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	How it's priced
Google Workspace	Gmail (web)	Teams already using Google tools	Per user, per month
Microsoft 365 Business	Outlook	Teams using Word, Excel, Teams	Per user, per month
Zoho Mail	Zoho Mail	Very small teams on a tight budget	Free for up to 5 users, then per user, per month
Fastmail	Fastmail	Privacy-focused teams	Per user, per month
Host-bundled email	Varies	Not recommended for most businesses	Included with hosting

We've deliberately left the amounts out: every one of these providers changes its prices, and each publishes its own current figures. The links at the end of this guide go straight to them.

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 of pooled storage per user on the entry plan (Business Starter)

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 Office apps — Word, Excel, PowerPoint, Teams, and OneDrive. Which of those you get as installed desktop apps depends on the plan.

Included with Business Basic and above:

Outlook (web and mobile on Business Basic; the desktop app comes with Business Standard and above)
Microsoft Teams, SharePoint, OneDrive
Word, Excel, PowerPoint (web versions on Basic; desktop apps on higher plans)
100 GB of mailbox storage per user on the Business plans

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.

A Forever Free plan covers email for one domain and up to 5 users, with 5 GB of mail storage each. IMAP, POP and Active Sync are not included on it, so it won't connect to a mail app like Outlook or Apple Mail
Paid plans add more storage and features, and are charged per user
Less well known than Google Workspace or Microsoft 365

We don't set up Zoho Mail as often as Google Workspace or Microsoft 365, but it's a legitimate option.

Fastmail

Fastmail is an independent email service that sells itself on privacy, for teams that would rather not be on Google's or Microsoft's platforms.

Business plans are Basic, Standard and Professional, charged per user
You get mail, calendars, contacts and some file storage — no word processor or spreadsheet apps
Shared addresses (like support@yourbusiness.com), shared calendars and a shared company address book are included, even on the Basic plan
No free plan, but there is a free trial of up to 30 days

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 can be worse, so more of your mail lands in spam
If your hosting goes down, so does your email
Often fewer security controls
Usually less storage and fewer 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

Can I have both Google Workspace and Microsoft 365?

Yes, some businesses use both — for example, Google Workspace for email and Microsoft 365 for Office apps. It's not common, but it works. It does add cost and complexity.

What if I already have a Google account for my domain?

A personal Google account and a Google Workspace account are different things. Google Workspace is a paid business subscription that gives you admin tools, more storage, and support. You may need to migrate your existing account. Chykalophia can advise you.

Do I need to pay for each person who will use email?

Yes — both Google Workspace and Microsoft 365 are priced per user, per month. You only pay for the people who need active email accounts. You can use aliases and forwarding for simpler needs.

What about free options?

Zoho Mail's Forever Free plan is the closest thing here: one domain, up to 5 users, 5 GB of mail storage each, and no IMAP or POP access. Google Workspace, Microsoft 365 and Fastmail are all paid, and each offers a free trial rather than a free tier. For most businesses the entry-level paid plan is worth it.

Need a hand?

If you're stuck, email support@chykalophia.com and we'll help. Include your website address and a screenshot if you can.