The choice between Google Workspace and Microsoft 365 is one of the most fundamental decisions you make about your IT foundation — and also one of the most loaded, because almost everyone has an opinion on it. The truth is more level-headed: both suites are mature, secure and suitable for SMEs through to enterprise. The difference is not in "which is better", but in which suits how your people work, what you already use and where you want to go. In this article we put Google Workspace vs Microsoft 365 honestly side by side — price, mail, documents, storage, meetings, security and management — without blindly picking a side. RiverFlows builds and manages both ecosystems, so we have no stake in a predetermined outcome.
Price and licences: closer together than you think
At first glance the entry prices look comparable, and that is largely true. Google Workspace offers (indicatively) Business Starter, Standard and Plus; Microsoft 365 offers Business Basic, Standard and Premium, plus the heavier Enterprise licences (E3/E5). The indicative prices are roughly between 6 and 22 euros per user per month for the common business plans, with Enterprise above that. In practice, always reckon on your annual contract and the actual mix, not on the lowest sticker price.
The real price difference rarely lies in the licence itself, but in what you need around it. With Microsoft a significant part of the value comes from the layering: if you want Intune (device management), advanced security or Power BI Pro, you quickly move to Business Premium or an Enterprise licence. With Google relatively a lot of functionality is already in the standard plans, but for things like advanced compliance, Vault retention and more extensive security you look at Plus or Enterprise.
Our level-headed rule of thumb: don't compare the entry price, but the plan you will actually need in two years — including management, security and the tools your teams use. That is where the sums sometimes tip completely. If you want to get the ongoing costs of both scenarios clear, it helps to factor this into a project around outsourced IT management, where licence optimisation is a standard part.
Mail, calendar and documents: Gmail/Docs versus Outlook/Office
For mail and calendar it is Gmail and Google Calendar versus Outlook and the Exchange calendar. Functionally both can do everything a professional organisation needs: shared calendars, meeting rooms, delegation, rules and filters. The difference is mainly cultural. Gmail feels light, fast and search-driven; Outlook is richer, with more folder structure, rules and integrations — which power users and heavier mail flows appreciate, but which can also feel more complex.
With documents the difference becomes sharper. Google Docs, Sheets and Slides were born in the browser: real-time co-typing in the same document is the norm here, not the exception. Microsoft Office (Word, Excel, PowerPoint) is historically a desktop product that collaborates online better and better, but the real strength still lies in the rich desktop apps — think heavy Excel models, complex formatting and macros that you simply won't find one-to-one in Google.
Put bluntly: if your organisation leans heavily on advanced Excel and Word work, Microsoft is hard to beat. If you mainly work lightly, quickly and collaboratively in documents that continuously evolve, Google is often more pleasant. Both can open and edit each other's file formats, so a switch means no loss of existing documents — but there is an adjustment period.
Storage and meetings: Drive versus OneDrive/SharePoint, Meet/Chat versus Teams
In terms of storage, Google Drive offers a clear personal-and-shared-drive logic with Shared drives for teams. Microsoft splits this into OneDrive (personal) and SharePoint (team- and organisation-wide). SharePoint is more powerful and flexible for structured team sites, intranets and document management, but also requires more configuration and discipline to stay tidy. Drive is more accessible out of the box; SharePoint scales further if you set it up well.
For meetings and chat this is the most visible difference. Microsoft Teams has grown into a central hub: chat, calling, meetings, files and apps in one window — powerful, but for some organisations also heavy and all-encompassing. Google splits this into Meet (video meetings) and Chat (messages), which feels lighter and clearer, but functions less as one central workplace.
Important to be honest about: many organisations run Teams even when they otherwise use Google, simply because clients and partners expect it. It is not an all-or-nothing choice. Whichever direction you choose, a well-considered setup of permissions, shared folders and archiving determines whether this stays calm over time or becomes a mess.
Comparison table: Google Workspace vs Microsoft 365 at a glance
The table below summarises the main points. Treat all prices as indicative/guide prices — the actual cost depends on your plan, contract type and number of users.
| Aspect | Google Workspace | Microsoft 365 |
|---|---|---|
| Price indication | Guide price ~6-22 euros per user per month (Starter/Standard/Plus) | Guide price ~6-22 euros per user per month (Basic/Standard/Premium); Enterprise higher |
| Mail & calendar | Gmail + Google Calendar — light, fast, search-driven | Outlook + Exchange — rich, rules, folder structure |
| Documents | Docs/Sheets/Slides — browser-first, real-time collaboration | Word/Excel/PowerPoint — strong desktop apps, complex models |
| Collaboration | Real-time co-editing is the norm | Better and better online; strongest in desktop + Teams |
| Storage | Drive + Shared drives — accessible | OneDrive + SharePoint — more powerful, more configuration |
| Meetings | Meet + Chat — split, lightweight | Teams — all-in-one hub, extensive |
| Management & compliance | Admin console + Vault — clear | Entra/Intune + Purview — deep, layered, enterprise-grade |
| Strongest for | Fast collaboration, browser-native teams, simplicity | Office-heavy organisations, deep IT management, compliance |
Security, compliance and management: where enterprise IT makes the difference
Both platforms are secure at a fundamental level: multi-factor authentication, encryption, mobile device management and extensive audit logging come with both. For most SMEs neither is "less secure" — practice shows that the configuration (strong MFA, the right permissions, conditional access) is far more decisive than the choice between the two.
