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The general wisdom is that if you have a small business, then G Suite (now Google Workspace) is your best bet, and if you have a large organization, then Office 365 is the way to go.
But is it really that simple to decide between Office 365 and Google Workspace? What about the topographies, functionalities, and ease of use?
G Suite and Office 365 have a lot in common. Both these are subscription-based cloud platforms that allow businesses to choose a plan as per their requirements.
There are plenty of features included with both G Suite and Office 365. Here is a detailed comparison of the features of these platforms.
G Suite – Offers Gmail for Business
To create email accounts with the business domain in Gmail, you will have to register your domain name or use an existing one. Besides, you will be provided the same user interface as Gmail for your emails, which means it will work with all the Gmail apps for mobile devices as well.However, if you want to use your email account with a desktop client, then you can use it with Thunderbird, MS Outlook, and other email clients.
Office 365 – Provides Outlook for Business
Office 365 offers better flexibility in terms of creating professional email accounts with your domain and provides more than 400 aliases for each user. Also, it uses Outlook as the email client, which can be accessed via the web, desktop app, or mobile app. However, the web-based and mobile app versions are not that good as compared to the desktop version.
Just like G Suite, Office 365 email account can also be accessed with other email clients.
G Suite – Offers Google Drive Storage
Even with the basic plan of G Suite, you get up to 30 GB of storage for every user, which later can be increased to 1 TB with the business and enterprise plans. Moreover, G Suite provides you with multiple apps to access your Google Data anywhere from your phone, tablet, or desktops, such as Sheets, Docs, or any other file type.Also, sharing files from Google Drive is very simple, just copy the file/folder link and share it with the particular person via email. You can even choose the actions to be performed on the file after sharing it with the specified person. It also allows storing website backups with different WordPress plugins over unlimited storage space.
Office 365 – Provides OneDrive Cloud Storage
The best thing about Office 365 is that whatever subscription plan you choose, you will get 1 TB of storage for every user with all plans. Apart from that, users also get 50 GB of email storage, which is not included in the OneDrive storage.
Users can access OneDrive with desktop, web, or mobile, and synchronize local system drives with it which makes it easy for them to store, edit, and share files with other users from any platform – cloud or desktop. Another significant advantage of using OneDrive is that it comes integrated with Windows 10 and Windows 8.
G Suite Business Apps
G Suite gives you access to multiple business apps that can be accessed from mobile, desktop, and web, such as Google Docs, Sheets, Slides, Hangouts, or Photos. The advantage is that these applications work best in both web and mobile operating systems. Besides, the mobile version of the apps comes pre-installed with your phone.The only disadvantage of Google apps is that they are not available as full-fledged desktop apps for computers. Google Drive apps are ideal for remote teams or businesses that store their entire data on the cloud.
Office 365 Business Apps
When you opt for Office 365 Business subscription, you get access to all the Microsoft Office 365 apps, such as Word, Excel, Outlook, PowerPoint, OneNote, etc. Users can easily access a desktop version of these apps with Office 365. Besides, you can also use the web and mobile versions of these apps, but they are not entirely functional or with limited functionality.
For Businesses that are tied to Microsoft ecosystem with Windows PCs, Office 365 is an excellent option.
G Suite – Collaboration Tools
G Suite started as a web-based platform, which focused on improving sharing and communication between teams since the beginning. It comes with Hangouts that allow messaging and video conferences between team members. Besides, you can integrate Hangouts with Google Voice to enable local calls and SMS free in US/Canada for free.Also, multiple users can work simultaneously on a single file, make suggestions, add comments, review changes, or reply to other user comments. Google Calendars is useful for creating tasks, events and sharing agenda with internal and external users.
Office 365 – Collaboration Tools
The collaborative tools of Office 365 are a little hard to discover and use as compared to G Suite. For instance, earlier, it uses Skype for messaging and video conferencing, but the international calls are not free with it. Thus, Microsoft’s new application, ‘Microsoft Teams’ is offered with Office 365 based on your subscription plan.
But, with the basic Office 365 Basic plan, you do not get access to Microsoft Teams; you will have to compromise with Skype for Business, which is also available with Office 365 Business Premium and Enterprise Plans only. Skype to Phone calls needs to be purchased with which a number along with credit is to be bought to make all types of phone calls.
G Suite – Two-Step Verification
G Suite is developed and offered by Google, and it never compromises the security of user accounts. That’s why it uses the same levels of security used by Google itself, which includes deleting suspicious activities automatically, phishing attempts, and other malware attempts.Moreover, Google provides additional privileges to administrators to set different policies for averting unauthorized access to the admin console or user’s account. Besides, it allows you to enable two-step verification for each account to offer additional security. However, for safety purposes, you can also backup G Suite mailboxes with alternative methods.
Office 365 – MFC (Multi-Factor Authentication)
Office 365 comes with multi-factor authentication, which enables users to protect their accounts and data with secure passwords. It even analyzes user’s work activities to determine any suspicious activity, and flag them if something apprehensive if found.
Furthermore, the data loss prevention policy helps in protecting your data against data theft and leaks. As an administrator, you can also restrict users from accessing company-issued devices with the device management tool.
However, to save yourself from any disaster, you can backup Office 365 mailboxes to PST format with manual as well as automated solutions.
The above points might clear your confusion in choosing between G Suite and office 365. However, if you’re still not getting an accurate idea about it, then let’s have a look at this comparison table to understand it better.
Although both the platforms offer almost similar features, there are still a few things that may vary based on the subscription plan.
|Features||G Suite (Google Workspace)||Office 365|
|Cloud Storage||30 GB to 5 TB to unlimited depending upon the plan and users||1 TB for all subscription, 50 additional for Emails|
|Functionality||Easy mobile and web apps||Convenient desktop apps too|
|Apps||Docs, Sheets, Hangouts, Slides, Calendar, Gmail, Photos||Word, PowerPoint, Excel, OneNote, Outlook|
|Collaboration||Multi-user editing and sharing Hangouts for video conferencing Google Voice for phone calls and SMS||Multi-user editing and sharing Skype and Microsoft Teams (with premium business and enterprise plans)|
|Security||Two-step verification for every user Google’s Cloud security features Data loss and leak prevention Secure professional business emails Built-in virus, spam, and suspicious activity detection||Multi-factor authentication Microsoft’s cloud security technology Disaster recovery Built-in virus, spam, and unusual activity detection|
Every business needs a cloud-based platform at this time, as managing an organization’s data on hard drives is not that flexible. But, choosing a cloud-based platform is a bit complicated, as there are many options available. In this article, we tried to distinguish between G Suite and office 365 features, functionality, pricing, and security to help you to decide which platform is better for you.