When people think of an office productivity suite Microsoft and Google tend to spring to mind. And for good reason: while there are other alternatives on the market, they remain the top software tools for business users across the country.
Both offer similar functionality - such as word processing, file storage and spreadsheet applications - but differ in many respects. For example, Microsoft offers both desktop and cloud deployments of its Office365 suite, while Google's G Suite - formerly Google Apps - deals exclusively with cloud-driven apps and integrations.
What to consider
Selecting an office suite for your own personal device is one thing but making a decision that will impact a whole team or company is much harder.
Choosing between the two companies ultimately depends on the needs of your individual business. Price, storage and ease of use will be big deciding factors, and making that decision isn't always straight forward.
For smaller companies with little legacy infrastructure, a fully cloud-based office suite will be a less daunting choice, while other, larger businesses may find the transition period a lot harder.
Both options from Microsoft and Google provide cloud and on-premise suites, so it isn't as straightforward as cloud vs on-premise like it once was. Although, there is still a clear distinction between the companies in their online word processors and spreadsheet applications.
You'll find that Google takes a real-time collaboration approach, while Microsoft can play on the fact that most people will know how to use its products, so learning and transition time will most likely be less. All things businesses should consider before making the leap.
To help you make your decision, we look at which office suite is the best for business users, assessing the word processors, email clients, spreadsheet programs and collaboration tools of both companies.
Both productivity suites have a range of features. G Suite covers a range of applications, the most widely used of which are its Slides presentation app, Sheets spreadsheet editor, Docs word processor and file storage platform Drive. It also offers excellent integration of third-party apps which can be downloaded from the Google Web Store.
Microsoft Office 365 also comes equipped with a range of well-known tools. This includes Word, Excel, Powerpoint, email client Outlook and cloud storage platform OneDrive, along with other features such as Skype and Microsoft Teams, its instant messaging and collaboration tool.
Both Microsoft Office 365 and G Suite come packed with lots of additional features not mentioned here, but these are the main ones that the majority of business users will look for when choosing a new productivity suite.
In terms of deployment options, G Suite can be accessed via the internet and while shortcuts can be made for the desktop. There is no downloadable software. Clicking on one of these icons will open our web browser and open whatever application you choose in G Suite. On the other hand, Microsoft's Office suite has historically been downloaded to the desktop and accessed offline via Microsoft's software on your PC or laptop. However, in an attempt to take on Google's cloud suite, Microsoft Office 365 packages contain both, so users can choose and switch between the desktop and online Office.
Another area where the two suites differ somewhat is in design and usability. Some businesses will prefer the simple and clean feel of G Suite, while others will be drawn to the more feature-heavy Office365. For example. Microsoft's flagship programs, Excel and Word are packed with useful features, but this can make navigating its desktop software tricky for light users. However, if you like the overall feel of Microsoft's applications, perhaps try its online version of Word or Excel as this offers a more simplistic suite.
G Suite apps are simple and while it lacks some of the features and functions of Office 365, you can download browser add-ons for most tasks that aren't internally supported by Google Docs, Sheets or Slides.
Google Docs takes a minimalist approach to word processing by providing a simple document creator, unlike Microsoft Word which enables heavy-duty document creation.
As mentioned, Microsoft's flagship Word desktop processor is feature-rich and able to do a massive range of things, that Google Docs can't. However, for some, a lot of the features offered by Microsoft will go unused and are not necessary. In fact, sometimes Word can seem over-complicated and bloated with features.
Google really outperforms Microsoft's desktop version of Word with its real-time document editing and sharing capabilities. For example, Google Docs users can access a document, make changes or suggest edits and each change will be flagged or highlighted, and even send notifications to other members of the shared document. Microsoft Word, can't perform those actions to the same degree. What it can do is offer suggested edits via the 'review' tab, although this is not real-time or as simple as Google's efforts.
What it can do is offer suggested edits via the 'review' tab, although this is not real-time or as simple as Google's efforts.
Google Docs users can even look back at previous edits, so no information is lost or overwritten.
For those looking for convenience, Google's Docs is the better of the two. Docs will automatically save work, integrate common add-ons and can be accessed from any device with an internet connection.
Microsoft Word offers a familiar interface and is packed with features that can handle huge documents and files. The desktop version of Word is better suited to those that require substantial document editing and processing. While it might not be as responsive, or collaborative as Google Docs, people are familiar with its design and features, so moving to Microsoft is often a simple process, in this respect.
While it might not be as responsive, or collaborative as Google Docs, people are familiar with its design and features, so moving to Microsoft is often a simple process, in this respect.
Microsoft's Excel is superior to Google's offering when it comes to spreadsheet tools. It is made for complex number crunching and sizeable data imports and exports.
This isn't to say that Google Sheet's is a total write-off. While Sheets won't be able to handle to sheer amount of data that Excel will, it does still offer good functionality, providing only light tasks are being performed.
Sheets is able to create graphs, calculate auto-fill sums and through eligible add-ons, Sheets can create maps and convert simple data into meaningful insights.
However, it does lack the power of Excel, so for those who use an office suite primarily for number crunching, you're better off going with Microsoft.
