Microsoft 365 and Google Workspace both give a small business email on its own domain, online documents, video meetings and shared storage. Either can run a business well, so the better choice depends on how your team already works.
Quick answer
Choose Microsoft 365 if your team relies on Word, Excel and PowerPoint files, uses Outlook, or works with clients who send Office documents. Choose Google Workspace if you prefer browser-based tools, real-time editing, and simple administration.
Side by side
| Area | Microsoft 365 | Google Workspace |
|---|---|---|
| Outlook and Exchange Online | Gmail on your own domain | |
| Documents | Word, Excel, PowerPoint (desktop and web) | Docs, Sheets, Slides (browser first) |
| Meetings | Microsoft Teams | Google Meet |
| File storage | OneDrive and SharePoint | Google Drive |
| Desktop apps | Included on higher plans | Mostly web-based |
| Device management | Business Premium adds Intune and stronger security tools | Admin console with device and security controls |
When Microsoft 365 is the better fit
- You work with complex Excel files, macros or Office templates.
- Your clients, accountants or suppliers expect Office formats.
- You want desktop apps that work offline.
- You need advanced device management and security on the same plan.
When Google Workspace is the better fit
- Your team collaborates live in the same document.
- You want simple setup and low admin overhead.
- Most work happens in a browser or on Chromebooks.
Things to check before you choose
- Plan tiers and what each includes, as these change.
- Storage per user and archiving or retention needs.
- Multi-factor authentication, which both support and which you should switch on.
- Where your data is stored and your UK GDPR obligations.
- The cost of migrating existing email and files.
Frequently asked questions
Can I switch later?
Yes, but migrating email, calendars and files takes planning. It is easier to choose well first.
Can I use Office files in Google Workspace?
Yes. Google can open and edit most Office files, though complex formatting and macros may not transfer perfectly.
Do I need either if I am a sole trader?
Not always, but a custom-domain email and shared storage look more professional and are easier to keep secure.
Want help choosing and migrating? See our IT setup services. Our Office 2024 page covers the one-time-purchase alternative.
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