Google Workspace vs Office 365: Which is Best for Your Business?

• 09 September 2025
• Office 365
• Written by Justin Greaves

When it comes to productivity suites, two names dominate the conversation — Google Workspace and Microsoft 365 (formerly Office 365). Both provide email, calendars, document editing, spreadsheets, presentations, video conferencing, and secure cloud storage. Their features overlap in many areas, but the way they approach work is different.

Quick Comparison: Google Workspace vs Microsoft Office 365

Google Workspace and Microsoft 365 are leading productivity suites offering email, calendars, document creation, spreadsheets, presentations, video conferencing, and secure cloud storage. While their features overlap, their approaches differ.

Google Workspace uses a browser-first, cloud-native model with a clean interface and automatic saving in Google Drive, making real-time multi-user editing seamless. It’s ideal for teams working primarily online who value quick, simultaneous collaboration without installing software.

Microsoft 365 blends its established desktop applications like Word, Excel, and Outlook with cloud integration via OneDrive and SharePoint. It supports both online and offline work, offering advanced tools for complex formatting, data analysis, and enterprise document management.

Collaboration Styles

• Google Workspace: Instant, intuitive co-editing where all changes appear in real time.
• Microsoft 365: Structured file sharing and version control, enhanced by SharePoint for organized workflows.

Businesses needing advanced desktop functionality often lean toward Microsoft 365, while those prioritizing a web-based, collaboration-focused platform may prefer Google Workspace.

Overview of Google Workspace

Google Workspace brings together Gmail, Google Drive, Docs, Sheets, Slides, Meet, Calendar, and Chat into one connected platform. Everything is designed to work together without plugins or file conversions.

Its cloud-native design means you can access files from any device with internet access — and even offline with certain settings. Automatic saving ensures you never lose progress. Real-time editing lets multiple people work in the same file and see changes instantly.

The interface is minimal and intuitive, reducing training needs. Paid plans add professional email addresses, more storage, advanced security, and admin tools. Businesses can start with a free trial before upgrading.

For teams that want fast setup, minimal IT management, and a focus on browser-based collaboration, Google Workspace is an easy fit.

Overview of Microsoft Office 365

Microsoft 365 (still widely called Office 365) combines desktop software like Word, Excel, PowerPoint, and Outlook with cloud services such as Teams, OneDrive, and SharePoint. This allows a hybrid approach — you can work offline on your computer or collaborate in the cloud.

Apps are updated automatically with new features and security patches. Teams serves as a central hub for chat, video calls, and file sharing. SharePoint enables large organizations to manage documents, workflows, and permissions at scale.

Whether you’re a freelancer, a small team, or a multinational corporation, Microsoft 365 adapts with flexible plans, advanced security, and extensive integration options.

Key Feature Comparison

When comparing Google Workspace vs Microsoft Office 365, differences often come down to collaboration style, app preferences, and workflow needs. Google focuses on real-time browser-based teamwork, while Microsoft blends powerful desktop applications with cloud integration.

• Productivity & Collaboration Tools

  In the Office 365 vs Google Workspace debate, collaboration style is key. Google Workspace’s browser-native Docs, Sheets, and Slides allow instant multi-user editing, perfect for quick, seamless teamwork without version issues.

  Microsoft Office 365 offers robust desktop apps with cloud co-authoring. Microsoft Teams serves as a hub for chat, meetings, and file sharing, supporting structured project management. Google emphasizes speed and simplicity, while Microsoft caters to complex workflows.

• Email & Communication

  Gmail in Google Workspace offers a clean interface, strong spam filtering, deep Google integrations, and offline access when configured.

  Outlook in Microsoft 365 supports advanced email management, custom rules, offline access, and higher send limits. Teams integrates for messaging, video calls, and collaboration.

  Both platforms provide enterprise-grade email security with MFA and AI-driven threat detection.

• Document Editing & File Management

  Google Workspace offers cloud-native editing with auto-save and easy collaboration, best for light to moderately complex documents.

  Microsoft Office 365 delivers advanced editing, formatting, and analysis in its desktop apps, with SharePoint adding structured storage and permissions for large-scale document management.

• Cloud Storage & Sharing

  Google Drive offers 30 GB to 5 TB per user, depending on plan, integrated directly into its apps for consistent cross-device use.

  Microsoft 365 provides at least 1 TB OneDrive storage per user, plus SharePoint for team libraries with permission controls. Drive’s interface is simpler, while OneDrive and SharePoint suit formal file organization needs.

• AI & Automation Tools

  Google Workspace includes Gemini AI for drafting, summarizing, and automating workflows via Google Apps Script and AppSheet.

  Microsoft 365 integrates Copilot AI into core apps for advanced content creation, data insights, and automation. Power Automate and Power Apps offer deeper workflow customization.

  In the Google Workspace pricing vs Office 365 discussion, AI features are a growing factor, with Google favoring fast, cloud-based AI and Microsoft focusing on deep desktop integration.

