Microsoft 365 vs. GWS: Pick the platform that matches your workflow

Nearly all organizations rely on Microsoft 365/Office 365 or Google Workspace, holding a combined 96% market share.^[1] The choice feels binary Microsoft vs Google, Excel vs Sheets, Teams vs Meet. But behind the scenes, IT teams are dealing with much more than apps.

They’re navigating identity sprawl, inconsistent access control, limited device visibility, and manual provisioning nightmares. If you’re managing endpoints, users, and access across multiple locations or OSes, the “suite” alone isn’t solving your security or control challenges.

So when we compare Google Workspace vs Microsoft 365/Office 365, or Google Workspace vs Office 365 if you’re still using the older label, we’re not just weighing productivity tools. We’re evaluating how each fits into a secure, scalable, and manageable IT strategy.

The goal of this blog isn’t to pick a winner in the Microsoft vs Google showdown. It’s to help you see what’s missing and how to fill that gap without upgrading your stack.

Let’s break it down.

Microsoft 365/Office 365 vs Google Workspace: Productivity tools compared

Both Microsoft 365/Office 365 and Google Workspace are built to serve modern businesses, but their approach to productivity is very different. One leans on powerful desktop software and enterprise controls. The other bets on speed, simplicity, and real-time collaboration.

Here’s how they compare:

Core Applications

How they differ in day-to-day use

1. Desktop strength vs Browser simplicity

• Microsoft 365/Office 365 still revolves around full-featured desktop apps like Word and Excel.
• Google Workspace is designed for browser-first usage, making it ideal for remote teams and Chromebooks.

2. Collaboration experience

• Google Workspace thrives in real-time collaboration—multiple users editing the same doc is fast and frictionless.
• Microsoft offers co-authoring, too, but it often relies on OneDrive syncing and versioning to catch up.

3. Integration across the ecosystem

• Microsoft 365/Office 365 connects deeply with Windows, SharePoint, Azure, and Entra ID.
• Google Workspace is designed for simplicity and integrates well with third-party apps, ChromeOS, and Android devices.

4. Admin experience

• Google Admin Console is lightweight and easy to navigate.
• Microsoft’s Admin Center offers more controls but requires deeper familiarity with Entra, Intune, and PowerShell to get the most out of it.

Key pricing factors to consider

• Storage: Google’s Business Plus plan gives 5 TB pooled across users. Microsoft 365/Office 365 sticks to 1 TB per user.
• Video meeting capacity: Google Meet supports 100–500 participants based on the plan. Microsoft Teams supports up to 1000 across all tiers.
• Security Add-ons: Microsoft’s advanced security (like Defender, DLP) is available only on premium plans. Google keeps it simpler but less configurable.

Quick take: For small businesses, Google Workspace vs Microsoft 365/Office 365 for small business boils down to simplicity vs control. Microsoft offers more, but Google gets you up and running faster.

Security and Identity: Who keeps you safer, Microsoft or Google?

Both platforms offer strong security foundations. But they approach it differently.

Microsoft 365/Office 365 leans into enterprise-grade identity and threat protection tools, with deep integration into Entra ID and Defender. Google Workspace focuses on built-in protections and simplicity, offering solid features without overcomplicating things.

Here’s how Microsoft vs Google stack up.

1. Authentication & Access

Google Workspace

• 2-step verification across all plans
• Basic SSO support
• Context-aware access on higher tiers

Microsoft 365/Office 365

• Multi-factor authentication by default
• Granular Conditional Access policies (via Entra ID)
• Deeper identity federation and SSO capabilities

Quick take: Google is plug-and-play. Microsoft offers more control, but needs more setup.

2. Threat protection & encryption

Google Workspace

• AI-powered phishing and malware protection
• Email scanning and spam filtering
• File encryption in transit and at rest

Microsoft 365/Office 365

• Advanced Threat Protection (ATP) on higher tiers
• Email encryption, anti-phishing, anti-malware
• Defender for Office 365 on E5 or Premium plans

Quick take: Microsoft wins on advanced threat detection. Google covers basics well out of the box.

3. Data Loss Prevention & Compliance

Google Workspace

• DLP for Gmail and Drive (available on Enterprise and Business Plus)
• Admin alerts and audit logs
• Compliance support for HIPAA, GDPR, and more

Microsoft 365/Office 365

• DLP across Outlook, Teams, SharePoint, and OneDrive
• Audit logging, eDiscovery, and data retention policies
• Stronger compliance management with Purview

Quick take: Microsoft leads on enterprise-grade compliance. Google is easier to configure for smaller teams.

