G Suite and Office 365 are known as the two main players in the world of office suites, but how do they compare and which one should you choose?
From trying to create the best group calendar to providing the most intuitive and powerful tools, each feature-filled suite is vying to be the top dog. Business owners will benefit from conducting comprehensive research before making a decision. After all, different organizations have different needs.
Read on to discover the information you need to decide which is right for you.
Office Suite History
In the late 1990s and early 2000s, Microsoft was the undisputed leader in office software, having blown all competition out of the water. However, in 2006, Google launched its Google Docs & Spreadsheets. This was combined with other business services in the Google Apps suite. It became known as G Suite and then Google Workspace in October 2020.
G Suite’s set of intelligent and collaborative tools have proved themselves as a real alternative to Microsoft’s productivity suite, which has now been rebranded as Microsoft 365. As of October 2020, Google Apps commanded 50.59% of the market share for office productivity software compared to Microsoft 365’s 41.59%.
What do Google Workspace and Microsoft 365 have in common?
They are both impressive productivity suites that can help your team to perform at their best. Features can help with your team’s time management, collaboration, and making short work of tasks that need completing.
Both suites are suitable for a range of devices. Although Google Workspace is web-based, it also has offline capabilities. Although Microsoft 365 is based on installed desk-top software, its applications also have web-based versions.
Google Workspace works in most browsers on any operating system and offers Android and iOS apps. Microsoft 365’s web-based apps work on virtually every browser, with apps for Windows, Android, iOS, and macOS. Both suites offer similar core applications with associated cloud storage.
What are the differences?
There are areas in which the two suites differ. Read on as we compare one against the other to help you discover which will be better for your business.
Both Google Workspace and Microsoft 365 work on a subscription-based model, on a per-user basis in various tiers. Users can take advantage of several of the web-based apps from both suites for free. However, a business environment really requires a paid subscription to access the necessary security and management features.
Both office suites provide a high-quality email solution, but businesses tend to have a preference based on their priorities.
Google Workspace’s Gmail has a much simpler and clearer interface than Microsoft 365’s default one. It’s user-intuitive and has great tools to help you work faster and smarter, such as an AI-driven option that makes suggestions as you type, a reminder feature for forgotten messages, and a ‘snooze’ button.
However, if power is your top priority, Microsoft Outlook has a focused inbox and a clean-up function that simplifies long email threads. It also has integrated contacts and calendar functions, unlike Gmail which relies on separate apps.
3. Word Processing
The choice between Google Docs and Microsoft Word comes down to your individual organization’s preferences yet again. If collaboration is your priority, Google Docs is seamless and just the tool you need, whereas Word is considered to have greater document creation and editing features, including many more templates, chart types, and styles.
To supercharge your company data, it may be worth considering intelligent document processing. This technology uses automation to capture, extract, and organize information from complex content in any document format.
Presentations often play a key role in company sales processes. That’s why it’s so important that your productivity suite provider meets your expectations.
The better-known Microsoft PowerPoint presentation program has powerful benefits such as the innovative QuickStarter feature. Google Slides has no comparable alternative. PowerPoint also makes it easier to add multimedia, transitions, and animations, as well as providing a greater choice of table and chart types.
If your team needs to collaborate on presentations though, Google Sheets may be the better option, because it has fewer features and is simpler to use.
Microsoft’s Excel spreadsheet offering is perfect for organizations where employees predominantly work on spreadsheets by themselves. Excel offers a far wider range of templates and chart types. For example, more than 60 templates are available for different budgets, whereas Google Sheets provides only three budget templates.
However, Google wins hands down on collaboration features yet again. It’s far easier to edit and comment on spreadsheets with its powerful, integrated tools.
6. File Sharing and Cloud Storage
Both suites offer substantial amounts of storage. The best advice here is to make sure your chosen pricing plan provides the right amount of storage for your needs. For further reading on this topic, you could consider reading Online File Storage: Choosing the Best Cloud Storage Service for Your Business.
Google Workspace has management tools that allow administrators to set who can access various apps, such as word processing when offline. It also has better search tools. Microsoft’s OneDrive allows users to decide which files to store on devices and which to store in the cloud. Microsoft’s SharePoint online also adds substantial features to sharing and storage.
7. What Extras do you Get?
Each suite can do far more than standard email/calendar tasks and word processing. Microsoft 365 offers plenty of extras from the OneNote note-taking app to Microsoft Forms. Google Workspace’s extras seem to be less sophisticated and fewer in number.
8. Security and Management Tools
Choosing the right tools is an important part of project management, and office suites are no exception. Management and security are critical here.
Microsoft 365 offers more management controls and better admin account security. However, Google Workspace provides a good service for organizations that don’t have strict compliance requirements. Both suites come up well on security features.
9. Service and Support
Both suites offer 24/7 support via phone, email, and chat for administrators, as well as support forums and training resources. Microsoft 365 has always offered continuous updates and additions to its platform, whereas Google historically hasn’t offered the same regular updating.
Choosing the Right Office Suite for You
Modern teams rely on the right tools for automating processes, productivity, and collaboration. Choosing the best office suite for your needs can really help with the latter two objectives.
If collaboration is your top priority, Google Workspace is more geared toward working together on documents than Microsoft 365. Google also offers Meet for when you need to host a group video call. This combines with Google Chat for easy communication.
If your need is for more sophisticated and technical features, however, Microsoft 365 may be the more appropriate choice. Both suites offer a high-quality selection of apps that will help your team’s productivity to soar. It’s important to check out everything each suite has to offer to make the right choice for your business.
**** This is a guest post from Victorio Duran. Victorio is the Associate SEO Director at RingCentral, a global leader in cloud-based communications and collaboration solutions. He has over 13 years of extensive involvement in web and digital operations with diverse experience as a web engineer, product manager, and digital marketing strategist. ****