Microsoft 365 vs Google Workspace: Which is Right for Your Business?

Choosing between Microsoft 365 and Google Workspace is one of the most common decisions businesses face when modernising their IT.

Both platforms offer email, file storage, collaboration tools and security - but they take very different approaches. The right choice depends less on features (both are strong) and more on how your business operates.

This guide breaks down the differences in a practical, real-world way so you can make the right decision.

Quick Summary (If You’re Short on Time)

• Choose Microsoft 365 if you:

  • Use Excel heavily

  • Need structured systems and tighter control

  • Have Windows devices and existing Microsoft infrastructure

• Choose Google Workspace if you:

  • Prioritise simplicity and speed

  • Work heavily in-browser

  • Want frictionless collaboration with minimal setup

If you’re unsure - that’s normal. Most businesses aren’t a perfect fit for either out of the box.

What Do They Actually Include?

At a high level, both platforms cover the same core areas:

Function	Microsoft 365	Google Workspace
Email	Outlook	Gmail
File Storage	OneDrive / SharePoint	Google Drive
Documents	Word / Excel / PowerPoint	Docs / Sheets / Slides
Collaboration	Teams	Google Meet / Chat
Device Management	Intune	Basic (or via third-party)

On paper, they look similar. In reality, the experience is quite different.

Key Differences That Actually Matter

1. Desktop vs Browser-First

Microsoft 365

• Designed around desktop applications

• Full-featured versions of Excel, Word, Outlook

• Better for power users and complex workflows

Google Workspace

• Built for the browser

• Everything runs in Chrome or similar

• Faster to access, less setup required

In practice:If your team lives in Excel and Outlook, Microsoft wins.If they live in a browser with lots of tabs open, Google feels more natural.

2. Collaboration Style

Google Workspace

• Real-time collaboration is seamless

• Multiple users editing documents feels effortless

• Minimal versioning issues

Microsoft 365

• Collaboration has improved significantly (especially with Microsoft Teams)

• Still more structured - files often live in defined locations (SharePoint/Teams)

In practice:Google feels more fluid. Microsoft feels more controlled.

3. File Management

This is where many businesses struggle.

Microsoft 365

• Uses SharePoint and OneDrive

• More powerful, but more complex

• Better for structured data and permissions

Google Workspace

• Uses Google Drive

• Simpler, more intuitive

• Easier for non-technical users

In practice:If you need proper structure and governance, Microsoft is stronger.If you want simplicity, Google is easier.

4. Security and Control

Both platforms are secure when configured properly - but Microsoft goes further.

Microsoft 365

• Advanced security features (especially with Business Premium / E5)

• Device management via Intune

• Conditional access, compliance tools, auditing

Google Workspace

• Strong baseline security

• Simpler admin controls

• Advanced features available, but less deep overall

In practice:Microsoft gives you more control - but also more responsibility to configure it properly.

5. Device Management

This is often overlooked.

Microsoft 365

• Full device management via Intune

• Ideal for company-owned laptops and mobiles

• Works seamlessly with Windows

Google Workspace

• Limited native device management

• Often requires third-party tools

In practice:If you’re standardising devices, Microsoft is significantly stronger.

6. Cost (The Bit Everyone Asks About)

Pricing varies depending on licensing, but broadly:

• Google Workspace is often slightly cheaper at entry level

• Microsoft 365 offers more bundled value (especially Business Premium)

However, cost isn’t just licensing:

• Setup time

• Ongoing management

• User productivity

In practice:The “cheaper” platform upfront isn’t always cheaper long-term.

When We Recommend Microsoft 365

We typically recommend Microsoft 365 when:

• You’re a growing business that needs structure

• You rely on Excel or legacy Office files

• You want proper device management and security

• You need integration with other Microsoft services (Azure, servers, etc.)

  
  

When We Recommend Google Workspace

Google Workspace tends to suit:

• Startups and fast-moving teams

• Businesses with minimal IT overhead

• Teams that prioritise ease of use

• Heavily remote or browser-based environments

  
  

The Reality: Most Businesses Need Guidance

Here’s the bit most comparison blogs don’t tell you:

Both platforms can work brilliantly - or terribly - depending on how they’re set up.

We regularly see:

• Microsoft 365 environments with no MFA and poor structure

• Google Workspace setups with no control or governance

The platform matters. But the setup matters more.

Our Approach at 2 Moons

We don’t push one platform over the other.

Instead, we look at:

• How your team actually works day-to-day

• Your growth plans

• Security requirements

• Existing systems

Then we design the right solution around that.

In some cases, that’s Microsoft 365.In others, it’s Google Workspace.Occasionally, it’s a mix of both.

FAQ: Microsoft 365 vs Google Workspace

Which is better for small businesses?

There’s no universal answer. Google Workspace is often easier to start with, but Microsoft 365 scales better as businesses grow.

Is Microsoft 365 more secure than Google Workspace?

It can be - but only if configured properly. Out of the box, both are secure, but Microsoft offers more advanced controls.

Can you migrate between Google Workspace and Microsoft 365?

Yes. Migrations are common, but need to be handled carefully to avoid data loss and downtime.

Which is better for remote working?

Google Workspace is often more seamless for remote-first teams, but Microsoft 365 with Teams is equally capable when set up correctly.

Do I need IT support for either platform?

Strictly speaking, no. Realistically, yes - especially as your business grows and security becomes more important.

Final Thoughts

This isn’t really a “which is better” decision.

It’s a “which is better for your business” decision.

Get it right, and your team works faster, more securely, and with less friction.Get it wrong, and you’ll feel it every day.

Need Help Choosing?

If you’re weighing up Microsoft 365 vs Google Workspace, we’re happy to give you a straight answer based on your business - not a generic recommendation.

No jargon, no bias - just practical advice.