Google Workspace vs Microsoft 365: Which is the Best? 

The modern workplace requires a modern set of tools. Cloud-powered productivity platforms like those provided by Google and Microsoft are the foundation of a modern tech stack. 74% of the worldwide business market uses either Google Workspace (GWS) or Microsoft 365 (M365), which highlights just how essential these products are to doing business in 2026.

Both platforms provide a suite of tools for performing business tasks. They enable workers to send emails, host video meetings, manage files, and incorporate generative AI into workflows. Both products help workplaces around the world stay more organized and secure, while also increasing efficiency.

With both products so widely used and well regarded, how can you decide between Google Workspace versus Microsoft 365? We can help.

We'll take you through what each platform offers and how their features compare, so you can make an informed decision for your team.

Google Workspace & Microsoft 365: Features Overview 

Both GWS and M365 are made up of a collection of apps that each offer their own set of features. Here's a quick rundown of the tools that are part of each platform. 

Depending on the Microsoft 365 plan you have, there are additional apps that may be available to you. Microsoft has plans for individuals and families, businesses, and educational institutions. 

Google Workspace

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Google Workspace is a suite of productivity and collaboration tools to accommodate all types of work styles. With Workspace, teams can connect instantly, edit documents, share files, and more. The key features of Google Workspace include:

 Like Microsoft 365, Google Workspace has different plans that may include additional features. For example, the Workspace Business Standard Plan includes tools like Google Ads that businesses can use. 

What is the Difference Between Microsoft Office 365 and Google Workspace?

Both platforms offer similar tools to enhance productivity and collaboration. However, there are key differences between Workspace and Office 365 that can help you decide which service is best.

Here are the three features we'll analyze: 

  • Collaboration Abilities: Google Workspace and Microsoft 365 are built for team collaboration across their apps — from the document sharing features to the video conferencing and the email and chat functionality. But while both prioritize collaborative capabilities, there are some differences in how those features work.
  • File Storage: The way Google Workspace and Microsoft 365 handle cloud storage for their plans also differs. 
  • Generative AI: Both Google Workspace and Microsoft 365 now put generative AI front and center in how the platforms work. Both tools offer their generative AI product as a standalone app, as well as integrating it into their other apps to supplement what each tool can do. Here's a quick rundown of Google Gemini versus Microsoft Copilot. 

Google Workspace has a strong reputation for powerful collaboration features within apps like Docs and Sheets.

One of the defining features of Google Workspace apps is that they allow multiple people to work on the same document, spreadsheet, or slide deck simultaneously. When changes are made, revisions sync across devices and accounts in real time, so everyone is working from the same version of the document, but earlier versions of the document remain accessible as well.

And Workspace includes a few editing features that go beyond basics:

  • You can add emoji reactions along with comments
  • The edits from different contacts show up in different colors
  • You can chat with colleagues within a Doc or Sheet in real time
  • You can use smart chips to tag team members, assign people a specific task within Sheets, or link to related documents and events in your Drive

All this means that teams don’t have to personally keep track of revisions or spend hours emailing back and forth about a document.

 

The lowest-cost Google Workspace plan starts at offering 30GB of pooled storage per person, with the amounts going up from there based on the plan you select. At the highest tier, you get 5TB of pooled storage per person — quite a bit higher than the 1TB M365 plans offer.

The "pooled" part is important here: it means that if your plan includes 5TB of storage per person, a team of 10 would have 20TB of storage to use between them. If one employee needs 6TB to do their job, but another only uses 1TB, you don't have to pay anything extra to accommodate the first.

In many organizations, that can make a big difference. Your video editor and graphic designer likely need more storage space than anyone who mostly works with text documents and spreadsheets.

Gemini has a strong reputation for helping workers expand what they can accomplish. In a recent survey, 82% of Workspace users (and 85% of enterprise organizations) say AI features provide value, not just hype — compared to only 66% of Microsoft 365 users. Specifically, some of what Gemini offers includes:

  • Conversational language: Like other generative AI tools, you can interface with Gemini using everyday, natural language. That makes it easy for employees with any level of technical knowledge to take advantage of what Gemini can offer.
  • Integration with Workspace apps: Gemini is woven into every Workspace app, adding to what you can accomplish within apps you may already use everyday like Gmail, Docs, and Sheets. It can help you write drafts, create images, come up with formulas, and summarize and search your existing data.
  • Works with multiple formats: Modern business requires using a lot of document types — images, video, pdfs, and text documents, to name a few. Gemini can help you work within all of them, and even work with multiple formats at the same time. For example, Gemini can generate images directly within apps like Docs and Slides, and search emails and attachments simultaneously.
  • Powerful search: Gemini can search and retrieve information from within an extensive library of data. It can even search PDFs up to 1,500 pages long to help answer any questions you have about the information in them.
  • Autonomous workflows: With the enterprise version of Gemini, you can build agentic workflows capable of running a sequence of tasks for you. With Gemini handling more of the tedious work, your employees have more time for tasks that require their unique skills and knowledge.

