Google Workspace vs. Microsoft 365: Which Email Hosting is best for Your Business?
Email Communication is reliable, affordable, effective, and the backbone of every company. Hence, everyone uses it, from minor to big businesses. However, selecting one can be overwhelming with so many providers available in the market.
Let’s find the most appropriate email hosting service for small businesses.
Google Workspace and Microsoft 365 top the charts with amazing features. They offer robust email hosting, security, and productivity apps. Yet, they vary significantly in their features, cost, and usability. It is essential to gauge and assess specific needs before selecting.
Let us break it down for you!
This detailed article will help you choose the best option based on significant features. Consider these to determine the best Email hosting for small businesses based on your business needs.
Google Workspace vs. Microsoft 365: A Feature-by-Feature Comparison
Companies must consider storage, security, and pricing aspects. Based on these factors, you must choose an email hosting for small businesses.
- Email Hosting & Storage: Gmail vs. Outlook
✅ Google Workspace:
Offers a Gmail-based email hosting service with a basic, easy-to-use interface.
Provides 30GB to unlimited storage based on the chosen plan.
Features AI-powered spam filtering, smart replies, and tight integration with Google apps (Drive, Docs, Meet, etc.).
Accessible on any device without additional software downloads.
✅ Microsoft 365:
Uses Outlook for email hosting, a feature-rich email client with advanced organization and productivity tools.
It provides 50GB inbox storage and 1TB OneDrive storage for the majority of plans.
Offers email encryption and compliance features that companies dealing with sensitive data need.
Outlook is highly customizable, allowing for the configuration of folders, rules, and integration with other Microsoft programs.
Best for: Businesses requiring a simple yet efficient email system will find Google Workspace more convenient. However, if your company relies heavily on advanced email structuring, encryption, and security protocols, Microsoft 365 is ideal.
- Collaboration & Productivity: Google Apps vs. Microsoft Office
✅ Google Workspace:
Includes Google Docs, Sheets, and Slides, designed for real-time cloud-based collaboration.
Allows groups to edit documents in real-time, auto-saving to the cloud collaboratively.
Includes Google Meet for video conferencing, which is highly integrated with Gmail and Calendar.
Offers easy mobile and web applications with no software installation required.
✅ Microsoft 365:
It offers desktop-based Office applications such as Word, Excel, and PowerPoint that are well known for their robust formatting and feature richness.
Microsoft Teams integrates with Office apps and SharePoint for team collaboration.
Includes SharePoint for document management and OneDrive for cloud storage.
Desktop applications provide more advanced functionality than Google’s cloud-based products.
Best for: Google Workspace is best if your business thrives on real-time and cloud-based collaboration. However, if your workers require feature-complete desktop apps with better formatting and offline capabilities, Microsoft 365 is the best choice.
- Security & Compliance: Protecting Your Business Data
✅ Google Workspace Security Features:
AI-powered spam and phishing defense in Gmail.
Two-factor authentication and security keys to authenticate users.
Enterprise mobile device management allows administrators to wipe lost or stolen devices remotely.
HIPAA, GDPR, and ISO/IEC 27001 standard compliance.
✅ Microsoft 365 Security Features:
Microsoft Defender for Office 365, providing advanced threat protection.
Advanced email encryption and data loss prevention (DLP) tools.
Conditional access policies allow organizations to restrict data access based on user roles.
Multi-factor authentication (MFA) and endpoint protection.
Best for: Businesses with sensitive data and strict compliance requirements will appreciate Microsoft 365’s more advanced security features. However, Google Workspace’s AI-powered security features, which are included out of the box, provide strong security for general business use.
- Pricing & Value for Money
✅ Google Workspace Pricing:
Business Starter: $6/user/month (30GB storage per user).
Business Standard: $12/user/month (2TB storage per user).
Business Plus: $18/user/month (5TB storage per user).
✅ Microsoft 365 Pricing:
Business Basic: $6/user/month (50GB inbox + 1TB OneDrive).
Business Standard: $12.50/user/month (desktop applications included).
Business Premium: $22/user/month (additional security + compliance features).
