Google Workspace and Microsoft 365 are the two dominant productivity suites for businesses. Both offer cloud-based tools for creating documents, sending messages, video conferencing, storing files, and collaborating with teams.

In our experience using both platforms across multiple organizations, the choice often comes down to specific needs: offline access, collaboration style, pricing flexibility, and team familiarity with each ecosystem.

This guide compares Google Workspace and Microsoft 365 across nine categories to help you determine which platform is better for your business.

What Are the Main Differences Between Google Workspace and Microsoft 365?

On some level, the differences are subjective. Both have tools for creating documents and spreadsheets, and email is email. It’s possible to scrutinize the differences between Outlook vs Gmail, but subjective preference plays a heavy role in determining which is “better.”

That said, there are important distinctions. While both offer online versions of their apps, only Microsoft 365 offers downloadable, installable desktop versions. In terms of plans and storage, Google Workspace tends to offer more flexible and simpler options. Google’s Gmail product is, for many users, the best email platform available today. The apps available through each service differ slightly, though they’re highly comparable.

How Does Pricing Compare Between Google Workspace and Microsoft 365?

Google Workspace pricing unfolds over three main business tiers (annual pricing):

Business Starter is $7 per user per month and includes custom email, video meetings with up to 100 participants, 30 GB pooled storage per user, and 24/7 support. Business Standard is $14 per user per month and adds 2 TB pooled storage per user, meeting recording, noise cancellation, and 150-participant video meetings. Business Plus is $22 per user per month with 5 TB pooled storage, 500-participant video meetings, enhanced security, and eDiscovery. Enterprise plans offer custom pricing for organizations needing advanced compliance and security controls.

Microsoft 365 pricing for small businesses (effective July 2026):

Business Basic is $7 per user per month with web and mobile Office apps, email, 1 TB cloud storage, and Teams. Business Standard is $14 per user per month and adds desktop Office applications. Business Premium is $22 per user per month with advanced security features including Microsoft Defender for Business. Enterprise plans range from $10-36 per user per month with varying storage, security, and compliance features.

Both platforms have similar pricing, but Google Workspace plans can be purchased month-to-month with more flexibility. Google also offers more cloud storage for the price at higher tiers. Microsoft 365 requires annual commitments for most plans.

Winner: Google Workspace — Simpler plans, more storage for the price, and month-to-month flexibility.

Which Has Better Email: Gmail or Outlook?

For a detailed comparison, see our guide on the differences between Gmail and Outlook as well as G Suite vs Gmail.

In terms of storage, ads, and security, the two platforms are highly similar. The differences become clear when you look at organization systems.

Outlook offers a Microsoft-driven version of message organization. You can create folders and subfolders for messages, flag important emails, or pin messages to the top of your inbox.

Gmail uses categories and labels, which is more flexible than Outlook but less familiar to most professionals. You can utilize tabs and categories that automatically sort automated notifications, social media messages, and low-priority communications. We’ve outlined 40 of our favorite Gmail tips and tricks.

Gmail has a significant advantage in search—it is a Google product, after all. You can quickly search for specific messages using advanced Gmail search operators and set up automatic Gmail filters based on those parameters. Outlook has search functionality, but it isn’t as robust or reliable.

Gmail is also friendlier to customization and third-party Gmail apps and add-ons. If you’re looking to modify your email platform for specific needs, Gmail is the better choice.

That said, if your employees are already familiar with Outlook, they may strongly prefer it. Switching from Outlook to Gmail can be a strenuous process.

Winner: Google Workspace — Superior search, more flexible organization, and better third-party integrations.

How Does Cloud Storage Compare?

With a free Google account, you get 15 GB of storage across Gmail, Drive, and Photos. If you run up against this limit, here’s how to delete Gmail emails in bulk.

For business users, Microsoft 365 gives you 1 TB of file storage even on the entry-level Business Basic plan. Google Workspace offers only 30 GB on its Business Starter plan. Microsoft also doesn’t count emails toward this storage limit.

However, Google Workspace Business Standard provides 2 TB pooled storage per user, and Business Plus offers 5 TB pooled storage per user. For organizations creating large files, Google’s higher-tier plans offer more room to grow.

Both platforms offer options to purchase additional storage if needed.

Winner: Microsoft 365 for entry-level plans. Google Workspace for higher-tier plans with more storage.

How Do the Productivity Apps Compare?

Both platforms offer apps for common tasks with a one-to-one relationship:

Microsoft Word compares to Google Docs. Microsoft Excel compares to Google Sheets. PowerPoint compares to Google Slides. Outlook compares to Gmail. OneNote compares to Google Keep. SharePoint compares to Google Sites. Microsoft Teams compares to Google Meet and Chat.

