Should my small business switch from Google Workspace to Microsoft 365?

Switching from Google Workspace to Microsoft 365 can benefit small businesses that need advanced productivity tools, stronger security, and better integration with Microsoft services. Microsoft 365 offers familiar desktop apps (like Word, Excel, and Outlook), more robust compliance features, advanced security controls, and unified collaboration through Microsoft Teams and SharePoint.

Key considerations when deciding to switch include:

• The complexity of your workflows and need for desktop vs. web apps
• Security and compliance requirements
• Integration needs with other business software
• Migration and training effort for your team

For most growing businesses, Microsoft 365 provides greater scalability and advanced IT management than Google Workspace. However, the best choice depends on your business’s unique needs, existing tools, and long-term goals. Below, we compare the two platforms in detail and offer practical advice on planning a smooth transition.

Key Differences Between Google Workspace and Microsoft 365

Both suites cover the basics for running a business, but they take different approaches to core apps, collaboration, storage, and how they play with other software. Knowing how they stack up can help you see which one fits your style and needs.

Core Productivity Apps Comparison

Here’s where things really start to diverge. Microsoft 365 gives you the classic desktop apps—Word, Excel, PowerPoint—plus web versions. Those desktop tools come loaded with advanced formatting and features that power users tend to rely on.

Google Workspace goes web-first with Docs, Sheets, and Slides. They’re simple, accessible, and handle most daily tasks, but they don’t go as deep with formatting or data crunching as Microsoft Office does.

We’ve seen businesses that need complex spreadsheets, slick presentation animations, or detailed formatting usually lean toward Microsoft 365. On the other hand, if you value speed and simplicity, Google Workspace feels more straightforward.

The mobile experience stands out too. Google’s apps work almost the same everywhere, while Microsoft’s mobile versions sometimes miss features you’ll find on desktop.

Collaboration Tools and Real-Time Editing

Real-time collaboration is Google Workspace’s big win. Multiple people can edit at once, and updates show up instantly. The comments and suggestions just flow naturally.

Google Meet keeps video meetings simple, and scheduling through Calendar is painless. Screen sharing and recording just work, no fuss.

Microsoft Teams takes collaboration further, though. It’s not just video calls—it’s chat channels, file sharing, and even phone calls. Teams becomes the go-to spot for projects and communication.

Microsoft 365 apps now offer real-time editing, but honestly, it doesn’t always feel as seamless as Google’s. Sometimes you’ll run into version conflicts when everyone jumps in at once.

If your team just wants to work together on documents, Google Workspace usually feels easier. But if you need a full communication platform, Microsoft Teams brings more to the table.

Cloud Storage and File Management

Google Drive gives you 15GB free across all services, and business plans bump up storage with easy sharing controls. You organize files with folders and labels, and it’s pretty easy to find what you need.

OneDrive fits right into Windows, showing up as a local drive. If your business already uses Windows, this feels pretty natural. SharePoint adds more serious document management for teams.

Here’s a quick look at storage and sharing:

OneDrive’s desktop sync makes offline work smoother, while Google Drive usually needs you to be online for most things.

Platform Integration and Ecosystem

Microsoft 365 fits right in with Windows and other Microsoft services. If you’re already using things like Active Directory or Exchange, you’ll appreciate the unified management.

It also connects well with established business software and CRMs. If you rely on those, Microsoft 365 just plugs in.

Google Workspace shines when you’re using web-based tools. The platform links up with tons of apps through APIs and built-in connectors.

Google’s extras—like Keep for notes or Sites for simple websites—are nice bonuses that don’t cost extra.

We’ve noticed businesses deep into Microsoft’s world find moving to Google Workspace a hassle. But if you’re already using a mix of web tools, Google’s flexibility is hard to beat.

Business Advantages of Switching to Microsoft 365

Microsoft 365 brings plenty of practical benefits that can really make a difference in daily work. Familiar interfaces, feature-rich apps, and unified communication tools all add up.

Familiarity and User Adoption

Most folks already know Word, Excel, PowerPoint, and Outlook from previous jobs or even school. That head start means less time spent on training and fewer headaches during the switch.

In our experience, businesses usually get everyone up and running in a couple of weeks, not months. People just dive in with the apps they know instead of learning something completely new.

Microsoft 365 apps look and feel the same across Windows, Mac, or mobile—so there aren’t many surprises.

When users already understand the basics, exploring advanced tools like Power Automate or Power BI doesn’t feel so intimidating. That familiarity builds confidence and encourages people to try more.

Advanced Productivity Features

Microsoft 365 goes beyond just email and docs. Excel’s data analysis tools leave Google Sheets in the dust when it comes to complex calculations.

Power Automate lets you automate workflows between Microsoft apps without being a tech expert. You can set up approvals or gather data automatically.

A few highlights:

• Version control in all apps
• Real-time co-authoring in Word, Excel, and PowerPoint
• Advanced Excel formulas and pivot tables
• Professional templates in PowerPoint
• AI features for content suggestions

Power BI turns your business data into interactive dashboards. It works smoothly with other Microsoft tools.

SharePoint’s document management, with its advanced search and metadata, beats Google Drive’s simple folders when you need serious organization.

Comprehensive Communication Channels

Microsoft Teams acts as a central spot for all your business conversations. Chat, video calls, file sharing, and even project management—it’s all there.

Teams connects right to Outlook calendars, SharePoint, and other Microsoft apps. You can even edit documents together during a video call.

What stands out:

• Persistent chats sorted by project or department
• Screen sharing with annotation
• Meeting recordings and automatic transcripts
• Phone system integration for outside calls

Outlook handles email with powerful filters, rules, and calendar sync. The desktop version works offline and feels faster than most web-based options.

