Microsoft 365 and Google Workspace are the two dominant productivity suites for businesses, and both are excellent. The right choice is rarely about which is "better" overall — it is about which fits how your team actually works, what security you need, and where you are heading. Here is a factual, side-by-side comparison to help you decide.
Microsoft 365 suits businesses that rely on powerful desktop Office apps, advanced compliance and deep Windows integration. Google Workspace suits teams that live in the browser and prioritise real-time collaboration and simplicity. For most Australian SMBs already using Windows and Outlook, Microsoft 365 is the natural fit.
What each platform is
- Microsoft 365
- Microsoft's cloud productivity suite, combining the desktop and web Office apps (Word, Excel, PowerPoint, Outlook), Exchange email, Teams, OneDrive and SharePoint, with tiered business and enterprise plans.
- Google Workspace
- Google's cloud-native suite, combining Gmail, Docs, Sheets, Slides, Drive, Google Meet and Calendar, designed browser-first for real-time collaboration.
Feature-by-feature comparison
The table below compares the two across the areas businesses care about most. Both are strong; the differences are about emphasis and depth.
| Area | Microsoft 365 | Google Workspace |
|---|---|---|
| Core apps | Word, Excel, PowerPoint, Outlook (desktop + web) | Docs, Sheets, Slides, Gmail (browser-first) |
| Exchange Online / Outlook | Gmail | |
| Chat & meetings | Microsoft Teams | Google Chat & Meet |
| File storage | OneDrive + SharePoint | Google Drive + Shared drives |
| Offline desktop apps | Full-featured desktop Office | Primarily web-based |
| Real-time co-editing | Strong (esp. web apps) | Best-in-class, built-in from the start |
| Admin & compliance | Very granular, advanced at higher tiers | Capable and straightforward |
| Windows integration | Deep (Entra ID, Intune, Defender) | Cross-platform, browser-centric |
| Learning curve | Familiar to most office workers | Simple, minimal setup |
For authoritative detail on plans and capabilities, see the official Microsoft 365 documentation on Microsoft Learn.
Collaboration and how teams actually work
Beyond the feature list, the two suites reflect two different philosophies of work. Google Workspace was built cloud-first, so its documents are collaborative by default — several people editing the same file at once feels effortless, and everything lives in the browser. Microsoft 365 grew from the desktop, so it pairs the richest offline apps in the industry with strong web-based co-editing that has closed much of the gap in recent years.
In practice, the deciding question is often cultural rather than technical: does your team think in shared, always-online documents, or in polished files that get finished, saved and sent? Neither is wrong, but matching the tool to the habit reduces friction and training time.
Storage and pricing tiers
Both suites use per-user, per-month tiers, and the entry plans are broadly comparable in price — so cost is rarely the deciding factor. What changes across tiers is storage, security depth and advanced features.
- Microsoft 365 business plans typically bundle 1 TB of OneDrive storage per user, with higher tiers adding advanced security, compliance and device management.
- Google Workspace plans scale pooled Drive storage per user across tiers, with higher plans adding more storage, security controls and Vault archiving.
Because both change their plans over time, always check current tiers against your exact needs rather than a general figure. We help businesses choose and license the right plan as part of our Microsoft 365 services.
Pros and cons at a glance
Microsoft 365 strengths
- Full desktop Office apps for complex documents
- Deep Windows, Entra ID and Intune integration
- Advanced compliance and threat protection
- Familiar to most Australian office teams
Google Workspace strengths
- Best-in-class real-time collaboration
- Simple, fast to set up and administer
- Excellent on any device via the browser
- Clean, minimal interface with a low learning curve
Which is best for your business?
- Choose Microsoft 365 if you rely on Excel, Word or PowerPoint power features, run Windows, or need advanced compliance.
- Choose Google Workspace if your team is browser-first, collaboration-heavy and values simplicity over deep desktop features.
- Regulated industries (health, NDIS, finance, legal) often prefer Microsoft 365 for its granular compliance and security controls.
- Whichever you pick, configuration and security setup matter more than the badge — get multi-factor authentication and backups right.
A common trap is assuming your data is automatically backed up in either suite. It is not backed up the way most people assume — read why Microsoft 365 still needs a backup before you rely on the platform alone.
Can you switch or migrate?
Yes — email, files, contacts and calendars can be migrated in either direction. The key is a planned, managed cutover so nothing is lost and downtime is minimal. If you are considering a move to the cloud or between suites, our managed IT team handles migrations end to end, and our cloud migration checklist covers what to prepare.
Frequently asked questions
Neither is universally better — it depends on your business. Microsoft 365 leads on desktop applications, advanced compliance and deep Windows integration. Google Workspace leads on real-time collaboration, simplicity and browser-first working. Choose based on your apps, security needs and how your team already works.
Yes. Google Workspace can open, edit and save Microsoft Office formats such as .docx and .xlsx, and Microsoft 365 can open Google formats after export. Complex documents with advanced formatting or macros are still handled most reliably in their native Microsoft apps.
Entry tiers of both are broadly comparable per user per month, so price is rarely the deciding factor. The real cost difference comes from which advanced features, storage and compliance tools you need at higher tiers. Compare the specific plan that matches your requirements.
Yes. Email, contacts, calendars and files can be migrated between the two platforms. A managed migration is planned to avoid data loss and downtime, with mailboxes and shared drives moved in a controlled cutover. An MSP typically handles this end to end.
Both offer strong, enterprise-grade security including multi-factor authentication, encryption and admin controls. Microsoft 365 offers more granular compliance and advanced threat-protection tooling at higher tiers, which matters for regulated industries. Good configuration matters more than the platform choice itself.
Related services
Get the platform set up right: explore Microsoft 365 management, our broader managed IT services, or book a free IT assessment to review your current setup.