If you’re running a small business, one of the first questions that might pop up when thinking about email and collaboration tools is:
“Should I go with Office 365 (Microsoft 365) or Google Workspace?”
Both are powerful tools that can help you manage emails, documents, meetings, and more. But how do you know which one is right for you — especially if you’re not an IT expert?
In this post, I’ll walk you through the key differences and help you think about what’s best for your business needs. Let’s keep it simple!
First, What Are These Tools Anyway?
Office 365 (now called Microsoft 365) and Google Workspace (formerly G Suite) are both cloud-based platforms that offer:
- Business Email (yourname@yourcompany.com)
- Document creation and storage
- Video meetings
- Team collaboration tools
Think of them as your business toolbox in the cloud — ready anytime, anywhere.
1. What Kind of Work Do You and Your Team Do?
Here’s a simple way to start thinking:
- If you and your team are used to working with Microsoft Word, Excel, and Outlook, and you love those tools, then Microsoft 365 may feel more natural.
- If you live in Gmail and like working inside a web browser without downloading apps, Google Workspace could be a smoother fit.
Also, if you collaborate a lot in real-time (editing documents together), Google Docs, Sheets, and Slides make this super easy without the “who has the latest version?” confusion.
2. Budget and Pricing — What Are You Comfortable Spending?
Both platforms are affordable for small businesses, but pricing varies:
- Google Workspace starts around $6/user/month for basic plans.
- Microsoft 365 Business Basic also starts around $6/user/month, but if you want desktop versions of Word, Excel, and Outlook, you’ll need higher plans (around $12.50/user/month).
Tip: If you don’t need desktop apps and prefer web-based tools, you can save by staying on lower plans with both providers.
3. What Devices Do You Use?
- If your team is on Windows PCs and wants desktop apps, Microsoft 365 might be better.
- If your team works on Chromebooks, Macs, or mobile devices, Google Workspace is fully web-based and device-friendly.
Also, think about email:
- If you’re used to Gmail, you’ll love Google Workspace.
- If you prefer Outlook, Microsoft 365 is the natural choice.
4. Security and Storage — Is One Safer?
Both Microsoft 365 and Google Workspace offer strong security, encryption, and spam filtering. So in general, you’re safe with either one.
For file storage:
- Google Workspace Basic gives you 30 GB per user (more with higher plans).
- Microsoft 365 Basic gives you 1 TB per user (a lot more space!).
If your business deals with large files, storage might be a deciding factor.
5. Support — Who Helps You When Things Go Wrong?
Both offer 24/7 support, but here’s where an IT partner (like Simple IT NYC!) can make life easier. Instead of sitting on hold with tech support, we can manage and fix these issues for you, so you can focus on running your business.
Quick Recap — Which One Should You Pick?
| If you… | Go with… |
|---|---|
| Love Gmail and Google tools | Google Workspace |
| Need Word, Excel, Outlook, and desktop apps | Microsoft 365 |
| Want to collaborate easily in real-time | Google Workspace |
| Use Windows PCs and need lots of file storage | Microsoft 365 |
| Prefer simple, browser-based work | Google Workspace |
Final Thoughts
At the end of the day, both Office 365 and Google Workspace are great choices. It comes down to what you’re most comfortable with, your team’s workflow, and your budget.
If you’re still unsure or don’t want to deal with setting this up, Simple IT NYC can help guide you, set up your accounts, and make sure your team is ready to work without headaches.
Leave a Reply