A missed email, a spreadsheet that will not open properly, or staff working from different versions of the same document can quickly slow down a busy office. The Office 365 vs Google Workspace decision is not just about choosing an email address or a word processor. It affects how your team shares files, runs meetings, protects business data and gets support when something goes wrong.
For many London businesses, both platforms can do the job well. The better choice depends on how your people already work, the devices they use and how much control you need over documents, security and administration. Here is a practical comparison to help you make the right call without unnecessary technical jargon.
Office 365 vs Google Workspace at a glance
Office 365 is now generally sold as Microsoft 365, although many businesses still use the original name. It combines familiar desktop applications such as Word, Excel, PowerPoint and Outlook with cloud services including OneDrive, SharePoint, Teams and Exchange email.
Google Workspace is Google’s business productivity suite. It includes Gmail with your company domain, Google Drive, Docs, Sheets, Slides, Meet and Calendar. Its main strength is browser-based working and straightforward live collaboration.
Neither option is automatically better for every business. Microsoft 365 usually suits teams that rely on advanced Office documents, detailed spreadsheets, Windows PCs or Outlook. Google Workspace can be an excellent fit for teams that want simple cloud access, quick document sharing and minimal software management.
Choose Microsoft 365 if your business relies on Office files
Microsoft 365 is often the natural option for established offices. If your team receives and sends Word documents, Excel workbooks and PowerPoint presentations every day, keeping those files in their native Microsoft format avoids formatting issues and lost time.
Excel is a major reason many businesses choose Microsoft 365. Google Sheets is useful for shared lists, basic reporting and collaborative data entry, but Excel has more depth for complex formulas, large datasets, financial models, macros and specialist reporting. Accountants, construction firms, consultants and businesses with long-standing spreadsheet systems often find Microsoft 365 more practical.
The desktop applications also matter. With Microsoft 365, staff can work in Word, Excel and Outlook even when broadband is unreliable or they are travelling. Files can then sync when they are back online. That can be useful for site-based teams, people commuting across London or businesses with patchy connectivity in older buildings.
Microsoft Teams is another advantage for organisations already using Microsoft tools. It brings chat, meetings, calls and document collaboration into one place. It can be very effective, but it needs sensible setup. Without clear file locations, user permissions and retention rules, Teams can become confusing quickly.
Microsoft 365 is not always the simplest platform to administer. There are more settings, more licensing options and more ways to configure security. That flexibility is valuable, but small businesses should make sure someone is responsible for managing it properly.
Choose Google Workspace for simple cloud collaboration
Google Workspace is designed around working in a web browser. Staff can sign in from a Windows laptop, Mac, Chromebook, tablet or phone and access the same Gmail, files and calendars. This makes it particularly attractive for smaller teams, remote-first businesses and organisations that do not need advanced desktop software.
Its strongest feature is real-time collaboration. Several people can edit a Google Doc or Sheet at once, see changes immediately and leave comments without passing copies back and forth by email. For teams creating proposals, marketing plans, meeting notes or simple project trackers, this can make everyday work quicker and easier to follow.
Google Drive also keeps document sharing straightforward. A file can be shared with named people, groups or an entire team, and version history makes it easier to recover an earlier edit. As with any cloud platform, permissions still need care. A file shared too widely can expose sensitive information, while restrictive settings can leave staff unable to do their jobs.
Gmail is familiar to most users and generally easy to manage. However, businesses moving from Outlook should consider how staff use folders, rules, shared mailboxes and contact lists. Gmail uses labels rather than traditional folders, and that change can take a little adjustment.
Google Workspace may be less suitable where clients routinely expect complex Microsoft Office files, where teams depend heavily on Excel, or where specialist software integrates closely with Outlook and Windows. It is possible to work around these issues, but workarounds are rarely as efficient as choosing the right platform from the start.
Email, calendars and shared mailboxes
Both services provide professional email using your own business domain, shared calendars, mobile access and security controls. For most small businesses, either can replace a basic email provider and give staff a far more organised way to communicate.
Microsoft 365 tends to work well for businesses with shared inboxes such as sales@, accounts@ or support@. Exchange shared mailboxes, Outlook calendars and delegation features are well established and useful for offices where several people manage the same customer communications.
Google Workspace can handle collaborative inboxes and shared calendars too, but the experience may feel different depending on how your team works. Before migrating, map out every live email address, forwarding rule, group mailbox and calendar. Missing one of these details can create disruption on the first day of a new system.
Security is about setup, not just the platform
Microsoft 365 and Google Workspace both offer strong security capabilities. Both support multi-factor authentication, device controls, spam filtering, data retention options and administrator permissions. Paying for a business-grade platform is only the first step. Security depends on how it is configured and how users behave.
A sensible setup should include unique passwords, multi-factor authentication for every account, controlled administrator access and a clear process for new starters and leavers. Former employees must lose access promptly, particularly to shared drives, email and customer records.
It is also worth checking how files are shared externally. Sending a quotation to a client is normal. Allowing anyone with a link to view confidential files is not. Businesses handling financial information, personal data or sensitive client material may need additional policies around retention, access and backups.
Cloud services reduce the risk of losing files to a failed laptop, but they do not remove every risk. Deleted files, accidental overwrites, ransomware and incorrect permissions can still cause problems. Your backup and recovery plan should match the value of your data, rather than assuming the cloud provider will recover every item exactly when you need it.
Migration needs more planning than most businesses expect
Changing platform can be straightforward when it is planned properly. Email, calendars, contacts and files can usually be moved, but the difficult part is understanding what is currently in use. Old shared folders, Outlook archives, staff-owned documents, mailing lists and third-party apps all need checking.
A rushed migration can leave users with duplicate files, missing calendars or email stuck on the wrong device. It can also create a security gap if passwords and multi-factor authentication are not handled correctly.
Before changing systems, decide who owns each task. Confirm the number of users and licences, list every email address, identify important shared mailboxes, review file storage and choose a cutover time that limits disruption. Staff should receive clear instructions for signing in on their computers and phones. A short, practical handover prevents a large number of avoidable support calls.
If your office has a mixture of Macs, Windows PCs, personal phones and shared devices, test the setup with representative users before moving everyone. The platform should support the way people actually work, not just look good on a comparison page.
The cost question: licences are only part of it
Monthly licence prices matter, but they are not the full cost. A cheaper package can become expensive if staff spend time struggling with file compatibility, if security is poorly managed or if the business needs extra tools to fill gaps.
Microsoft 365 can offer greater value when you need the desktop Office apps, Exchange email, Teams and advanced Excel. Google Workspace can be better value for a lean team that mainly works in a browser and wants straightforward shared documents. In both cases, avoid paying for features your staff will never use.
Support should also be part of the decision. When email stops working, a director cannot access a file, or a new laptop needs setting up, your business needs a quick fix rather than a long search through help pages. A2z Computer Solutions can help London businesses set up, migrate, secure and support Microsoft 365 or Google Workspace, including email issues, device access and day-to-day user problems.
The right choice is the one your team will use confidently. Start with your real working day: the files you open, the emails you share, the devices you depend on and the information you cannot afford to lose. That is where a reliable productivity system begins.