Best for: Google Workspace is the better option if you need an inexpensive, cloud-first collaboration suite. However, if you need enterprise-level security, desktop applications, and premium compliance features, Microsoft 365 offers better value for businesses requiring more extensive IT management.
Google Workspace vs. Microsoft 365: Which Should You Use?
Choose Google Workspace if:
✅ the team appreciates real-time, cloud-based collaboration.
✅ Need a simple, easy-to-use interface for productivity and email.
✅ Need a budget-friendly solution with storage that can scale.
✅ the business is remote and relies on simple cross-device accessibility.
Choose Microsoft 365 if:
✅ require enterprise-grade security and compliance.
✅ the business needs desktop-based Office applications with advanced features.
✅ utilize Outlook for structuring and encrypting emails.
✅ Company prefers structured IT control and management over flexibility.
Final Thoughts
So, which one to use?
Both Google Workspace and Microsoft 365 offer effective email hosting for small businesses, but which is best for your company depends on your business needs and workflow.
If you want cloud-based collaboration, affordability, and ease of use, go with Google Workspace.
Microsoft 365 is best if your company requires security, compliance, and desktop applications.
Still unsure about which email hosting solution is right for your business?
Whether you need Google Workspace, Microsoft 365, or a customized email solution to fit your needs, we’re here to help!
Please email us at sales@ideas2goal.com. Talk to our agent: +1-858-683-0148.
About The Author: Ideas2Goal Technologies Pvt Ltd (I2G) is more than just a technology company – we are innovators, problem-solvers, and partners in your digital journey. Our story began with a vision to bridge the gap between cutting-edge technology and businesses seeking transformation. Founded in 2011, I2G has grown into a dynamic force in the tech industry, offering innovative products and services designed to empower businesses worldwide.
Improve customer engagement, optimize IT services, and implement digital transformation with our custom software application development company and managed IT services provider solutions. Our goal as a team is to provide you with tailored solutions that cater to your company’s specific demands-software applications that improve your business and facilitate efficiency and growth. Furthermore, our managed IT services and transformative Omni-Channel Contact Center & Helpdesk/ITSM solutions go hand in hand to offer you infrastructure optimization.
Contact us at sales@ideas2goal.com or talk to our agent: +1-858-683-0148
Google Workspace and Microsoft 365 top the charts with amazing features. They offer robust email hosting, security, and productivity apps. Yet, they vary significantly in their features, cost, and usability. It is essential to gauge and assess specific needs before selecting.
Let us break it down for you!
This detailed article will help you choose the best option based on significant features. Consider these to determine the best Email hosting for small businesses based on your business needs.
Google Workspace vs. Microsoft 365: A Feature-by-Feature Comparison
Companies must consider storage, security, and pricing aspects. Based on these factors, you must choose an email hosting for small businesses.
- Email Hosting & Storage: Gmail vs. Outlook
✅ Google Workspace:
Offers a Gmail-based email hosting service with a basic, easy-to-use interface.
Provides 30GB to unlimited storage based on the chosen plan.
Features AI-powered spam filtering, smart replies, and tight integration with Google apps (Drive, Docs, Meet, etc.).
Accessible on any device without additional software downloads.
✅ Microsoft 365:
Uses Outlook for email hosting, a feature-rich email client with advanced organization and productivity tools.
It provides 50GB inbox storage and 1TB OneDrive storage for the majority of plans.
Offers email encryption and compliance features that companies dealing with sensitive data need.
Outlook is highly customizable, allowing for the configuration of folders, rules, and integration with other Microsoft programs.
Best for: Businesses requiring a simple yet efficient email system will find Google Workspace more convenient. However, if your company relies heavily on advanced email structuring, encryption, and security protocols, Microsoft 365 is ideal.
- Collaboration & Productivity: Google Apps vs. Microsoft Office
✅ Google Workspace:
Includes Google Docs, Sheets, and Slides, designed for real-time cloud-based collaboration.
Allows groups to edit documents in real-time, auto-saving to the cloud collaboratively.
Includes Google Meet for video conferencing, which is highly integrated with Gmail and Calendar.
Offers easy mobile and web applications with no software installation required.
