Professional email options compared
A plain-English comparison of Google Workspace, Microsoft 365, and other professional email platforms to help you choose the right one for your business.
Once you've decided to use a professional email address, the next question is: which platform? There are several good options, each with different strengths. This guide walks you through the main choices.
Quick summary
The two leading platforms are Google Workspace (Gmail-based) and Microsoft 365 (Outlook-based). Both are excellent. Choose Google Workspace if your team already uses Google tools, or Microsoft 365 if you rely on Office apps like Word and Excel. Chykalophia can help you set up either.
The main options at a glance
| Platform | Email app | Best for | Starting price (approx.) |
|---|---|---|---|
| Google Workspace | Gmail (web) | Teams already using Google tools | ~$6/user/month |
| Microsoft 365 Business | Outlook | Teams using Word, Excel, Teams | ~$6/user/month |
| Zoho Mail | Zoho Mail | Very small teams on a tight budget | Free (limited) to ~$1/user/month |
| Fastmail | Fastmail | Privacy-focused teams | ~$5/user/month |
| Host-bundled email | Varies | Not recommended for most businesses | Included with hosting |
Prices are approximate and change. Check the provider's website for current plans.
Google Workspace
Google Workspace gives you Gmail, but with your own domain name — so your address looks like you@yourbusiness.com instead of you@gmail.com.
Included with every plan:
- Gmail (web and mobile)
- Google Calendar, Drive, Docs, Sheets, Slides, Meet
- Admin console to manage your team
- 30 GB storage per user on the entry plan
Pros:
- Familiar interface — most people already know Gmail
- Excellent mobile apps
- Very good spam filtering
- Strong integration with Google Analytics, Google Ads, etc.
Cons:
- If your team uses Microsoft Office files heavily, collaboration can feel clunky
- Google periodically changes product names and features
See the full guide: Google Workspace: the complete client guide
Microsoft 365 Business
Microsoft 365 Business gives you Outlook plus the full Office suite — Word, Excel, PowerPoint, Teams, and OneDrive.
Included with Business Basic and above:
- Outlook (web, desktop, mobile)
- Microsoft Teams, SharePoint, OneDrive
- Word, Excel, PowerPoint (web versions on Basic; desktop apps on higher plans)
- 50 GB mailbox storage on Business Basic
Pros:
- Best choice if your team lives in Excel or Word
- Teams is a powerful communication hub
- Deep integration with Windows and other Microsoft products
Cons:
- The admin interface is more complex than Google Workspace
- The full desktop Office apps require a higher-tier plan
See the full guide: Microsoft 365: the complete client guide
Zoho Mail
Zoho Mail is a solid, affordable option for very small teams or solo founders who mainly need email and not a full productivity suite.
- Has a free plan (up to 5 users) with basic features
- Paid plans add more storage and features
- Less well-known, but reliable
We don't set up Zoho Mail as often as Google Workspace or Microsoft 365, but it's a legitimate option.
Fastmail
Fastmail is a privacy-first email service popular with people who don't want to be on Google or Microsoft's platforms.
- Strong privacy credentials
- Simple, clean interface
- No free plan
- Does not include productivity apps (no word processor, spreadsheets, etc.)
What about email with your web host?
Most web hosts offer email as part of their hosting package. It sounds convenient, but we generally advise against it for active businesses:
- Deliverability is usually worse (more likely to land in spam)
- If your hosting goes down, so does your email
- Fewer security features
- Limited storage and no admin tools
Easy to miss
Your email and your website should be on separate platforms. If your host has a problem, you don't want both your site and your inbox to go down at the same time. See Why email & your website are separate.
How to choose
Choose Google Workspace if you:
- Already use Gmail personally
- Rely on Google Docs, Sheets, or Drive
- Need simple, straightforward management
- Work heavily with external collaborators using Google tools
Choose Microsoft 365 if you:
- Need desktop Office apps (Word, Excel, PowerPoint)
- Use Microsoft Teams as your main communication hub
- Already have a Windows-heavy environment
- Need SharePoint for document management
Not sure? Read Google Workspace vs Microsoft 365: how to choose.
Common questions
Related guides
- Why not use a free Gmail/Hotmail for business?
- Why email & your website are separate
- Google Workspace vs Microsoft 365: how to choose
- Setting up a new email address
- Email deliverability explained
Need a hand?
Learn more
Why not use a free Gmail/Hotmail for business?
Using a free consumer email address for your business makes you look unprofessional and creates real risks — here's why a custom domain address matters.
Why email & your website are separate
Your email and your website don't have to live on the same platform — and for most businesses, they shouldn't.