 

Where Microsoft 365 shines most in terms of collaboration is with Teams, which goes beyond providing video conferencing capabilities, it combines several collaboration features in one tool. That includes an ongoing chat that lasts beyond the meeting and shared team file storage, calendars, and task management all in the same platform.

And Teams can save chat logs, recordings, and any files shared during a meeting afterward, making it easy for people to reference what was covered and continue the work after. It also provides a few different formats for connecting with co-workers that you can choose from depending on your communication needs: channels, threads, and communities.

Microsoft 365 also has higher limits for participation for video conferencing. For example, the lower tiers of Microsoft Teams allow up to 300 participants per meeting, with higher tiers going up to 1,000.

Microsoft 365 has pretty straightforward storage options: all business plans cap off at 1TB per user. For many businesses, that will be plenty. But if you anticipate needing more storage, or more flexible storage options, Workspace may be the better choice. 

While Gemini has fared better in recent surveys, Copilot is capable of a lot as well:

  • Chat-based interface: Like Gemini, Copilot is designed to be easy for anyone to use, regardless of their skill level. Workers need only tell Copilot what they need in natural language to start making use of the generative AI tool.

  • Extends app functionality: Copilot is integrated with the other Microsoft 365 apps and is designed to extend the functionality of each. For example, in Word, you can tell Copilot to create a first draft or tighten your writing for a particular audience. In Excel, you can ask it to create complex formulas or turn your data into visualizations.

  • Meeting summaries: One of Copilot's big strengths is how it integrates with Teams. If you show up late to a meeting, you can ask it to summarize what you missed and get a quick update in real time. And it can produce summaries, meeting notes, and highlighted action items right after a meeting to help your team take next steps right away.

  • Copilot Pages: With Copilot Pages, you don't have to worry about AI responses getting lost in the chat. You can turn them into a page you can continue to work on for as long as you need. On a Copilot Page, you can bring in information from different M365 apps (emails, Word docs, meeting transcripts, etc.), so it's all in one place for you to build on it in any way you want.

Microsoft 365 vs. Google Workspace Plans

While understanding the different apps and features available with each productivity suite is important for making an informed choice, cost has to be a consideration in any business purchasing decision. Both Google and Microsoft offer a range of plans to fit different business needs at different price points.

*Note: Plan prices are subject to change over time. Check the companies' websites for the most up-to-date information.

Microsoft 365 Plans

Microsoft 365 has plans for individuals, families, and businesses of different sizes. In addition, they let businesses choose whether the plan they select includes Teams and Copilot or not, and whether to pay monthly or yearly. All of these options impact pricing.

For the full list of plan options, see their website.

Here's a quick summary of the main business plan options (amounts are for an annual plan, with Teams):

  • Microsoft 365 Business Basic:
    • $6 per user per month
    • With Copilot: $27 per user per month
  • Microsoft 365 Business Standard:
    • $12.50 per user per month
    • With Copilot: $33.50 per user, per month
  • Microsoft 365 Business Premium:
    • $22 per user per month
    • With Copilot: $43 per user per month

All three plans include all the main 365 apps (Word, Excel, PowerPoint, Outlook) for up to 300 employees, and they all include up to 1TB of cloud storage. The basic plan only offers web and mobile versions, while the higher tiers also provide a desktop version and some additional features like webinar hosting and video editing tools. The premium plan also provides additional security features to keep sensitive business data more protected.

For enterprise businesses, they also offer three enterprise-level plans that allow an unlimited number of users, some Copilot features, and additional security options (amounts are for an annual plan, with Teams):

  • Microsoft 365 F3: $8 per user per month
  • Microsoft 365 E3: $36 per user per month
  • Microsoft 365 E5: $57 per user per month 

Adding full Copilot access to an enterprise plan costs an extra $30 per user per month. 

Google Workspace Plans

Notably, all Google Workspace plans come with some level of Gemini included (unlike M365, which requires it as an add on). Plans at the Standard level and up have Gemini integrated into all the main Workspace apps. Every Workspace plan also includes all the main Workspace apps your team is likely to need, such as: 

  • Gmail

  • Drive

  • Meet

  • Calendar

  • Chat

     

  • Docs

  • Sheets

  • Slides

  • Vids

 

 

Google Workspace offers four main plan levels:

  • Starter: For $7 per user per month, you get 30GB of storage per user, custom and secure business email, 100-participant video meetings, and access to Gemini in Gmail and in the app.

  • Standard: At $14 per user per month, you get some extra email features (custom layouts and mail merge), 2TB per user, Gemini integrated throughout your apps, Notebook LM, and video meetings with up to 150 participants.

  • Plus: For $22 per user per month, you get 5TB per user, video meetings with up to 500 participants, and additional security features like Google Vault.

  • Enterprise: To get pricing for an enterprise plan, you have to reach out for a custom quote (tip: Promevo can help with this part). Enterprise plans allow you to upgrade beyond 5TB per user, host meetings of up 1000 participants, and provide even more advanced security features.