These aren’t perfect copies—some Gmail keyboard shortcuts you’re used to may not work in Outlook. But they’re capable of the same core functions, and differences come down to subjective preference.

Microsoft 365 has a couple of apps without direct Google equivalents. Stream lets you upload and share videos with comments for meetings and training. Yammer creates a micro-social network for your business.

For the most part, any core function in one suite exists in the other. See our list of favorite G Suite apps for more details.

Winner: Tie — Both offer comparable apps for core productivity tasks.

Which Platform Works Better Offline?

This is where Microsoft 365 has a clear advantage. Google Workspace gives you access to all core apps only through an internet connection.

Microsoft 365 advanced plans include all classic Office apps (Word, Excel, PowerPoint) in offline desktop form. You can work on documents, spreadsheets, and other files without internet access.

Some users prefer creating and managing files locally, making this a significant advantage. It’s also helpful when you’re in a Wi-Fi dead zone or when internet unexpectedly goes out.

Winner: Microsoft 365 — Full offline desktop applications give Microsoft a clear edge.

Which Platform Is Better for Team Collaboration?

Both platforms were designed with cloud storage, sharing, and collaboration in mind. With either system, you can edit shared files simultaneously, comment on team projects, and quickly link people to works-in-progress.

Google Workspace tends to have an edge when collaborating on files because it was designed from the ground up for real-time collaboration. Microsoft 365’s core productivity apps were originally designed for individual use and later adjusted for collaboration.

For video conferencing, Microsoft 365 has more lenient participant limits—between 250 and 10,000 participants per meeting depending on plan. Google Meet limits are 100-500 participants depending on tier. This is a significant difference, but most businesses won’t need meetings with thousands of attendees.

In terms of speed, latency, and security, both products perform similarly.

Winner: Tie — Google leads on file collaboration; Microsoft leads on video meeting capacity.

How Do the Mobile Apps Compare?

Both platforms have iOS and Android versions, allowing you to view, edit, and collaborate on files from mobile devices.

In both cases, mobile apps provide a somewhat limited experience compared to desktop. Tapping a screen is too clunky considering the number of tools available in full versions of each app.

The mobile apps are comparable. Preference comes down to which interface feels more comfortable to individual users.

Winner: Tie — Both offer comparable mobile experiences.

Which Has a Better User Interface?

User interface evaluation is largely subjective. Both platforms have advantages when it comes to intuitiveness and learnability.

Microsoft 365 apps are based on classic versions of Word, Excel, and other products. Users who’ve worked with these apps for years (or decades) will find it easy to jump into the online and collaborative versions.

Google Workspace products tend to be more straightforward, less cluttered, and easier to understand as a newcomer. Load times are slightly faster, menus are organized more logically, and you’ll likely experience fewer formatting frustrations.

Winner: Tie — Google Workspace has a more modern UI, but Microsoft 365’s familiarity matters for longtime Office users.

How Does Customer Support Compare?

Both Microsoft and Google offer 24/7 phone support and unlimited email-based support. Support personnel from both teams often refer you to online help articles or forum threads rather than working directly on your issue. It’s often more efficient to search for your issue and follow troubleshooting steps you find online.

Microsoft offers a free “Fasttrack” deployment service for organizations with more than 150 team members. Smaller organizations using either platform will be largely on their own during setup, though neither process is complicated.

Winner: Tie — Both offer similar support options.

Which Should You Choose: Google Workspace or Microsoft 365?

As you’ve seen from the comparison, Google Workspace and Microsoft 365 have a lot in common. When one excels in a category, it’s usually at the expense of something else.

Microsoft 365’s advantages: Its legacy—Office apps are so ingrained in the professional world that they’re hard to replace. If your team is used to Word, Excel, and Outlook, switching may be difficult. The offline desktop applications are also a significant advantage for certain workflows.

Google Workspace’s advantages: Higher-tier plans offer more storage. Gmail is superior to Outlook in flexibility, organization, and search. Plans are simpler and more sensible. Pricing is more flexible with month-to-month options.

If forced to make a blanket recommendation, we’d suggest Google Workspace over Microsoft 365—and it’s what we chose and use at EmailAnalytics.

If you go with Google Workspace, check out this list of G Suite features and 51 G Suite tips and tricks.

Overall Winner: Google Workspace — Better value, simpler pricing, superior email platform, and more storage at higher tiers.

Frequently Asked Questions