Google Workspace vs Microsoft 365: feature comparison, side by side
Every major feature of Google Workspace and Microsoft 365 compared in one place, so you can make a clear-eyed decision.
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Not sure which platform covers what you need? This article puts every major feature side by side so you can see exactly what you get with each.
Quick summary
Google Workspace and Microsoft 365 cover the same core territory: business email, cloud storage, document editing, video calls, and team chat. Google's editing tools are entirely browser-based. Microsoft adds installable desktop apps (Word, Excel, Outlook) — but only on the plans that include them. Microsoft 365 Business Basic, for example, has no desktop apps at all. If your work is already in a browser and on your phone, Workspace is simpler. If you need the full power of desktop Office apps, Microsoft 365 wins that round.
How to read this comparison
The table below covers the tools most small businesses actually use every day. "Desktop app" means you install software on your computer. "Browser-based" means it runs in a website — no install needed. Where something depends on which plan you buy, the table says so.
Feature table
| Feature | Google Workspace | Microsoft 365 |
|---|---|---|
| Business email | Gmail | Outlook |
| Calendar | Google Calendar | Outlook Calendar |
| Video calls | Google Meet | Microsoft Teams |
| Team chat | Google Chat | Microsoft Teams |
| Word processing | Google Docs (browser) | Word (browser on every business plan, desktop app on some) |
| Spreadsheets | Google Sheets (browser) | Excel (browser on every business plan, desktop app on some) |
| Presentations | Google Slides (browser) | PowerPoint (browser on every business plan, desktop app on some) |
| Notes | Google Keep | OneNote |
| Cloud storage | Google Drive | OneDrive |
| Shared team storage | Shared drives | SharePoint |
| Forms & surveys | Google Forms | Microsoft Forms |
| Task management | Google Tasks | Microsoft To Do |
| Admin console | Google Admin console | Microsoft 365 admin center |
| Mobile apps | Yes, for the main tools | Yes, for the main tools |
| Offline access | Limited — you turn it on first, and Google asks for Chrome to use Gmail offline, or Chrome or Edge for Docs, Sheets and Slides | Yes, the desktop apps work offline |
| Desktop apps | No desktop editors; Google Drive for desktop syncs your files | Yes on Business Standard, Business Premium and Microsoft 365 Apps for business. Not on Business Basic |
The desktop Office apps are not on every Microsoft plan
This catches people out. Microsoft's service description lists the desktop versions of Word, Excel and PowerPoint as not included in Microsoft 365 Business Basic. They come with Business Standard, Business Premium and Microsoft 365 Apps for business. Every one of those plans includes the browser versions. If installing Word on your laptop matters to you, check the plan before you buy.
What Google Workspace does better
Simplicity
Google's tools are clean and approachable. There are fewer menus, fewer options, and a gentler learning curve. New staff members tend to get comfortable in days rather than weeks.
Browser-first design
Everything works in a browser tab. There is nothing to install, update, or troubleshoot on each device. This is a real advantage if your team uses a mix of computers, Chromebooks, or relies heavily on phones.
Real-time collaboration
Google's editors were built for several people working in the same file at once, and it shows. The experience is smooth, reliable, and easy to understand.
Admin setup
In our experience the Google Admin console is one of the easier admin dashboards to find your way around. Adding users, managing security, and reviewing settings is genuinely approachable for non-technical owners.
What Microsoft 365 does better
Desktop app power
The desktop versions of Word, Excel and PowerPoint go deeper than the browser versions — Microsoft's own comparison gives the advanced charting in the Excel desktop app as an example. If you work with complex spreadsheets, heavily formatted documents, or advanced presentations, the desktop apps are worth having.
Offline work
On the plans that include them, the desktop apps work without an internet connection. If you travel frequently, work in areas with unreliable internet, or need to work on a plane, Microsoft 365 has a clear edge.
File format compatibility
If your clients and suppliers send .docx, .xlsx, and .pptx files, Microsoft 365 opens them natively. Google opens these formats too and saves your changes back in the original format, but occasional formatting differences can appear.
Teams for communication
Microsoft describes Teams as a chat-based hub for colleagues to work together. Chat, meetings and the files that go with them sit in the same app. For teams that prefer a single app for internal communication, Teams is powerful.
Things that are roughly equal
Some areas are genuinely neck-and-neck:
- Security — Both platforms offer enterprise-grade security, two-factor authentication (a second login step beyond your password), and admin controls for access management.
- Mobile apps — Both have iOS and Android apps for their main tools.
- Storage — Both give you a useful amount on paid plans, and the amount depends on the plan you buy. The models differ: Google pools its storage across the whole organization, while Microsoft gives each user their own OneDrive allowance plus shared SharePoint storage for the organization.
- Support — Both include support with a paid subscription. Google advertises 24/7 phone and email support; what you get from either depends on your plan.
- Reliability — Both publish a service status page, and occasional outages affect both.
Our take
The feature set is genuinely comparable. The real difference is in experience: Google feels lighter and faster to learn; Microsoft feels more powerful but heavier to manage. We usually recommend Google Workspace for new clients starting fresh, and Microsoft 365 for clients who already have Office habits they would rather not change.
Common questions
Can I use Google Workspace and Microsoft 365 at the same time?
Technically yes — nothing stops you from having both. In practice, running two email and productivity platforms is confusing and expensive. We do not recommend it. Pick one and commit.
Does Google Workspace open Word and Excel files?
Yes. Google Docs opens .docx files and Google Sheets opens .xlsx files, and your edits are saved back into the file in its original Office format — you do not have to convert it first. Minor formatting differences can appear in complex documents, but for most everyday files it works without issues.
Does Microsoft 365 have a browser version?
Yes. Microsoft 365 Business Basic, Business Standard and Business Premium all include browser-based versions of Word, Excel, Outlook, and the other core apps. Business Basic has no desktop apps at all, so on that plan the browser versions are what you get. They are less powerful than the desktop ones but work well for everyday editing.
Which platform is more widely used?
Both are widely used, and neither choice isolates you. In our own client work we tend to meet Google Workspace in newer, smaller and more browser-based businesses, and Microsoft 365 in larger organizations, regulated industries, and businesses with a long history of using Office. That is our experience rather than a market statistic.
Can I switch later if I choose wrong?
Yes, though switching takes some planning. Read our guide on switching between them to understand what is involved.
Related guides
- Pricing compared
- Which is better for small teams?
- Gmail vs Outlook
- Drive vs OneDrive & SharePoint
- Google Workspace overview
- Microsoft 365 overview
Need a hand?
Learn more
- Google Workspace — features overview
- Compare Flexible Pricing Plan Options — Google Workspace
- Microsoft 365 and Office 365 plan options — Microsoft's own table of which services each plan includes
- Microsoft 365 pricing for business
Last updated
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A plain-English breakdown of what Google Workspace and Microsoft 365 cost, what each tier includes, and which plan most small businesses actually need.