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Office 365 and G Suite are a suite of productivity tools that let you perform
common business tasks 'in the cloud'. Up until recently, G Suite was called
Google Apps for Work, and many users and prospective users still refer to the
product suite simply as as Google Apps.
Both Office 365 and G Suite allow you to create documents, spreadsheets and
presentations and collaborate with team members whilst doing so; they also
provide video conferencing functionality and cloud storage.
Enterprise E1 - $8 per user per month Business: $10 per user per month
(requires annual commitment) ($120 per user per year if paid
annually)
1. Unlimited file storage (or 1 TB if
your organisation has less than
5 users)
2. Audit and reporting insights for
Drive content and sharing
3. eDiscovery covering emails,
chats, docs and files
4. Email archives / message-
retention policies
Enterprise Pro Plus - $12 per user per 5. Enterprise: prices available
month (requires annual commitment) upon request from Google
Enterprise E3 - $20 per user per data loss prevention for files
month (requires annual commitment) and email
Enterprise E5 - $35 per user per 6. integration with third party
month (requires annual commitment) tools
7. advanced admin controls and
security
8. additional reporting on email
usage via BigQuery
9. For most users, the most
significant difference between
these plans will involve file
storage.
10.With the G Suite 'Basic' plan,
users are restricted to 30GB of
file storage; but - so long as
there are 5 or more G Suite
users in your organisation -
there are no limits on the
'Business' plan (if you have a
'Business' plan but have less
than 5 users on it, file storage is
restricted to 1TB per user)
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OFFICE 365 VS GOOGLE APPS (G SUITE) 2017 - AN IN-DEPTH COMPARISON
REVIEW
February 13, 2017
by Chris Singleton
Office 365 vs Google Apps
Office 365 vs Google Apps (or, as we should now call it, G Suite)...which is
better? This is a question that many businesses, particularly startups, have
trouble answering.
In this post Im going to try to help you decide which is best for your business, by
putting the two product suites head to head in a detailed comparison review.
Read on to see how G Suite and Office 365 fare against each other in the key
areas of pricing, features and ease-of use. Well explore all the pros and cons of
each product in depth and explain why, and when, you might want to use one
over the other. Let's start by taking a look at what these products actually let you
do.
Both Office 365 and G Suite allow you to create documents, spreadsheets and
presentations and collaborate with team members whilst doing so; they also
provide video conferencing functionality and cloud storage.
We now offer G Suite migration and installation services, which will get your
business set up on G Suite quickly and with a minimum of fuss. We can migrate
all your existing calendars and email across in a well-planned, hassle-free
migration.
Basic: $5 per user per month ($50 per user per year if paid annually)
Business: $10 per user per month ($120 per user per year if paid annually)
Enterprise: prices available upon request from Google.
On the 'Basic' plan, you get
Unlimited file storage (or 1 TB if your organisation has less than 5 users)
Audit and reporting insights for Drive content and sharing
eDiscovery covering emails, chats, docs and files
Email archives / message-retention policies
On the 'Enterprise' plan, you get all the features of the 'Basic' and 'Business'
plans plus
Its important to note that Google Docs, Sheets, Slides and Drawings - i.e.
documents created using Googles set of apps rather than third party
applications - dont count toward your G Suite file storage limit. Neither do files
shared with you by other Google Drive users.
Power users and big organisations are likely to find the e-Discovery features
that the 'Business' and 'Enterprise' plans come with handy - these lets you
archive all communications in your organisation according to rules you define.
This may be useful if for legal reasons you need to store an extensive
communications history.
I suspect that prospective G Suite users will be a little alarmed to see that data
loss tools are only included with the most expensive Enterprise plans. If you want
to back up a 'Basic' or 'Business' G Suite plan, you'll need to invest in a third
party tool such as Backupify.
The Business plans let you pay on a rolling per-month basis; the Enterprise
ones do not - you have to pay upfront for a year. This means that if your
workforce tends to shrink or grow throughout the year, the Business plans
might be more suitable for your organisation.
The Business plans all limit the maximum number of users to 300.
All plans provide you with with the desktop versions of the Microsoft Office
product suite (Word, Excel, Powerpoint etc.) except for the Business Essentials
and Enterprise E1 plans, which only provide the online ones. So if a key
motivation behind choosing Office 365 is to avail of the desktop apps as well as
the cloud features, make sure you avoid those particular plans.