When everything works together, managing change gets easier. You can spin up Teams channels for projects, and everyone gets instant access to the right SharePoint folders and calendars.

Security, Compliance, and Data Protection

Security and compliance can get complicated fast, and Microsoft offers more advanced options than Google Workspace. Both platforms keep your data safe, but Microsoft 365 has Microsoft Defender and a wide range of compliance tools that regulated industries often need.

Security Features Overview

Both suites encrypt your data in transit and at rest. Microsoft 365 goes a step further with Customer Key in E5 plans, letting you manage your own encryption keys.

Multi-factor authentication options differ. Google Workspace gives you MFA with Google Prompt, security keys, or TOTP. Microsoft 365 offers more: Microsoft Authenticator, SMS, TOTP, plus conditional access in higher plans.

Microsoft Defender for Office 365 brings real-time malware and phishing protection, sandboxing, and threat investigation in E3 and E5 plans. Google Workspace covers the basics—AI-driven protections for phishing and spam—but doesn’t offer the same depth for threat hunting.

You can connect third-party security tools to both, but Microsoft’s built-in stack works more closely with Windows and Azure Active Directory.

Compliance and Regulatory Support

Microsoft 365 covers more industry-specific compliance needs. Both platforms handle SOC 2, ISO 27001/27018, GDPR, and HIPAA.

Microsoft 365 adds support for things like FINRA (finance), CMMC (defense), CJIS (law enforcement), and HITRUST (healthcare). If you’re in a regulated industry, Microsoft 365 usually makes more sense.

Compliance Manager in E3/E5 plans helps you track and assess regulatory requirements. Google Workspace has basic compliance reporting but doesn’t match Microsoft’s depth.

We usually point organizations that need strong audit trails and regulatory reporting toward Microsoft 365.

Data Loss Prevention and Threat Defense

Data Loss Prevention (DLP) varies a lot. Google Workspace includes DLP for Gmail and Drive, but with limited options. Microsoft 365 offers broader DLP across Exchange, SharePoint, OneDrive, and Teams, with detailed policies in E3/E5 plans.

Advanced Threat Protection (ATP) in Microsoft Defender brings real-time detection, automated responses, and security analytics. Google Workspace sticks to basic threat detection without the advanced tools Microsoft includes.

eDiscovery is stronger in Microsoft 365, with advanced search, legal holds, and compliance features. Google Vault covers Gmail, Drive, and Chat, but it’s not as robust.

Microsoft 365’s unified threat defense gives you better visibility across your whole environment.

Device and Access Management

Device management is another area where Microsoft 365 pulls ahead. Google Workspace has basic mobile device management, but advanced controls require Enterprise plans.

Microsoft 365 uses Intune for endpoint management, covering desktops, mobile devices, and even non-Microsoft apps in E3/E5 plans. This works well for both company-owned and BYOD scenarios.

Access control is more flexible in Microsoft 365. Google Workspace offers role-based access with Context-Aware Access in top plans. Microsoft 365 lets you set conditional access policies based on user, device, location, and app.

You can fine-tune security policies more in Microsoft 365, setting up complex rules and automated actions. Google Workspace keeps it simple, which might work for smaller teams with basic needs.

Migration Considerations and Challenges

Switching from Google Workspace to Microsoft 365 takes planning if you want to avoid losing data or slowing down business. You’ll need to handle data transfer, train users, and connect everything properly.

Planning and Execution Steps

Start with a thorough migration assessment a couple of months before you plan to switch. Catalog all your Google Workspace data, spot dependencies, and map out a timeline.

First, verify your domain in Microsoft 365, but keep Google Workspace running during the transition.

Set up user accounts to mirror your current Google Workspace setup. We recommend mapping out each user and their Microsoft 365 license ahead of time.

A phased migration works best for teams over 20. Begin with a small pilot group—maybe 3-5 users—to iron out any issues before moving everyone.

Here’s a basic timeline:

• Week 1-2: Domain setup and user provisioning
• Week 3-4: Email and calendar migration
• Week 5-6: File migration and testing
• Week 7: Final cutover and Google Workspace cancellation

Data Migration and Compatibility

Email migration usually wraps up in 24-48 hours, depending on mailbox sizes. Microsoft’s Exchange Online tools transfer emails, calendars, and contacts from Google Workspace with minimal hassle.

Moving files from Google Drive to OneDrive is trickier. You’ll need to convert Docs, Sheets, and Slides to Office formats, which can mess up formatting.

We’ve seen that documents with complex formatting often need a manual review after moving. Shared Google Drives become SharePoint team sites, but you’ll have to redo folder permissions.

Third-party integrations can get complicated. Your CRM, accounting software, and other apps may need new connectors or API tweaks for Microsoft 365.

File size limits aren’t the same. Google Drive lets you upload files up to 5TB, while OneDrive’s limits depend on file type and your account.

IT Administration and Support

IT admins often find themselves adjusting to Microsoft 365’s admin center, which just doesn’t feel quite like Google’s setup. The security settings, user management, and reporting tools all work in their own way, so admins really have to get used to them—and yeah, that means some training.

Change management gets pretty important during the switch. It helps to run a few user training sessions before migrating, and handing out quick reference guides for the basics never hurts.

Support ticket volume usually jumps by about 40-60% in the first month after migration. People reach out for help with the new interface, figuring out where files went, or just trying to get comfortable with the new workflow.

Backup and recovery procedures need to be ready before you start the migration. Microsoft 365 handles backups differently than Google Workspace, so you might end up needing a third-party tool.

Mobile device management takes some extra effort. You’ll have to set up new email profiles on iOS and Android, and company devices might need fresh policies to play nice with Microsoft 365.