Google Workspace or Microsoft 365?

Almost every business we set up asks the same question: Google Workspace or Microsoft 365? Both are excellent. The right one depends on how your team actually works — here's the plain-English version.

The quick answer

If your team lives in the browser, collaborates in real time and wants simplicity, Google Workspace tends to feel natural. If you rely on desktop Word, Excel and Outlook, or need advanced spreadsheets and deep Windows integration, Microsoft 365 is usually the better fit.

Email and apps

• Google Workspace — Gmail, Docs, Sheets and Slides, built for real-time collaboration in the browser
• Microsoft 365 — Outlook, Word, Excel and PowerPoint, with full desktop apps plus web versions
• Both include large mailboxes, video calls (Meet vs Teams) and shared calendars

Storage and files

Both offer generous cloud storage (Google Drive vs OneDrive/SharePoint). Microsoft's SharePoint is powerful for structured company file systems; Google Drive is simpler and quicker to get going.

Cost

Pricing is broadly comparable at similar tiers, billed per user per month. The real cost difference is usually productivity — picking the one that matches how your team already works.

There's no universally "better" choice. The best platform is the one your team will actually use well.

How we help

We set up, migrate and secure both Google Workspace and Microsoft 365 for London businesses — including moving your email across with no downtime, and locking both down with multi-factor authentication and anti-phishing. If you're not sure which to choose, we'll give you a straight recommendation based on your team.

Security and admin: the part people forget

When businesses compare Google Workspace and Microsoft 365, they usually look at the apps and the price. The part that matters just as much — and gets overlooked — is security and administration. Both platforms let you enforce multi-factor authentication, control which devices can access company data, and recover accounts when someone leaves. Microsoft 365's admin centre is more powerful and more complex; Google Workspace's is simpler and quicker to manage. If you have dedicated IT support, Microsoft's depth is an advantage. If you don't, Google's simplicity often wins. Whichever you choose, the single most important step is turning on multi-factor authentication for every account on day one.

Migration: moving without losing anything

The biggest worry when switching — or setting up for the first time — is losing email, contacts or files in the move. It's a legitimate concern, but with the right process it's entirely avoidable. Email, calendars and contacts can be migrated across with no downtime, so your team keeps working throughout. Old mailboxes stay accessible until everything is confirmed moved. The key is doing it in the right order and testing before you switch the MX records that route your mail. This is exactly the kind of job we handle for London businesses, so nothing is lost and there's no gap in your email.

Our honest recommendation

If your team already lives in Excel and Outlook, or you need the most powerful spreadsheets and document control, Microsoft 365 is usually the right home. If you want simplicity, fast real-time collaboration, and the least admin overhead, Google Workspace tends to win. For many small businesses with no in-house IT, we lean towards Google Workspace for its ease of management — but the honest answer always depends on how your specific team works, and we're happy to advise before you commit.