Not all of the Office 365 plans provide users with an email account - if you want
to use Office 365 as your email service provider, youll need to steer clear of the
Business 365 and the Enterprise Pro Plus plans.
Similarly, the Business and Enterprise Pro Plus plans dont feature calendar
functionality.
The three Business plans listed above come in a bit cheaper if you commit to
paying upfront for a year.
So which works out cheaper in the Office 365 vs G Suite fight?
The most directly comparable G Suite and Office 365 plans are arguably
the G Suite Basic ($5 per user per month) and Office 365 Business Essentials
($6 per user per month) plans
the G Suite 'Business' ($10 per user per month) and Office 365 Enterprise E3
($20 per user per month) plans.
In essence there is a $1 per user per month saving to be made at the lower end
of the pricing bands by plumping for the G Suite 'Basic plan over Microsofts
Business Essentials; but at the more enterprise level, the Office 365
Enterprise E1 plan comes in at $10 higher per month than the G Suite
'Business' plan (and you'll have to pay upfront for the year for the Microsoft
product too).
This doesnt really tell the full story however, because there are so many
variables and potential tradeoffs at play here. Although the above plans are
broadly comparable, there are still big differences in important areas such as
email storage, file storage and archiving to consider; so coming up with an
answer to the which is cheaper, Google Apps vs Office 365 question is probably
best answered by taking a more in-depth look at the features of each product
and seeing how well they fulfil your business needs.
If were talking entry-level plans, then Office 365 is a clear winner here: you get
1TB of storage with the Business Essentials plan compared to Googles rather
paltry 30GB on its 'Basic' plan (to add insult to injury, Google also counts emails
as taking up space in this 30GB limit).
However, if you move up a notch to the G Suite 'Business' plan, you'll find that
the Google plans beat all the Microsoft plans hands down in the file storage
department. With this plan you get unlimited storage, which is extremely useful
to any business that has a need to store large multimedia files in the cloud.
Although Microsoft Office 365s 1TB limit (which applies on all its plans) sounds
very generous, youd be surprised how quickly you can burn through 1TB of
storage if working with video or audio. That said, if you're just talking about
working with standard documents and spreadsheets, a 1 TB limit per user should
be perfectly adequate for most small to medium sized businesses. But if having
acres of cloud storage is your primary concern, then its probably a win here for
G Suite, so long as you are prepared to live with the more expensive $10 per
user per month plan.
One important thing to note - and this seems to be a fairly recent development -
is that the G Suite 'Business' plan only provides you with unlimited file storage if
you buy more than 5 user accounts. Otherwise you're restricted to 1TB per user.
This is a bit of a shame really, as it renders Google's USP rather less unique for
any companies with less than 5 employees.
Both Office 365 and G Suite give you the option to buy more storage on a per
user basis. As far as I can make out from the information provided by Microsoft -
its website isnt madly clear on this - every 1 GB extra on Office 365 costs $0.20
per user.
With G Suite, you'll generally only need to worry about storage limits if youre
using the basic plan or are on a 'Business' plan and, as discussed above, have
less then 5 users in your organisation.
If you're on a 'Basic' plan, there are several tiers of additional data storage
purchase options which start at 4GB ($4 extra per user per month) and go up to
16TB per user ($1430 per user per month!). Depending on how much storage
you need for particular users, you may find it works out cheaper to simply
upgrade all your G Suites users to the 'Business' plan than buying a few users
additional storage. Similarly, if you're on a G Suite 'Business' plan with less than
5 users and are hitting your storage limit, you might find it cheaper to buy a
couple of new accounts than buying additional storage.
EMAIL
The entry level $6 per month Office 365 plan is considerably more generous than
G Suite's entry level offering when it comes to email storage - a dedicated 50GB
inbox is available on top of the 1TB file storage provided. By comparison, the $5
per user per month G Suite Basic plan caps total storage at 30GB, emails and
files included.
Gmail is great - but Outlook (pictured above) gives you a lot more options when
it comes to grouping and sorting mail.
Gmail is great - but Outlook (pictured above) gives you a lot more options when
it comes to grouping and sorting mail.
