Compare Microsoft 365, formerly Office 365 to G Suite

If you’re in the market for a productivity solution, you probably already know the two major players in the market are Microsoft 365 and Google G Suite. But how do you know which one is the right choice for you? As they’ve evolved over the last several years, both tools have added a great deal of new features and become increasingly similar. So, choosing between them can be difficult. Let’s start with what they have in common. 

Deployment and File Compatibility

Their major difference lies in the way their delivery methods. Google’s G Suite is 100% cloud-based. There is no software to install. With Microsoft 365, you can work entirely in the cloud, or you can work both in the cloud and locally, with software installed directly on your device. Choosing which delivery method is best is a subjective decision and depends on how your team likes to work. Do they enjoy being able to do everything from their web browser? Or do they prefer the traditional desktop software experience?

Also, another point worth considering is this. What platform do your business partners use? If they use Microsoft Office and you use G Suite, you may not always get full file fidelity when passing items back and forth. Google has made great strides in its compatibility with Microsoft Office files in the last few years, but some Office document features sometimes still don’t translate without error.

System Administrator Experience

Another notable difference between these two powerhouse productivity suites is in the administrative tools they offer. Just as Microsoft Exchange has always offered very granular administrative controls that may look complex to the uninitiated, Microsoft 365 does the same. Google G Suite’s administrative controls are not as granular. Thus, they may feel less intimidating to someone without a background in IT.

Pricing and Packages

Overall, the cost for Microsoft 365 or Google G Suite is similar. Microsoft 365 plans run from $5 a month per user (for the most basic small business plan) to $35 a month per user (for the top tier enterprise plan). Google G Suite plans range from $6 a user per month to $25 a user per month.
Where they differ more widely, is in the number of plans buyers can choose from. Microsoft offers eight plans for small businesses and enterprises, with additional options for educational institutions, government agencies, nonprofit organizations and first-line workers. Google offers just three plans for buyers to choose from. Again, which one is better for you will depend on your perspective. Some see the wide variety of plans offered by Microsoft as confusing, whereas others feel having only three plans to choose from with Google G Suite is too limiting.

All G Suite plans include

• Business email
• Chat, voice and video conferencing
• Shared calendars
• Google apps (sheets, slides and docs)
• 30 GB (or more) of cloud file storage
• Admin and security controls

G Suite Plans Overview

All Microsoft 365 Plans Include 

• Exchange Online email hosting (max inbox size varies from 50 to 100 gigs depending on plan) 
• Web based versions of Outlook, Excel, Word and PowerPoint 
• 1 TB (minimum file storage space in OneDrive for Business) 
• SharePoint Online team sites 
• Online meetings 
• HD videoconferencing 
• Secure collaboration and messaging with Microsoft Teams
• Administrative and security controls 

Other Tools Included in Business Level Plans 

• Outlook customer manager (a simple CRM system) 
• Microsoft Bookings 
• Microsoft Invoicing 
• Mile IQ 

Other Tools Included in Enterprise-Level Plans 

• Microsoft Planner (for team-based task management) 
• Microsoft Yammer 
• Email retention and eDiscovery control 
• Advanced threat protection 
• Microsoft Stream (video streaming service for training, on demand and live events) 

Besides all of this, all but the lowest level business package (Business Basic) offers desktop versions of the popular Microsoft Office suite (Outlook, Word, Excel, PowerPoint, Publisher and Access) for users to install on up to 15 devices. 

Microsoft 365 Plans Overview

G Suite

“Overall, my experience with G Suite has been such an adventure. The structure allows for safety but there is so much within the suite that your imagination is honestly the only limit. Because there are so many pieces that can be integrated, changed and work together, I believe that G Suite has brought out a different way of thinking for me that allows me to think about process, procedures and customer satisfaction and streamlining all in one. I have had so much learning and playing and growing with the suite.” – Nathaly Wheller, G Suite user in the Utilities Industry for 2+ years 

The Bottom Line 

As these tools have both grown and matured over the last several years, the decision to go with Microsoft 365 or Google G Suite has become less a question of features and more a question of culture. Whether you’re buying your first productivity suite or you’re looking to make a change from installing Microsoft Office on each of your employee’s workstations, here are some questions to ask yourself. 

What is your company’s work style? Is yours a young company filled with millennial’s who are comfortable in the cloud and appreciate the work anywhere lifestyle it affords them? Or are you an established business whose employees have been working with the venerable Office suite for decades? 

Not that a staff of millennial’s won’t enjoy using Microsoft 365 or that individuals who’ve spent most of their careers using Microsoft Office can enjoy working in G Suite. Of course, they can. Just keep in mind that switching from one tool to another might require a little change management to help your employees adapt their way of thinking and how they work.