Choosing the right email and productivity platform is one of the most important technology decisions a small business can make. Google Workspace and Microsoft 365 are the two dominant options, and both are excellent. But they are built around different philosophies, and the right choice depends on how your team actually works.
This guide compares the two platforms in plain English, without the jargon, so you can make a confident decision for your business.
Both platforms give you professional business email, cloud storage, video conferencing, and a suite of productivity tools like documents, spreadsheets, and presentations. They are subscription services, meaning you pay a monthly fee per user and everything is hosted in the cloud.
Google Workspace is built around Gmail, Google Drive, Google Docs, Google Sheets, and Google Meet. Everything runs in your web browser.
Microsoft 365 is built around Outlook, OneDrive, Word, Excel, PowerPoint, and Microsoft Teams. You get both desktop applications and web-based versions.
Gmail is clean, fast, and intuitive. If you have ever used a personal Gmail account, the business version will feel immediately familiar. It uses labels and filters to organise emails, and its search is exceptionally powerful.
Outlook is more traditional and feature-rich. It offers folders, rules, and a built-in calendar that many people find easier to manage alongside their inbox. If your team is used to Outlook from previous jobs, the transition is seamless.
Both platforms give you a professional email address using your own domain (e.g. hello@yourbusiness.co.uk), robust spam filtering, and enterprise-grade security. For most businesses, the difference comes down to personal preference.
Google Docs, Sheets, and Slides are simple, browser-based tools that excel at real-time collaboration. Multiple people can edit the same document simultaneously with no friction. They are lighter than their Microsoft equivalents, which is an advantage for straightforward tasks but can be a limitation for complex spreadsheets or heavily formatted documents.
Word, Excel, and PowerPoint are industry standards. They are more powerful than Google's equivalents, especially Excel for advanced data work and PowerPoint for polished presentations. Microsoft 365 gives you full desktop versions of these apps alongside web-based versions, so you get the best of both worlds.
If your business regularly exchanges documents with clients, suppliers, or accountants, Microsoft Office formats (.docx, .xlsx) are still the default. Google Workspace can open and export these formats, but formatting can sometimes shift during conversion.
Google Drive starts at 30GB of pooled storage per user on the Business Starter plan, rising to 2TB on higher plans. Sharing and collaboration are baked into the experience, and it integrates naturally with Google Docs.
OneDrive gives you 1TB per user on most Microsoft 365 plans. It integrates tightly with Windows and the desktop Office apps, syncing files seamlessly between your computer and the cloud.
Both are reliable and secure. Google Drive is slightly easier for browser-based teams, while OneDrive is better for teams that work primarily on desktop applications.
Google Meet is simple and reliable. You click a link and join a call. It does not try to be anything more than a video meeting tool, and it does that job well.
Microsoft Teams is a full collaboration hub that includes video calls, chat, file sharing, and channels for team communication. If your business needs a central place for internal communication beyond email, Teams offers significantly more than Meet.
Both platforms start at similar price points for their basic plans. Google Workspace Business Starter and Microsoft 365 Business Basic are both affordable per-user-per-month subscriptions. Higher tiers add more storage, advanced security features, and compliance tools.
The real cost difference often comes down to what your team needs. If you need desktop Office apps, you will need a mid-tier Microsoft 365 plan. If browser-based tools are sufficient, Google Workspace's entry-level plan may cover everything.
Choose Google Workspace if:
Choose Microsoft 365 if:
At Weyside Digital, we help businesses across Surrey choose, set up, and manage their email and productivity platforms. Whether you go with Google Workspace or Microsoft 365, we handle the entire process: domain configuration, email migration, user setup, security hardening, and ongoing support.
If you are not sure which platform is right for your business, we can talk through your needs and recommend the best fit. Visit our managed professional email page to learn more about how we support businesses with their email and cloud productivity, or get in touch for a free consultation.