Both Microsoft Office 365 and G Suite offer strong email clients. However, their pricing structure and features do differ greatly.
If we specifically look at Microsoft Office 365 Business Essentials, users will receive 50 GB of mailbox storage, 1 TB of file storage and access for up to 300 users. Microsoft does offer a premium business option, but we thought that the Business Essentials package was the most comparable to G Suite's Business plan.
With Google, you'll get a lot more, however as always, it's only an online package. G Suite Business users will receive unlimited mailbox storage, 1 TB of cloud storage and unlimited user access.
Aesthetically, both clients look very different. Google's is simple and functional. While Microsoft's desktop client is feature-heavy and this can sometimes slow down your machine, depending on its age. Although, it's worth noting that Business Essential users will also have access to a browser client.
Gmail's speed and search functionality is something that Outlook can't quite match, with users being able to navigate the online client with relative ease. And, while Outlook's desktop software may seem to lag, it offers lots of features that Gmail appears to have missed, such as an integrated photo viewer, instant actions (for quickly marking or deleting an email) and social media integration.
Outlook users can also create countless 'rules', which can perfectly tailor how your incoming and outgoing emails are managed.
Both email clients provide calendars that are linked to their accounts and to others in the workplace. Gmail and Outlook calendars can also keep a record of meetings, schedule meetings, and even book meeting rooms, once this function is properly set up.
Microsoft Outlook's web email client does give Gmail a run for its money. It's stripped back approach means that it's easy to use, even for first-time users and the search and sorting capabilities are quick and responsive.
Outlook has been a solid part of Office 365 and Microsoft's business offering for years, and its move into an online client looks to be following suit. However, Google is still definitely king in this department, even if it's not 100 percent perfect.
No business suite would be complete without collaboration tools and Microsoft and Google offer two solid options.
Microsoft Teams is an instant chat-based workspace that lets users create group chats, send private messages and send files instantly. Teams is very similar to Slack in that you will be notified if your name is directly mentioned in a chat (or channel). You'll also see a red flag or exclamation point next to the message you're mentioned in to get your attention.
Google's alternative, Google Hangouts offers instant messaging, group chats and built-in screen sharing. However, like with most comparisons made between Google and Microsoft's products, Google's minimalist approach means that Google Hangouts does miss out on some of the features that Teams has on offer.
For example, Microsoft Teams allows users to create multiple channels which anyone can join, one for marketing perhaps, another for sales, whereas, Google Hangouts can only create group chats which have to be set up by someone and only that person can add more people.
Google Hangouts are good for a quick message or chat, but it seems that it lacks the complexity to perform other tasks that Microsoft Teams can. The user experience is also very simplistic, which is good if you don't expect much, but Teams is a better choice for people who often work on group projects or need constant collaboration.
Let's not forget, Microsoft also offers Skype for Business, which is great for group conference calls and video meetings. And while Google Hangouts does offer its own video calling capabilities, Skype for Business have greater user uptake and is well established in the video conferencing arena.
Price is probably one of the biggest deciding factors when purchasing any business software and Google and Microsoft are priced competitively.
Google offers a three-tiered pricing option for business users; Basic, Business or Enterprise.
Small businesses could comfortably go for the Basic option, which offers 30 GB of storage, business email address, video and voice conferencing, shared calendars and Docs, Sheets and Slides for £3.60 per user per month.
For larger ones the Business option will suit, it offers all the above features but unlimited cloud storage, audit reports, e-discovery for emails and chats and archiving policies for £6.60 per user per month. In addition, its enterprise model requires a bespoke quote and offers advanced security features.
Microsoft Office 365 also offers three pricing options, Business Essentials, Business and Business Premium.
Business Essentials gives users access to Microsoft's online Office 365, a 50 GB mailbox, 1 TB of file storage, Skype and Microsoft Teams for £3.80 per user per month. The next package up, Business offers the full desktop version of Office 365, 1 TB of file storage and tablet/phone apps but does not include email for £7.90.
The Business Premium package offers all the features of Business and Business Essentials for £9.40.
Microsoft also offers a range of enterprise packages offering different sizes of mailboxes and storage.
We've compared both G Suite Business and Microsoft Office 365 Business Essentials, back to back, on storage, price, users and applications.
As there are plenty of options out there, we found that G Suite Business and Microsoft Office 365 Business Essentials were the most comparable for medium sized businesses as both offer online-only suites.
Both G Suite and Microsoft Office 365 can compete with one another across the board.
Google comes out on top in terms of collaboration and easy of use, while Microsoft strengths lie in offering a suite that is feature rich and capable of processing detailed documents and large amounts of data.
Organisations currently using Google's email client will find it an easy transition to move further down the G Suite path, with the same being relevant for those currently using Microsoft's Outlook email client.
For businesses wanting an online suite that is most simple to use, Google is the ideal option. Its one-stop-shop approach is particularly attractive to businesses starting out and those looking for a clean and responsive productivity suite. Yet Office 365's user interface is one that most will be familiar with, drawing on Microsoft's extensive experience with productivity tools.
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