Compare Google G-Suite with Microsoft Office 365

Businesses are embracing a move to the cloud for email, documents, online chat, and video conferencing. Therefore a critical decision for businesses is the choice of productivity suite, because these apps are used by employees for core office work on daily basis. As an employer, you want to increase the productivity of your team, make sure the data they manage are safely stored and all the information is accessible at any time.

Let’s look at two enterprise email and collaboration services available today: G Suite and Microsoft Office 365.

Head to Head

Both services offer email, cloud storage, document services, and video integration – but the differences are far and wide.

G Suite was built in the cloud and is a true multi-tenant solution with one instance of software for all users requiring only a web browser for full functionality across all services. Additionally,
G Suite includes an SLA backed uptime guarantee of 99.9% with absolutely no planned downtime.

Office 365 is based on the desktop version of Microsoft Office and multiple versions are available. Some versions include offline software which must be maintained manually. Office 365 also boasts a 99.9% uptime guarantee, but this excludes periods of planned downtime.

Do you know how Google handles your data? Click here for more information…

Feature

gsuite 365
Email Yes Yes
Cloud Storage Yes Yes
Document Services Yes Yes
Chat Yes Yes
Downtime None Scheduled Downtime
True Cloud Solution 100% Upgrade in MS Office & Windows required
Browser Only Yes No
Updates & Versioning Automatic Manually
Additional Costs None Additional modules
Service Level Agreement 99.9% guarantee 99.9% excluding scheduled downtime.
Business Benefits Improve productivity, mobility & collaboration No positive changes
Collaboration Easy to use collaboration tools Complicated, inconsistent collaboration tools
Mobile Device Management Included as standard Additional MDM license required with cost
Ownership Simplified license model Complicated licensing structure
License Costs USD 30/user/year From USD 96/user/year

Additionally, a recent survey by BetterCloud, comparing G Suite and Office 365 highlighted some important results:

  • On average, organizations using G Suite experience cost savings of 41% compared with cost savings of 27% from Office 365
  • G Suite IT teams tend to be 5x smaller than Office 365 teams
  • 84% of large enterprises using G Suite enjoy increased collaboration while versus an increased collaboration for 72% of Office 365 customers
  • G Suite users utilize more of their cloud offerings than Office 365 users:

 

Feature

gsuite 365
Email 92% 41%
Storage 79% 35%
Document 70% 21%
Spreadsheets 64% 20%
Presentation Tools 36% 19%

% of orgs with >50% of users actively using feature

What does this mean?

Your version of G Suite is always the latest version and will never require an update. Updates and upgrades are automatically rolled out and will not require any action on the end user’s part. Google will also never disrupt service intentionally for maintenance purposes – all maintenance is performed in the background while Google Apps remains fully functional.

Office 365 may require frequent updating, either manually or online as different packages are available. Planned downtimes are scheduled for off-peak hours, but in today’s 24/7/365 business environment, having access to your communications and data at all times can be crucial.

 

Detailed comparison

1. Presentations

Both Google Slides and Microsoft Powerpoint give you the ability to collaborate in real-time, share your presentation, set sharing access, control sharing visibility and version control. PowerPoint belongs to the most popular presentation software packages and offers various themes. Google Slides has fewer choices for effects.

While you are on the web, you can only view Powerpoint presentations that are saved in Microsoft Onedrive or Dropbox in Powerpoint online, at office.live.com. Google will give you the ability to view your Slides from any device with an internet browser, anytime or work on presentations when you’re offline. Besides that, Google Slides will offer you more features like the ability to insert your Slides file in an email, embed it in Google Sites, and transfer ownership.

Conclusion

Both tools allow you to create professional slide presentations including animation features. If you’re looking for an established presentation software, Powerpoint is a well-known package with a large user base. Google slides might be the right package for you if your team uses different operating systems and you need to collaborate with your colleagues.

 

2. Calendar

Like Powerpoint and Slides, both Microsoft Outlook and Google Calendar offer a lot of the same features, such as organise meetings, create appointments and events. And once again you will need a Microsoft Exchange account to access these features, whereas Google will let you use the Calendar with a free account.

When it comes to accessibility, the biggest difference is that you can only access Outlook from the device where it’s installed, whereas you can access Calendar from any computer with Internet access.

Both tech giants keep continue to work on new features. Downloading the new Outlook calendar app on your mobile will include directions to events: when you create an event, you can specify its location, and a map will be attached.

Conclusion

Google Calendar offers a clearly better product. It allows you to set up calendar slots that other people can book, track your team’s projects and schedules, adding useful files you want to discuss during a meeting or event, and change the timezone for your meeting based on your new location.

 

3. Video calling

When we compare Skype to Hangouts we see similar features. Up to 10 people can participate in a video call in Skype while up to 25 people can participate in a video call in Hangouts. Google Hangouts offers the option to prepare for live presentations by sharing and testing the screen and sound before inviting participants to the video call.

Conclusion

Skype was first launched in 2003 and offers a well-rounded software with a simple interface. Hangouts big advantage is that you can start a call from your desktop, mobile, Gmail inbox and Google Calendar.

 

4. Create documents and collaborate in real-time

For a few decades Microsoft Word has been around, but it was only an on-premise piece of word processing software. In 2010 there was a cloud based version available, called Word Online as a part of Office Web Apps. 10 years ago Google created Google Docs. Since then it is build in a whole suite of apps. Working in the cloud makes it easier to collaborate with your team.

Conclusion

Google Docs and Word Online both has the functionality to collaborate in real-time, but Google Docs provides a faster up-to-date real-time collaboration. Google Docs is available for free and sync across devices.

 

5. Spreadsheets

Every business uses spreadsheets. Both Excel and Google Sheets can be used for calculations and storing, sorting, analyzing and filtering structured data.

Conclusion

Google Sheets works in the Cloud and provides real-time collaboration everywhere on almost every device. No need to save your sheets, because the spreadsheets will be automatically saved in Google Drive. Excel gives you the better option if you need to work with heavy spreadsheets which involves complex calculations for data analysation.

 

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