Currently, the question of Google Workspace vs Microsoft 365 for small business requires understanding what a small business actually requires from their online space. A fast-well-documented communication system? A way to store backup files? Collaborative editing?
Collaboration
One of the main necessities for teams today is collaboration. That is, tools that foster collective work are very useful to share knowledge and complete tasks faster. If, instead of working independently, your team members could access the same files simultaneously, productivity rises.
This is the idea behind a cloud-based office suite, such as Google Workspace or Office 365. On Google Docs, for instance, people can add and edit text at the same time, offer comments and suggest changes.
Of course, digital suites are attached to email accounts, so when choosing between Outlook vs Gmail, you need to pick what works better for your communication needs. The standalone email client is better on Outlook vs Gmail’s spam filter system, which helps client-facing accounts.
Data security
One other concern that arises when choosing between Google Workspace vs Microsoft 365 for small business owners is that they are worried about the safety and accessibility of their files. That is, what happens if a device breaks down? What if someone loses a backup thumb drive?
Instead, an office suite allows users to save files and organize them in folders. They also include backlinks and search functionality, so that it’s easier to reach when needed. And most of all, these tools include mobile access, so you could find your information from anywhere, anytime.
Integrations
The main selling point of using an office suite in your management system is how it integrates with other office tools. For example, if you send your clients invoices through your payment system, you need to be able to save them into the company database. Enter: the office suite.
But it’s more than that. An office suite allows you to easily create presentations, sheets and other file formats to share between team members and clients. For example: say you are trying to implement your product into a market. When you have to rewrite your proposal to new clients, it takes a lot of time. If you use the office suite to create a template, you can easily drag it into your emails.
If you’re doing HR, you can use time tracking apps and add the results into a table in your office suite, allowing for better accountability and ease of revision at the end of the month.
What is Google Workspace?
Google Workspace is the renewed G Suite. It is a business platform that includes all of Google apps and tools for a better workflow. The idea is to have a space where teams can find all the things they need to complete their tasks. The included apps are:
So, when an employee logs into their Google Workspace they are able to see the conversations they are included in, upcoming meetings and events, files they have been working on, notifications from others, etc.
Instead of browsing through different accounts and apps, all you need is right there at your Workspace. This cuts down on context-switching, aka losing your task momentum when you have to take extra steps to find what you need.
Turn Gmail into your Team’s Workspace.
- 2.5x faster email responses.
- 20 hours less spent per month, per team member.
- 40% more deadlines achieved and happier teams.
What is Office 365?
Office 365 is the cloud based version of the well-known Microsoft Office Suite. It includes features such as Word, Excel and PowerPoint, which are familiar to most users. Along with installing these tools, users can access the SaaS version of them online, along with having storage space where they can save their files and sync between devices.
So instead of saving a .doc file and having to send it over to someone else or your other computer, you can just upload it to the Office 365 version of Microsoft Word and access it from anywhere, including mobile devices.
Google Workspace vs Office 365: how to choose
The ultimate question, however, is how to pick between Google Workspace vs Microsoft 365 for small business owners. Each of them has a lot of useful features and integrations, but it’s important to choose one.
This is because when you have your digital assets split between different platforms, you deal with the risk of missing files, having to switch between tools and breaking productivity. So the ideal scenario is creating a full digital office. So how do they compare?
User experience
This is a significant part of the decision when choosing between Google Workspace or Office 365. While the Microsoft suite has better standalone apps and users are more familiar with them, Google Workspace is better for online editing.
Storage
Storage is one of the most critical aspects of an office suite. It limits how many files you can share and backup efficiently, which makes a huge difference for remote workers. That is, because documents need to be accessible for all relevant users, they have to be cloud-based and easy to find.
Google Workspace has 30GB/user storage on Google Drive on its basic plan. Office 365’s OneDrive boasts 1TB/user, which allows for far more content to be uploaded.
Both office suites have spam detection software, two-factor authentication and data loss protection, which brings more security to your sensitive files.
Collaboration tools
Here’s where the differences between Google Workspace vs Office 365 start showing more. While you can technically collaborate easily on a file through shared folders, it isn’t as intuitive.
On the flip side, collaborating on Google Workspace is easy: all you need to do is open the file that was shared with you. You can then edit directly, make suggestions or leave comments in real-time and Google will notify other users.
This is key for work that requires people to work on tasks simultaneously. Instead of having to save updated copies and notifying coworkers, everyone can see the changelog and contribute.
Internal communication systems are also part of these suites. Google Workspace has Google Meet, a video conference platform, along with Chat and, of course, email conversations. On the other hand, Office 365 is paired with Microsoft Teams and Skype.
Mobile optimization on Google Workspace vs Office 365
While both office suites can be used on computers and mobile devices, Google has an advantage due to it being SaaS. That is, while the standalone desktop version of Microsoft Office is easy to use, the mobile access isn’t as versatile.
So when you need to quickly edit on the go, it takes longer and has less capacity, which isn’t as productive.
Pricing
The first tier plan at Google Workspace, Business Starter, costs $6/user/month. The Microsoft 365 Business Basic subscription has the same price tag. Both offer annual and monthly pay options. Microsoft offers email accounts for extra cost on Outlook vs Gmail’s interface you get on Google Workspace with your own domain.
Third-party compatibility
Whether you’re comparing Google Workspace vs Office 365, it’s important to understand each of their integrations with other software. Even though office suites are filled with useful tools, sometimes you need to customize them or add another feature to the mix.
This is where Google Workspace had another advantage. You can use your Microsoft account to integrate with relevant office tools, such as Calendly for Outlook or CRM add-ons for Excel.
But Google has the Workspace Marketplace, a platform where users can search for and install specific tools according to their needs and which apps they use. From productivity features to marketing research tools, you can pretty much customize any Google App to your own work.
Google Workspace vs Microsoft 365 for small business
There isn’t a clear-cut answer to what is better: Google Workspace vs Office 365 is more of a preference. That being said, there’s an important distinction between them. While the Microsoft suite has powerful software that users are familiar with, Google Workspace is easier to collaborate on.
So if a company requires a more real-time, mobile-friendly system, choosing Google Workspace is probably the best idea.
Outlook vs Gmail
What managers need to know when picking between Google Workspace and Microsoft 365 for small business operation is that they need to know whether their team would use Outlook vs Gmail better.
That is, since Outlook is connected to Microsoft 365 and Gmail is at the core of Google Workspace, it’s esential to look at email use to determine your choice of office suite. Outlook has its own storage limit, which is separate from OneDrive’s. That said, you can send files over 25MB right on Gmail – as Google Drive links.
The customization factor is also relevant. While Outlook messages can be sorted into conversations, this has to be opted in. Gmail has filters, labels and other customization options that make it far more intuitive to work on a daily basis. So on the whole, Gmail wins the Outlook vs Gmail debate.
In fact, nowadays, there’s a lot of migration from Outlook to Gmail because of Gmail’s advanced customization features.
DragApp
If you are working on Gmail, you can make the most of it with a Gmail extension app. Extension apps can be found on Google Marketplace and they allow users to add more functions to Google apps.
One of these extensions is Drag: a shared inbox system that turns your Gmail into a collaborative suite for the whole team.
Turn Gmail into your Team’s Workspace.
- 2.5x faster email responses.
- 20 hours less spent per month, per team member.
- 40% more deadlines achieved and happier teams.