However, if youre on the $10 G Suite 'Business' plan (and have 5+ users in your
team) there isnt a cap on your inbox size; by contrast, to get unlimited email
storage with Office 365, you need to be on the $20 per user per month
Enterprise E3 plan, a cost which is double that of the G Suite equivalent plan.
In terms of the email apps that are available to you, Gmail is robust, fast and
very easy to find messages with, thanks to its powerful search functionality
(youd expect that side of things to be good, given that its Google were talking
about here). Also, given its popularity there are a huge range of third-party apps
available for it which add all manner of useful functionality to proceedings.
However - and incredibly frustratingly - Gmail doesnt allow you to sort or group
mail, something most users will routinely require from an email client. As such
you may find yourself wanting to use Gmail in conjunction with another email
program - for example the excellent (and free) Thunderbird, or, whisper it,
Outlook.
APPLICATIONS
Here is where things get pretty interesting, and where a LOT of potential users of
Office 365 and G Suite will be tempted to go for Office 365. With most of the
Office 365 plans you get all the desktop versions of their products as well as the
cloud-based ones. In essence, you can install the full versions of Word, Excel,
Powerpoint, Outlook etc. on your desktop machine and work offline on these
applications. Despite this being the age of cloud computing, a multitude of
businesses still send each other files created offline using these applications, so
there is a strong argument for having desktop versions of all the above available,
so that your team can work easily with these file formats.
However, that shouldnt deter you entirely from using G Suite, because it is
possible to open Microsoft Office documents using them, and even save files
created with G Suite to Microsoft Office format. The problem with working this
way is that you cant always preserve the exact formatting of Office files when
you edit and save them using a Google app. How much of a big deal this is for
you will depend on the nature of your business: if you are expected by clients to
routinely provide them with extensively-formatted MS Office files then youre not
always going to be able to do that with G Suite. But if you just need to
occasionally open an MS Office file, or send something basic over to a client in
MS Office format, you would be able to make do with Googles suite of products.
The other thing to remember about the Microsoft Office desktop applications is
that as nice as they are, and as familiar with them as your team may be, they
have to be installed locally. This means that that somebody in your organisation
will need to take care of this aspect of things - and this person (or persons)
should really know what theyre doing. In essence, using the Microsoft desktop
apps may bring with it some hidden IT costs (at the very least, theres a time
implication - your team will need to devote some hours to installing and
periodically updating the applications).
Theres also something else you might want to consider about giving your team
access to the desktop apps: habit or human nature. Most people like to work with
tools they're familiar with, and, given the long history of Microsoft Office
products, your team is likely to plump for the locally installed versions of the
Office 365 products over the cloud-based, collaborative tools it also provides.
This will possibly encourage 'local' or offline working at the expense of the more
collaborative cloud approach (and working offline can throw up some security
headaches too).
Finally on the subject of apps, dont forget that there is nothing to stop you from
using both G Suite and MS Office apps in conjunction with each other. If you are
tempted by the unlimited cloud storage provided by G Suite, but want to save
Word documents in it, you could buy the offline versions of the Microsoft
applications that you use regularly, and save files created in them to your Google
Drive via Google Desktop Sync (more on that anon).
COLLABORATION
A huge advantage of working in the cloud is the collaboration possibilities it
opens up. Instead of faffing about with markup and tracking changes, people
who want to work on the same file can simply open up a document in a browser
and see, in real time, the edits that everybody looking at the file is making.
Both G Suite and Microsoft Office 365 make this sort of online collaboration
straightforward using their online apps. Additionally, you can now use Microsofts
desktop apps to work on documents in real time with other team members - but
some users, including the Wall Street Journals Personal Tech columnist Geoffrey
A. Fowler, have found that to be a bit of a clunky experience, as the video below
demonstrates:
In the interest of balance however, it's worth sharing another video with you too,
which takes a look at the collaboration features of the online, browser-based
versions of the Office 365 apps:
See below for a video highlighting some collaboration options in Google Docs.
VIDEO CALLS
Both G Suite and Office 365 provide video conferencing functionality: Hangouts
and Skype respectively. In my experience Ive found Hangouts to work a bit
better than Skype - it seems to drop calls less frequently and crash less. But I
have also found that more people are on Skype and are more comfortable with
using it. This means, predictably, that Ive ended up using both tools for making
calls.