✅ Microsoft 365:
It offers desktop-based Office applications such as Word, Excel, and PowerPoint that are well known for their robust formatting and feature richness.
Microsoft Teams integrates with Office apps and SharePoint for team collaboration.
Includes SharePoint for document management and OneDrive for cloud storage.
Desktop applications provide more advanced functionality than Google’s cloud-based products.
Best for: Google Workspace is best if your business thrives on real-time and cloud-based collaboration. However, if your workers require feature-complete desktop apps with better formatting and offline capabilities, Microsoft 365 is the best choice.
- Security & Compliance: Protecting Your Business Data
✅ Google Workspace Security Features:
AI-powered spam and phishing defense in Gmail.
Two-factor authentication and security keys to authenticate users.
Enterprise mobile device management allows administrators to wipe lost or stolen devices remotely.
HIPAA, GDPR, and ISO/IEC 27001 standard compliance.
✅ Microsoft 365 Security Features:
Microsoft Defender for Office 365, providing advanced threat protection.
Advanced email encryption and data loss prevention (DLP) tools.
Conditional access policies allow organizations to restrict data access based on user roles.
Multi-factor authentication (MFA) and endpoint protection.
Best for: Businesses with sensitive data and strict compliance requirements will appreciate Microsoft 365’s more advanced security features. However, Google Workspace’s AI-powered security features, which are included out of the box, provide strong security for general business use.
- Pricing & Value for Money
✅ Google Workspace Pricing:
Business Starter: $6/user/month (30GB storage per user).
Business Standard: $12/user/month (2TB storage per user).
Business Plus: $18/user/month (5TB storage per user).
✅ Microsoft 365 Pricing:
Business Basic: $6/user/month (50GB inbox + 1TB OneDrive).
Business Standard: $12.50/user/month (desktop applications included).
Business Premium: $22/user/month (additional security + compliance features).
Best for: Google Workspace is the better option if you need an inexpensive, cloud-first collaboration suite. However, if you need enterprise-level security, desktop applications, and premium compliance features, Microsoft 365 offers better value for businesses requiring more extensive IT management.
Google Workspace vs. Microsoft 365: Which Should You Use?
Choose Google Workspace if:
✅ the team appreciates real-time, cloud-based collaboration.
✅ Need a simple, easy-to-use interface for productivity and email.
✅ Need a budget-friendly solution with storage that can scale.
✅ the business is remote and relies on simple cross-device accessibility.
Choose Microsoft 365 if:
✅ require enterprise-grade security and compliance.
✅ the business needs desktop-based Office applications with advanced features.
✅ utilize Outlook for structuring and encrypting emails.
✅ Company prefers structured IT control and management over flexibility.
Final Thoughts
So, which one to use?
Both Google Workspace and Microsoft 365 offer effective email hosting for small businesses, but which is best for your company depends on your business needs and workflow.
If you want cloud-based collaboration, affordability, and ease of use, go with Google Workspace.
Microsoft 365 is best if your company requires security, compliance, and desktop applications.
Still unsure about which email hosting solution is right for your business?
Whether you need Google Workspace, Microsoft 365, or a customized email solution to fit your needs, we’re here to help!
Please email us at sales@ideas2goal.com. Talk to our agent: +1-858-683-0148.
About The Author: Ideas2Goal Technologies Pvt Ltd (I2G) is more than just a technology company – we are innovators, problem-solvers, and partners in your digital journey. Our story began with a vision to bridge the gap between cutting-edge technology and businesses seeking transformation. Founded in 2011, I2G has grown into a dynamic force in the tech industry, offering innovative products and services designed to empower businesses worldwide.https://www.ideas2goal.com/trusted-software-development-company/
Improve customer engagement, optimize IT services, and implement digital transformation with our custom software application development company and managed IT services provider solutions. Our goal as a team is to provide you with tailored solutions that cater to your company’s specific demands—software applications that improve your business and facilitate efficiency and growth. Furthermore, our managed IT services and transformative Omni-Channel Contact Center & Helpdesk/ITSM solutions go hand in hand to offer you infrastructure optimization.
Contact us at sales@ideas2goal.com or talk to our agent: +1-858-683-0148