The difference grows as your organisation gets larger and more regulated. Microsoft has a deep and layered range here: Entra ID for identity, Intune for device management and Purview for compliance, retention and data classification — powerful and all-encompassing, but it takes knowledge to set up well. With the Admin console and Vault, Google offers a clearer, more accessible whole that is more than enough for many organisations, with Enterprise plans for the heavier compliance requirements.
The reality: management is where both the greatest value and the greatest risk lie. A poorly configured ecosystem — open folders, forgotten accounts, weak MFA — is more dangerous than any platform difference. That is why it is wise not to treat management and security as an afterthought, whether you do it yourself or outsource IT management.
Who is each better for — and where RiverFlows stands
Microsoft 365 is often the logical choice if your organisation leans heavily on Excel and Word work, if Teams is already the central workplace, or if you need layered device management and deep compliance. It suits larger or regulated organisations well, and teams that really make use of the rich desktop apps.
Google Workspace shines for organisations that prioritise speed, simplicity and real-time collaboration, that work browser-native and that value clear, accessible management. It often suits fast-growing, digitally minded teams that aren't tied to complex Office files.
But the honest conclusion is that it depends on your situation — your people, your existing files, your clients and your growth plans. There is no universal "best". RiverFlows deliberately does both: we build and manage Microsoft 365 and Google Workspace, and we migrate in both directions. That neutrality is precisely why we can give you balanced advice instead of selling the platform we happen to be tied to. If you want to prepare the step yourself, also read our step-by-step plan for migrating to Microsoft 365.
In short
- At entry level the indicative prices are comparable; the real price difference lies in the plan you will need in two years, including management and security.
- Microsoft 365 is strong for Office-heavy work, Teams as a central hub, and deep, layered IT management and compliance.
- Google Workspace excels in speed, simplicity, browser-native collaboration and clear management.
- Both are secure; the configuration (MFA, permissions, conditional access) is more decisive than the platform choice.
- There is no universal best — it depends on your people, files and growth plans. RiverFlows does both and migrates in both directions.
Further reading
- Migrating to Microsoft 365: complete step-by-step plan
- What does IT management cost per employee?
- Microsoft 365 migration without downtime
- Outsourced IT management
Frequently asked questions
Is Google Workspace cheaper than Microsoft 365?
At entry level the indicative prices are close together, roughly between 6 and 22 euros per user per month for the common business plans. The real price difference comes from what you need around it: device management, advanced security and compliance push you towards more expensive plans with Microsoft sooner, while Google puts relatively a lot into its standard plans. So don't compare the entry price but the plan you will actually need in a few years. All amounts are indicative and depend on your contract and number of users.
Can I take my existing files with me if I switch?
Yes. Both platforms can open and edit each other's file formats, so you won't lose your existing Word, Excel, Docs and Sheets files when you switch. Mail, calendars, contacts and files are carried over in a professional migration. There is always an adjustment period for your staff, though, and very complex Excel models or macros sometimes require extra attention. A well-prepared migration takes this into account and prevents surprises.
Is Microsoft 365 more secure than Google Workspace?
Neither is fundamentally less secure. Both offer multi-factor authentication, encryption, device management and extensive audit logging. In practice the configuration determines security far more than the platform choice: strong MFA, the right permissions and conditional access do more than any brand difference. For large or regulated organisations Microsoft does offer a deeper, more layered range around compliance and identity management, while Google offers a clearer whole that is more than enough for many organisations.
Do I have to use Teams or can I stay on Google Meet and Chat?
That depends on how you work. Microsoft Teams is an all-in-one workplace for chat, calling, meetings and files, while Google splits this into Meet for video and Chat for messages, which feels lighter. Important to know: it is not an all-or-nothing choice. Many organisations run Teams even when they otherwise use Google Workspace, simply because clients and partners expect it. Choose what suits how your teams and relationships collaborate.
Can RiverFlows migrate in both directions?
Yes. RiverFlows builds and manages both Microsoft 365 and Google Workspace and migrates in both directions. Because we are not tied to one platform, we give balanced advice based on your people, existing files and growth plans rather than blindly picking a side. We carry over mail, calendar, files and permissions and set up management and security correctly from the start, so the switch runs smoothly without unnecessary downtime.
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