However, Office 365 is much more generous when it comes to participant limits
on video calls. The maximum number of people that can participate in a video
call using a Google Hangout is 25; on Skype its 250. And if youre looking for
serious voice calling functionality in general - both in terms of conference calling
or general telephony services, Office 365 offers far more options...but note that
you will have to be on one of the most expensive plans to avail of these features.
I prefer Office 365s desktop sync option to G Suite's, because it makes it easy to
share a file with others directly from the desktop - you just right click on the file
and you see an option to share it with others. If you want to share a file on
Google Drive you have to go into the web app to do so, which can interrupt
workflow.
MOBILE APPS
As you'd expect, there are mobile apps (iOS and Android) available for both G
Suite and Office 365, which allow you to access and edit your files on the go. My
experience with both has been fairly positive; it's certainly possible to access the
information quickly on both sets of apps easily, but I'm not sure how inclined I'd
be to do a lot of editing of spreadsheets, for example, on a mobile device
(particularly a phone: far too fiddly).
Most users will end up using the mail applications the most - and these are the
apps I've had the most experience with. I don't particularly like the Gmail mobile
app, as it doesn't let you turn off the horrendous conversation view. On the flip
side it is brilliant when it comes to searching for old messages (as you'd expect
from a company specialising in search engine functionality).
The good thing about both sets of mobile apps is that they make editing your
work on-the-go in areas where you don't have Internet access very
straightforward - so long as you save the files you want to work onto your mobile
device before you go offline (see the section below on working offline for more
details).
SUPPORT
24/7 phone support in English is offered for users of both G Suite and Office 365;
hours for support in other languages vary depending on country. Email support is
also offered for both products; and there are various support forums available for
both products too.
In terms of user interfaces, the Google apps feel less cluttered than those
bundled with Microsoft Office, simply because they are not as feature packed. I
personally much prefer working in Google Docs to the desktop version of Word,
because theres no load time and only a few menu options to be distracted by.
My Google document is always saved to the cloud and I can pick up where I left
off on it at any point, on any device.
The online version of MS Word lets you work in a similar fashion, it has to be said
- but it just feels a bit more fussy and in my experience takes a bit longer to
load. But it is unquestionably better - as you might expect - for editing MS Office
documents and saving them without formatting issues.
With regard to Gmail, there is an offline app available for it, which also requires
Chrome to run - and again you'll need to ensure you download all your mail
before going offline. The Gmail offline app is very similar to the mobile version of
Gmail - and it's similarly annoying, because you can't switch the conversation
view off.
You can also work offline using Google's mobile apps - however, you have to let G
Suite know that you want a particular file to be available offline first (by checking
an option that downloads it to your mobile device).
With Office 365, the best way to work offline on a desktop computer is using the
standard desktop applications in conjunction with the desktop version of
OneDrive. As with G Suite, ensure you've synced everything to your desktop
before going offline - you can then work on any file in Word, Excel etc. and when
you reconnect to the Internet any changes you have made will be synced.
Office 365's mobile apps also let you work offline, but as with Google's mobile
apps, you'll need to download individual files to your mobile device first to
access them on the go.
The first, and simplest, is by installing an 'add on' to the products. Both Microsoft
and Google have online stores that provide a wide range of apps to beef up their
productivity tools - the 'Office Store' and 'Apps Marketplace' respectively. There
are more apps available for Microsoft Office than G Suite: 1500+ Microsoft apps
to Google's 750+ apps. Both free and paid-for apps are available for both
systems.
The other way to beef up the functionality of both products is to code something
yourself. If you have the know-how, you can use the Microsoft or Google APIs
(application program interfaces) to add a bespoke piece of functionality to your
chosen set of productivity tools. You can read more about the Google Apps API on
the Google Developers site; the relevant information about the Microsoft Office
API can be found here.
If you work in an G Suite can be used to
organisation that produce and edit MS
absolutely has to work Office documents, this
with MS Office files functionality is limited and
regularly - and particularly you can expect hiccups
if you need to use the when you try to edit and
advanced functionality save a complex Office
that MS Office applications document or spreadsheet
provide - then the natural with a Google app. That
choice is definitely going said, G Suite technically
to be Office 365 (just make allows you to edit both
sure that you select a plan documents produced with
that includes the desktop Google Apps *and* MS
applications) Office apps - this is not
true of Office 365.