Pricing: Google Workspace vs Office 365

Both platforms use subscription-based pricing with multiple tiers. In 2025, Google Workspace increased prices by about 15%–22%, reflecting AI integration and security upgrades. Microsoft 365 often starts at a lower entry price, especially for plans including desktop apps.

Google Workspace Plans & Pricing

Google Workspace offers four main business tiers, each with different storage limits, AI capabilities, and security features:

• Business Starter – Around $8.40/user/month ($7 if billed annually) with 30 GB pooled cloud storage.
• Business Standard – About $16.80/user/month ($14 annually) with 2 TB pooled cloud storage and additional admin controls.
• Business Plus – Around $26.40/user/month ($22 annually) with 5 TB pooled storage and enhanced security tools.
• Enterprise – Custom pricing, unlimited storage, and full AI tool access; pricing available via direct sales contact.

In the Google Workspace vs Microsoft Office 365 conversation, Google’s 2025 price adjustments — roughly 15% to 22% increases depending on tier and billing option — reflect its focus on AI-driven productivity and upgraded security. Annual billing is now positioned as the best way to lock in lower rates. Business plans are capped at 300 users, while Enterprise tiers have no user limit.

Office 365 Plans & Pricing

Microsoft 365 offers a similarly tiered structure, with options designed for both SMBs and enterprises:

• Business Basic – Starting around $6/user/month, providing web and mobile versions of Office apps, Teams, and 1 TB OneDrive storage.
• Business Standard – Generally $12/user/month, including full desktop apps, Teams, and additional collaboration tools.
• Business Premium – Higher tier with enhanced security, device management, and enterprise-grade tools.
• Enterprise – Custom pricing tailored to organization size, with expanded compliance, security, and collaboration capabilities.

In many Office 365 vs Google Workspace comparisons, Microsoft’s entry-level plans start at a lower price point, especially when desktop apps and offline functionality are important to the business. OneDrive’s standard 1 TB per user is consistent across most tiers, with expansion available.

Cost Comparison Table

Plan	Monthly Price / User	Annual Price / User	Storage Included	Notes on Additional Costs
Google Workspace Business Starter	$8.40	$100.80	30 GB pooled	Upgrade to Standard if more storage/collaboration features needed
Google Workspace Business Standard	$16.80	$201.60	2 TB pooled	Enterprise upgrade for >300 users
Google Workspace Business Plus	$26.40	$316.80	5 TB pooled	Enhanced security features
Microsoft 365 Business Basic	$6	$72	1 TB/user	AI (Copilot) at extra cost unless upgraded
Microsoft 365 Business Standard	$12.50	$150	1 TB/user	Includes desktop apps
Microsoft 365 Business Premium	$22	$264	1 TB/user + add-on	Advanced security & device management

Security & Compliance

Both Google Workspace and Microsoft 365 deliver enterprise-grade security underpinned by global compliance standards such as GDPR, HIPAA, and ISO 27001. Data is encrypted in transit and at rest, and multifactor authentication is available to secure accounts across all plans.

Google Workspace applies a cloud-native, zero-trust model with AI-powered threat detection, robust phishing and spam filters, and intuitive admin controls for managing users and devices. Its security architecture prioritizes simplicity and speed, minimizing the need for on-premises setup while providing reliable protection out of the box.

Microsoft 365 offers a more customizable security environment, featuring advanced device management, conditional access policies, integrated threat intelligence, and comprehensive audit logs for forensic analysis. Its broader data residency choices cater to organizations operating under strict regional or industry-specific regulations.

While both provide strong defenses, Google leans toward automation and ease of use, whereas Microsoft emphasizes granular policy control, customization, and tight integration with enterprise security ecosystems.

Integration & Compatibility

Both platforms integrate deeply within their own ecosystems and support a wide range of third-party tools, making them adaptable to diverse business workflows.

Google Workspace’s cloud-first, browser-based approach ensures smooth interaction between its core apps like Drive, Calendar, Meet, and Chat. It offers excellent performance on ChromeOS and Android, while the Workspace Marketplace provides an extensive catalog of SaaS integrations for specialized requirements.

Microsoft 365 blends desktop and cloud environments, pairing robust desktop applications such as Word, Excel, Outlook, and Teams with online services including OneDrive and SharePoint. This hybrid flexibility benefits organizations that depend on feature-rich offline tools alongside real-time collaboration capabilities.

Cross-platform compatibility is strong in both suites. Google Workspace is deeply integrated with Android, while Microsoft 365 supports Windows, macOS, iOS, and Android equally well, with browser-based access ensuring functionality regardless of device or location.

Support & Service Quality

Both Google Workspace and Microsoft 365 maintain strong customer support systems, but their approaches and depth of service differ in ways that can influence which is the better fit for a business.

Google Workspace offers 24/7 support via email and chat across all plans, ensuring users have round-the-clock assistance for urgent issues. Higher-tier and Enterprise customers benefit from shorter response times, priority case handling, and access to more advanced troubleshooting. The platform’s support structure mirrors its cloud-first philosophy — straightforward, fast, and optimized for businesses that prefer minimal complexity in their IT management.

