Google Workspace and Microsoft 365 are the two serious options for business email and collaboration. Both are mature and capable. The difference that people actually notice is how they expect you to work.
For clarity: BuyCloudAccess supplies Google Workspace accounts. We do not sell Microsoft 365 accounts, so this comparison is informational rather than a choice between two things we stock.
Quick comparison
| Google Workspace | Microsoft 365 | |
|---|---|---|
| Design origin | Browser-first, collaboration-native | Desktop-first, cloud-extended |
| Real-time co-editing | Core to the model | Supported, strongest in the web apps |
| Offline working | Possible, less natural | Strong, full desktop applications |
| Advanced documents | Good for most business use | Deeper formatting and Excel capability |
| Identity | Cloud Identity | Entra ID, shared with Azure |
The working-style difference
Google Workspace was built for the browser, and simultaneous editing feels native rather than added. Teams that collaborate constantly on shared documents usually find it lighter.
Microsoft 365 grew from desktop applications, and Excel in particular remains ahead for advanced modelling, macros and large workbooks. Teams doing heavy financial or analytical work in spreadsheets tend to prefer it.
If your organisation already runs Windows and Entra ID, Microsoft 365 also inherits identity and management you already operate, which extends to Azure. See Azure Hybrid Benefit for how that ecosystem logic plays out on infrastructure too.
Administration
Both offer capable admin consoles. Workspace’s is generally considered simpler to learn; Microsoft’s is more granular, which is a strength at scale and a burden for a small team.
Whichever you choose, the security baseline is the same: enforce multi-factor authentication, keep the number of super administrators small, create a second admin so one lost account is not a lockout, control external sharing defaults, and audit third-party application access. See Workspace security settings.
Migration is the real cost
The licences are the easy part. Moving an organisation involves domain verification, mail migration, MX cutover, file migration and outbound authentication records. The authentication records are the step most often skipped, and the consequence is mail landing in spam. See Workspace migration guide.
Seats and licensing
Both license per user. On Workspace, group addresses and aliases do not consume a seat, so shared addresses such as info and support should be groups rather than paid accounts. Organisations routinely over-purchase by missing this.
Our Workspace listings cover 2 configurations from $30, including an inbox-supported option and a non-profit 300 seat option. The non-profit programme is Google’s own and eligibility is determined by Google against registered non-profit status. Edition differences are covered in editions and seats.
Which should you choose
- Collaboration-heavy, browser-based team? Google Workspace.
- Heavy Excel or desktop document work? Microsoft 365.
- Already running Windows and Entra ID? Microsoft 365, on integration.
- Want the simpler admin experience? Google Workspace.
Common questions
Can I use my own domain on either?
Yes. Both require domain verification and MX changes.
Do shared mailboxes need a licence on Workspace?
No. Groups and aliases do not consume a seat.
Can I run both during a migration?
Yes, with split delivery, though it adds routing complexity. Keep the overlap period short.