Google vs Microsoft on security

If you’re a smaller organization looking for built-in protection and ease of use, Google Workspace keeps things clean and simple. For enterprises or regulated industries, Microsoft 365/Office 365 gives deeper security and identity control, but comes with a steeper learning curve.

How Scalefusion OneIdP complements Microsoft 365/Office 365 and Google Workspace

You’ve made your choice. Microsoft 365/Office 365 or Google Workspace. Maybe both. But while your users are busy collaborating, your IT team is busy patching together control, security, and access visibility behind the scenes.

That’s the part both platforms leave open. And that’s exactly where Scalefusion OneIdP fits in.

Not as a replacement. Not as a third productivity suite. As the missing layer that makes either stack, or both, smarter, faster, and safer to manage.

If you’re using Microsoft 365/Office 365

Microsoft gives you power, but that power comes with complexity. Scalefusion OneIdP brings clarity.

• To integrate your apps through the OIDC protocol, Entra Premium (P1/P2) is required.
• JIT access workflows for sensitive roles and workloads
• Device-aware authentication without relying on Intune setup
• Faster onboarding and offboarding across hybrid and frontline teams
• Cross-platform access control beyond just Windows

If you’re using Google Workspace

Google makes things simple. OneIdP makes it secure and scalable.

• Enforce access based on device posture
• Add role-based delegation without giving full admin rights
• Prevent risky sign-ins from personal or untrusted devices
• Automate identity actions across mobile and desktop endpoints
• Connect access with real-world usage through unified policy enforcement

If you’re using both

Mixed environments aren’t rare; they’re reality.

• Outlook for email, Docs for collaboration.
• Teams for internal calls, Meet for clients.
• Microsoft vs Google? Your teams already use both.

Choosing a suite isn’t enough. Controlling it is.

If you’re comparing Google Workspace vs Microsoft 365/Office 365, you’ve already made a strategic decision, to modernize how your teams work. Both platforms deliver productivity, collaboration, and flexibility at scale.

But productivity alone isn’t the finish line. It’s control that keeps your systems secure, your access clean, and your IT team in command. And that’s the piece Microsoft and Google don’t fully solve.

Throughout this blog, we’ve shown:

• Both platforms offer strong tools, but with different strengths
• Where identity, access, and device control gaps remain
• How OneIdP closes those gaps, without adding complexity or replacing your stack

Whether you’re running a Microsoft-first setup, a Google-native one, or a mix of both, Scalefusion OneIdP gives you the enforcement layer that brings it all together. Scalefusion OneIdP is the common layer that brings it all under one pane of control, without forcing migration, duplication, or compromise. 

Unify access, simplify control, and enforce policies across platforms.

References:

1. Google Workspace Stats 2024

FAQs

1. What is Google’s equivalent to Microsoft 365/Office 365?

Google Workspace is the direct equivalent to Microsoft 365/Office 365. Formerly known as G Suite, Google Workspace includes Gmail, Google Docs, Sheets, Slides, Meet, and Drive; comparable to Outlook, Word, Excel, PowerPoint, Teams, and OneDrive in the Microsoft ecosystem.

When comparing Google Workspace vs Microsoft 365/Office 365, the key differences come down to interface, cloud-native design, and collaboration experience. While Microsoft 365/Office 365 integrates deeply with Windows and desktop apps, Google Workspace offers a faster, browser-first approach ideal for remote teams and real-time collaboration.

2. Which is better, Microsoft 365/Office 365 or Google Workspace?

The answer depends on how your teams work. If you value smooth desktop apps, deep integrations with Windows, and granular admin controls, Microsoft 365/Office 365 is likely the better fit. If your priority is cloud-first collaboration, simplified management, and fast adoption, Google Workspace delivers strong value.

For small businesses weighing Google Workspace vs Microsoft 365/Office 365 for small business, Google often wins on ease of use. For enterprises comparing Microsoft 365/Office 365 vs Google Workspace, Microsoft tends to edge ahead on advanced features, compliance, and offline access.

Ultimately, the Microsoft vs Google debate isn’t about one being objectively better—it’s about which model aligns with your operational and IT needs.

3. What is the alternative to Microsoft Office 365?

The most widely adopted alternative to Microsoft Office 365 is Google Workspace. It offers similar functionality, email, document editing, spreadsheets, video meetings, and storage, but with a browser-native experience and stronger real-time collaboration tools.

Other alternatives include Zoho Workplace and LibreOffice, but when it comes to mainstream adoption, the Google Workspace vs Office 365 comparison remains the most relevant for modern businesses.

For organizations evaluating Google vs Microsoft in productivity, the choice usually comes down to ecosystem alignment, device strategy, and how much control you need over access and identity.