Microsoft 365 includes phone and web support for every subscription level, often with more extensive troubleshooting and hands-on guidance, particularly for Business Premium and Enterprise customers. Beyond Microsoft’s direct support channels, the company leverages a vast global partner network and managed service providers (MSPs), enabling organizations to access localized, specialized help.

Both ecosystems invest heavily in self-help resources. Google Workspace maintains clear documentation, step-by-step guides, and an active help community, making it easy for small teams to solve common problems independently. Microsoft’s support library is similarly extensive, but its broader partner and consultancy ecosystem means businesses can tap into professional services for migration, customization, and training in ways that go beyond standard vendor support.

Pros & Cons of Google Workspace

Pros

• Seamless real-time collaboration – Multiple users can edit Docs, Sheets, and Slides simultaneously, with instant saving and version history for easy rollback.
• User-friendly, cloud-first design – Clean, intuitive interface that’s quick to learn and works consistently across browsers and mobile apps.
• Built-in AI productivity tools – Gemini AI can draft content, summarize documents, organize information, and automate routine tasks directly within Workspace apps.
• Strong integration ecosystem – Extensive third-party app marketplace and native connections to Google services like Drive, Calendar, and Meet make workflows more efficient.

Cons

• Limited offline performance – While offline editing exists, it’s less smooth and feature-rich compared to Microsoft 365’s desktop apps.
• Not ideal for complex tasks – Lacks some of the advanced formatting, spreadsheet functions, and enterprise-grade capabilities found in Microsoft’s suite.
• Lower storage on entry plans – The Starter plan includes only 30 GB pooled storage, which can push growing teams toward higher-cost tiers.

Pros & Cons of Office 365

Pros

• Seamless collaboration with Microsoft Teams – Tight integration with Word, Excel, PowerPoint, and Outlook allows real-time co-authoring, chat, meetings, and calls, making remote and hybrid workflows highly efficient.
• AI-enhanced productivity – Microsoft Copilot and Editor deliver AI-driven writing support, content creation, meeting summaries, and data analysis directly inside core apps.
• Robust enterprise-grade security – Features like advanced threat protection, multifactor authentication, data loss prevention, and device management safeguard against modern cyber threats.
• Flexible scalability and bundled value – Subscription model adapts to any business size, with automatic updates, desktop apps, and cloud services included in most Office 365 plans.

Cons

• Steeper learning curve for smaller teams – The sheer number of tools, settings, and admin options can overwhelm less technical users.
• Higher cost for advanced plans – Premium tiers with desktop software, advanced AI, and security features can be pricier than Google Workspace equivalents.
• Reliance on stable internet for full functionality – While offline work is supported, many collaborative and cloud-based features require consistent connectivity.

Choosing Between Google Workspace and Microsoft 365 with Apps4Rent

Deciding between Google Workspace and Microsoft 365 ultimately comes down to your business’s specific needs, team size, and IT environment. If your priority is simplicity, seamless real-time collaboration, and a fully cloud-based experience, Google Workspace is an excellent choice, especially for small to medium teams, startups, or organizations that value ease of use and quick deployment.

On the other hand, if your operations demand powerful desktop applications, advanced security controls, and deep integration with existing enterprise systems, Microsoft 365 may be the better fit. It’s particularly well-suited for hybrid work environments, larger teams, and industries requiring sophisticated document processing and compliance features.

As a Microsoft Solutions Partner and Google Cloud Partner, Apps4Rent is uniquely positioned to help you succeed regardless of which platform you choose. Whether you need assistance migrating to Google Workspace for fast, collaborative workflows or implementing Office 365 for advanced productivity and security, our team can manage your migration, customization, and ongoing IT support.

With Apps4Rent, you don’t have to choose between capability and convenience — we ensure whichever solution you select is optimized for your organization’s goals, secure, and ready to drive productivity from day one.

Frequently Asked Questions – FAQs

1. What is the Google equivalent of Office 365?

   The Google equivalent of Microsoft Office 365 is Google Workspace. It offers a suite of productivity and collaboration tools, including Gmail, Google Drive, Docs, Sheets, Slides, and Meet, designed for cloud-first workflows.

2. Is Google Workspace compatible with Microsoft 365?

   Yes. Google Workspace is compatible with Microsoft 365 to a large extent. You can open, edit, and share Microsoft Office files within Google apps, and vice versa, using built-in conversion tools and supported file formats.

3. Can Microsoft 365 and Google Workspace work together?

   Absolutely. Many organizations use both platforms simultaneously. Emails, calendars, and documents can be synchronized or shared across services with the right configuration and third-party integration tools.

4. Which is better for collaboration?

   Both platforms offer strong collaboration features. Google Workspace is often preferred for its intuitive, real-time co-editing in Docs, Sheets, and Slides, while Microsoft 365 excels in structured team collaboration via Microsoft Teams and integration with its desktop applications.