What is the main difference between Microsoft 365 and Google Workspace?
The main difference is where the work happens. Google Workspace runs in the browser, and everyone edits one shared copy of a document at the same time. Microsoft 365 grew from desktop apps such as Word, Excel, and Outlook, and added cloud storage and co-editing on top.
Neither approach is wrong. Teams that share documents constantly, work from many devices, and want less to install tend to prefer Google Workspace. Teams that live in complex spreadsheets or desktop add-ins often stay with Microsoft.
How do the core apps compare?
The core apps line up closely. Here is how they map:
| Job | Microsoft 365 | Google Workspace |
|---|---|---|
| Outlook and Exchange Online | Gmail | |
| Calendar | Outlook calendar | Google Calendar |
| Personal files | OneDrive | My Drive |
| Team files | SharePoint | Shared drives |
| Documents | Word | Google Docs |
| Spreadsheets | Excel | Google Sheets |
| Presentations | PowerPoint | Google Slides |
| Meetings | Teams meetings | Google Meet |
| Chat | Teams chat | Google Chat |
| Admin | Microsoft 365 admin center | Google Admin console |
Google Workspace also works with Office files directly, so moving does not mean giving up Word and Excel documents. Our guide to working with Office files in Google Drive explains how. For a closer look at the email side, read Outlook to Gmail: what changes for your users.
Which one is better for working together?
Google Workspace is usually easier for real-time collaboration. Everyone opens the same file in the browser, sees each other's edits as they happen, and comments in place. There is no question of which version is current, because there is only one.
Sharing is also simple. You share a link or add a person, and they see the latest version. Google Meet is built into Calendar, and Google Chat ties conversations to the files people are working on. Microsoft 365 can co-edit too, but the experience depends more on which app, which device, and where the file is saved.
When does Microsoft 365 still make sense?
Microsoft 365 can be the better fit when your work depends on things Google Workspace does not replace. Common examples:
- Large Excel models that rely on VBA macros, Power Query, or Excel-only add-ins.
- Microsoft Access databases still in daily use.
- Industry software that only connects to Outlook desktop or other Microsoft apps.
- Device management built deeply around Microsoft tools that you do not plan to change.
These do not always rule out a move. Some teams switch to Google Workspace and keep desktop Office licenses for the few people who need them. Others decide the switch is not worth it. Listing these dependencies honestly during discovery is the best way to decide.
How do cost and administration compare?
Compare cost against your own Microsoft invoice rather than list prices, because what you pay depends on your plan, discounts, and add-ons. Google Workspace Business Starter is $7, Business Standard is $14, and Business Plus is $22 per user per month on annual plans, as of October 2026. Business editions are capped at 300 users.
Both platforms offer admin consoles, two-step sign-in, retention tools, and options for regulated industries. For HIPAA, compliance depends on how you configure and use the service, so confirm your obligations with your compliance officer or counsel. Our HIPAA setup page explains the Google side. For a fuller money comparison, read comparing the cost of Microsoft 365 and Google Workspace, and for the full move start with the Microsoft 365 to Google Workspace migration guide.
Next step
If Google Workspace looks like the right fit, see how a Microsoft 365 migration works, or contact us to talk through your situation.
Frequently asked questions
Is Google Workspace secure enough for a small business?
Google Workspace includes two-step verification, admin controls for sharing, encryption of data at rest, and TLS for mail in transit when the receiving server supports it. Security still depends on how you configure it, so turn on two-step verification and review sharing settings during setup.
Can we use Gmail but keep Excel?
Yes. Many teams move to Google Workspace and keep desktop Excel for a few people with complex workbooks. Those files can live in Google Drive and open in Excel through Drive for desktop. Those users still need a Microsoft license that includes the desktop apps.
