Should Your Business Move to Microsoft 365 or Google Workspace?

One of the most common questions we get from Phoenix small business owners is: “Should we use Microsoft 365 or Google Workspace?” Both are excellent choices, but they serve different needs. Here’s a practical comparison to help you decide.

The Short Answer

Choose Microsoft 365 if:

• Your team relies heavily on Word, Excel, or PowerPoint
• You need desktop applications (not just web-based)
• You’re already using Windows PCs
• You work with clients who send .docx and .xlsx files regularly

Choose Google Workspace if:

• Your team prefers browser-based work
• Real-time collaboration is essential
• You want a simpler, more intuitive interface
• Budget is a primary concern (Google’s basic plan is cheaper)

Email: Both Are Excellent

Both platforms provide professional email with your custom domain ([email protected]). Deliverability, spam filtering, and storage are comparable. The differences come down to interface preference—Outlook vs Gmail.

Gmail tends to feel faster and more intuitive for people who grew up with personal Gmail accounts. Outlook offers more advanced features like scheduling emails, focused inbox, and better calendar integration for complex scheduling needs.

File Storage & Sharing

OneDrive (Microsoft 365): 1TB per user, excellent integration with Windows Explorer, and the ability to work on Office files without downloading them.

Google Drive (Google Workspace): 30GB on the basic plan (up to 5TB on higher tiers), seamless web-based editing, and simpler sharing permissions.

For most small businesses, either provides more than enough storage. Google’s sharing model is slightly more intuitive, while OneDrive’s Windows integration is unmatched.

Collaboration Features

This is where the platforms diverge most significantly.

Google Workspace was built for real-time collaboration from day one. Multiple people can edit a Google Doc simultaneously with minimal friction. Changes appear instantly for all collaborators.

Microsoft 365 has improved dramatically with real-time co-authoring, but it still feels bolted on rather than native. That said, the desktop apps remain more powerful for complex documents, spreadsheets, and presentations.

Video Conferencing

• Microsoft Teams: More features, screen sharing, virtual backgrounds, breakout rooms. Can feel heavy/complex.
• Google Meet: Simpler, lighter weight, just works. Fewer advanced features.

If your team does extensive video meetings with features like recording, live captions, or large meetings, Teams has the edge. For quick check-ins and simple meetings, Meet is often preferred.

Pricing Comparison (2025)

Feature	Microsoft 365 Business Basic	Google Workspace Business Starter
Price/user/month	$6.00	$6.00
Email	Yes (Outlook)	Yes (Gmail)
Cloud Storage	1 TB	30 GB
Desktop Apps	No	No
Video Meetings	Up to 300	Up to 100

For desktop apps (Word, Excel, PowerPoint), you’ll need Microsoft 365 Business Standard at $12.50/user/month.

The Migration Factor

If you’re currently on one platform, switching has a cost. Email migration typically takes 1-2 weeks and involves staff retraining. Consider whether the benefits of switching outweigh the disruption.

That said, if you’re currently on an outdated email system (POP/IMAP, GoDaddy, Rackspace), migrating to either modern platform is absolutely worth the effort.

Our Recommendation

For most Phoenix small businesses, we recommend:

• Microsoft 365 for offices that create lots of documents and spreadsheets, work in industries with heavy Microsoft usage (legal, finance, real estate), or have staff who are already comfortable with Outlook.

• Google Workspace for businesses that prioritize simplicity, have younger staff familiar with Google products, or need to minimize costs.

Neither choice is wrong. Both platforms are reliable, secure, and well-supported.

Need Help Deciding?

We offer free 30-minute consultations to help you evaluate your options. We can assess your current setup, understand your team’s workflow, and provide a specific recommendation—with no obligation to use our migration services.

Schedule a free consultation or call (602) 399-9913.