In today’s digital world, choosing the right office tool suite is crucial for the efficiency of any organization. As the Appser.it team, which has implemented many cloud solutions for companies of various sizes, we want to present a comprehensive comparison of the two most popular solutions: Google Workspace (formerly G Suite) and Microsoft 365. Which one will work better for your company? Let’s find out!
Main Differences Between Google Workspace and Microsoft 365
Interface and Usability
Google Workspace offers an intuitive, minimalist interface that is easy to master even for less advanced users. Google applications are mainly accessible through the browser, providing a consistent experience across different devices.
Microsoft 365 delivers extensive desktop applications with richer functionality, especially in programs like Excel and PowerPoint. For those accustomed to the classic Windows environment, this solution will feel more natural.
Team Collaboration
Google Workspace stands out in terms of real-time collaboration. Editing documents by multiple users simultaneously works smoothly, and changes are visible immediately.
Microsoft 365 has caught up in this area, and collaboration in Teams and Office applications is now, in our opinion, as intuitive as in Google. However, it offers better integration with the entire Microsoft ecosystem.
Communication
Google Workspace includes Google Meet and Chat, which are easy to use but have slightly fewer features than Microsoft’s solutions.
Microsoft Teams offers a comprehensive platform for text, voice, and video communication, with advanced features for larger organizations.
Implementation and Subscription Costs
Google Workspace – Pricing (as of April 2025)
| Microsoft 365 Business Premium | Google Workspace |
|---|---|
| Word | Google Docs |
| Excel | Google Sheets |
| PowerPoint | Google Slides |
| Outlook | Gmail |
| Teams | Brak |
| OneDrive | Google Drive |
| SharePoint | Sites, ale tylko w kwestii stron WWW. |
| Exchange Online EAC | Brak |
| Intune (zarządzanie urządzeniami) | Google Endpoint Management |
| Planner | Brak |
| Bookings | Brak |
| Power Apps | AppSheet |
| Power Automate | Brak |
| Defender | Brak |
| Purview | Brak |
| Power BI | Data Studio |
| Entra ID | Brak |
Which Companies Are Best Suited for These Solutions?
Google Workspace is ideal for:
- Small and medium-sized businesses looking for a simple, cost-effective solution
- Startups valuing flexibility and quick implementation
- Creative firms (agencies, design studios) where real-time collaboration is key
- Non-profit organizations thanks to special discounts
- Companies using devices from various manufacturers (Windows, Mac, Linux, Android, iOS)
Microsoft 365 is a better choice for:
- Small, Medium Enterprises and Large Corporations with extensive IT infrastructure
- Companies in regulated industries (finance, healthcare) thanks to advanced security options
- Organizations deeply integrated with the Microsoft ecosystem
- Companies with advanced analytical needs (Power BI, advanced Excel)
- Enterprises with their own servers needing hybrid solutions
Our Implementation Experience
Based on our experience, we can confidently say that Microsoft 365 offers much broader customization options to meet organizational needs than competing solutions. Extensive configuration options facilitate effective collaboration and streamline the operations of all company departments. Moreover, the richer palette of tools available under the same license translates into real savings, as it eliminates the need to purchase additional solutions. Additionally, Microsoft 365 provides advanced user control mechanisms and access management, allowing for a high level of security and optimal resource management within the organization.
Summary: How to Make a Choice?
The choice between Google Workspace and Microsoft 365 should depend on:
- Organization size – smaller companies often find Google Workspace more suitable, larger ones prefer Microsoft 365
- Existing infrastructure – if you already use Microsoft solutions, continuing on this path is natural
- Customization – Creating multiple shared and departmental mailboxes, managing logins
- Security requirements – Microsoft 365 offers more advanced options for companies with stringent requirements
- Growth – Do you anticipate that your organization may have 1000 users in a few years? Opt for MS
At Appser.it, we help analyze your company’s needs and select the optimal solution. We offer comprehensive Microsoft 365 implementations, along with training and technical support. Contact us to find out which solution will be best for your organization!
Frequently Asked Questions
Can both solutions be combined?
Yes, it is possible, but in the long run, it causes unnecessary costs.
What does the data migration process look like?
At Appser.it, we offer secure migration of all data, including emails, calendars, and files, with minimal downtime.
Can I keep my own email domain?
Yes, both Google Workspace and Microsoft 365 allow the use of your own domain for email addresses.
What are the latest trends in the development of both platforms?
Google focuses on artificial intelligence and integration with Gemini, while Microsoft is developing the Teams ecosystem and integration with Copilot.