 

If you're curious about Workspace enterprise pricing and are looking for more flexible options, Promevo, a certified Google Partner, can help you find the best fit. We'll communicate with you and the Google team to compare pricing options, or even try out a plan to see if it’s right for your organization. Our goal is to get you the best price possible so you can get the most out of your Workspace subscription. 

Learn more about Google Pricing with Promevo.

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Microsoft Office 365 vs. Google Workspace Security

Between increasing cybersecurity threats, compliance demands, and data loss concerns, every business has to treat security as a top priority. For a product that connects all your team members virtually and stores all your sensitive data, the stakes are high.

Fortunately, both Microsoft 365 and Google Workspace take security seriously. And with the higher-tier plans, you can access additional security features on either platform. Both companies are committed to taking a zero-trust approach to security, helping you reduce risk by providing your IT team with greater control over who can access accounts and digital assets.

Google Workspace Security

One of the security benefits of Google Workspace is that it has a browser-based approach, which means there’s less need to worry about the security threats that can come with local devices, native apps, or email attachments.

With built-in automated threat defenses, zero-trust features, granular data control, and a commitment to meeting regulatory compliance requirements, Workspace has a strong reputation for security. In fact, 33% of Workspace users say they've seen fewer security incidents over the last two years than previously, compared to 22% of M365 users).

Some security features offered with Workspace include:

  • AI-powered email spam, phishing, and malware detection (blocks more than 99.9% of spam)
  • Login protection and controls like 2-step verification (2SV) and security keys
  • Security dashboard and analytics
  • Endpoint management
  • Context-aware app access
  • Data loss prevention (DLP) controls
  • Client-side encryption
  • Assured controls and geographic access management

Microsoft 365 Security

For some enterprise plans, Microsoft has built Copilot agents dedicated to improving security by helping in areas like threat detection, phishing triage, and application lifecycle management.

Some of the main security features M365 offers are:

  • AI security-focused agents like Microsoft Sentinel and Defender, designed to detect and respond to threats
  • Cloud-native application protection platform (CNAPP)
  • Tools for data security, governance, and compliance
  • Least privilege identity and network access security
  • AI automation for handling compliance challenges and incident response
  • End-to-end SecOps

Which Platform is Right for Me?

Now that you've done a thorough review of the main features and differences between Google Workspace and Microsoft 365, you face a difficult choice: which one is best for your business?

Both platforms offer innovative apps and features that make work more efficient, collaborative, and productive. But in a recent study by the Hypothesis Group that surveyed users of both platforms, Workspace took the edge in many categories:

  • Productivity: 85% of Workspace users say it makes them more productive versus 75% of M365 users
  • Revenue: 66% of Workspace users have seen an increase in revenue in the last two years versus 52% of M365 users
  • AI use: 55% of Workspace users report confidence in integrating AI into their work, compared to 39% of M365 users. Plus, 53% say Gemini is useful for everyday workers like them versus only 43% of Copilot users.
  • Employee retention: 76% of Workspace users say it improves retention versus 58% of M365 users.
  • Employee satisfaction: 85% of Workspace users say it also improves employee satisfaction versus 76% of M365 users.

These numbers make it clear that while many businesses are happy with Microsoft 365, even more are getting impressive results with Google Workspace.

One more good reason to consider Google Workspace: you can get skilled, experienced help choosing the best plan for your needs, getting everything set up right, and providing your team with training to help them get the most out of the platform.

For any business that uses Google Workspace (or wants to start), Promevo can help with:

  • Migration: Whether you're just getting started with Workspace, or need to move user accounts into your Workspace after a merger, Promevo has a dedicated, experienced migration and deployment team who can guide the process for you.
  • Optimization and training: Workspace has a lot of valuable features your team may overlook without the right training. Promevo offers workshops and support to help your employees better understand what's possible with Workspace, how to use advanced features like creating automated workflows, and how to effectively optimize every part of your Workspace journey.
  • Gemini deployment: Many workers know they should be taking advantage of AI, but don't really know where to start. Promevo can help your team identify the best use cases and set up their first Gemini agents.


 





  • Security reviews: Workspace has a lot of powerful security features, but human behavior still plays an essential role in ensuring business security. Promevo can help you audit your current setup to identify and fix vulnerabilities, and develop processes to keep you more protected moving forward. 

  • Change management: Change is hard, but works better with the right approach. Promevo can help you develop a change management strategy for introducing new technology or features to help you achieve successful adoption.

  • Managed services and tech support: Promevo's Google-certified team can handle managing your Workspace account, and provide tech support when your team has questions or faces issues using the platform.

Promevo began its collaborative partnership with Google in 2001, and in the years since we've expanded and enhanced our end-to-end services for our clients’ Google journey. We've taken the time to become Google Workspace experts — learning the different applications and features inside out — so we can help your employees gain the skills they need to use Workspace to the fullest.

 

Ready get started on your Google Workspace Journey?

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