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It’s also worth noting that Gmail is much friendlier to individual user customizability and third-party Gmail apps and add-ons. If you’re looking to modify your email platform to suit specific needs or improve its functionality, Gmail is the better bet. Google Workspace’s plans are more flexible (since they can be purchased month-to-month), and are generally simpler to understand. The Enterprise plan includes everything above, plus higher participant limits, advanced security controls, and additional reporting tools.
This plan lets you install Word, Excel, OneNote, PowerPoint, Microsoft Teams, and other school tools for free. Also, if you opt for the Family subscription plan, you can share the account with up to five additional users for six people using the same plan in total. Since this is a subscription-based service, you will be making monthly or yearly payments to use the apps on all your devices . However, the service is limited to only five connections at one time. Microsoft 365 is the name for the subscription version of the service that offers the same apps available with Office 2021, but you will also get some extras.
Microsoft Office 365 vs Google Workspace: An Overview
Also, given the popularity of Gmail, there is a large range of third-party apps available for it which add useful functionality to proceedings. When searching for an email exchange or contact information in Gmail, the search box provides customized results based on past user behavior — such as how often you tend to interact with a particular colleague through Gmail. Technically, you can use any email program you like to access your Google Workspace or Microsoft 365 mail, but the default apps provided are Gmail and Outlook respectively. However, if you’re on one of the other Google plans, the limits are more generous than the Microsoft ones — you’re talking about a 2TB to 5TB storage range (or unlimited storage if you’re on the ‘Enterprise’ plan). The Microsoft 365 ‘Business’ plans all limit the maximum number of users to 300; by contrast, you can have an unlimited number of users on the ‘Enterprise’ Microsoft plans. Interestingly however, you can mix and match license types — for example, you could use 300 Business Standard licenses, 300 Business Premium licenses, and 100 Enterprise E3 ones within the same organization.
Microsoft’s approach to mobile apps is slightly different to Google’s — in addition to providing separate mobile versions of their products, the company has created an app that combines quite a few of them into one product. Additionally, you can now use Microsoft’s desktop apps to work on documents in real time with other team members . With most of the 365 plans you get all the desktop versions of the Microsoft products as well as the cloud-based ones. Searching features — all plans except the ‘Business Starter’ plan give you access to a ‘smart search’ tool called ‘Google Cloud Search’. This functionality makes it easier to locate files within an organisation’s Google Workspace storage.
Which is Best for Business – Microsoft 365 or Google Workspace?
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. Google’s ‘Enterprise data regions’ tool gives you granular control over data locations, but as the feature name suggests, you’ll need to be on an Enterprise plan to use it. If you need more advanced controls over the location of your data, both products can give you these — but you’ll need to pay extra for the privilege. However Microsoft 365 is unquestionably much better than Google Workspace — as you might expect — for editing MS Office documents and saving them without formatting problems . In terms of user interfaces, the Google apps feel less cluttered than those bundled with Microsoft 365, simply because they are not as feature packed. Google Docs has a very clean user interface and its collaboration tools are easy to use.
Despite these issues, Apps and Office are still mostly identical in terms of features. Office may be the better option for your company if your employees are the most acquainted with Microsoft’s productivity software. Each user under your company’s Office account gets one terabyte all for themselves.
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Both Microsoft and Google offer quality cloud-based applications. Your decision comes down to which solution offers the features you need at your preferred price. Some businesses prefer the simplicity of choosing between two plans with Google at Work. Other companies like Microsoft’s flexibility to build a sophisticated solution with advanced features or already have a workforce fully trained in an Office desktop suite such as Office 2013. Both services allow simultaneous editing of documents in the web browser, so that people can work as a team on shared projects; for files stored on OneDrive for Business, you can collaborate using the Office desktop apps, as well. Business and Enterprise plans include 1TB or more of storage per user in OneDrive for Business and access to the web-based versions of Word, Excel, PowerPoint, and OneNote.
Microsoft 365 Apps for Business, at $8.25/user/month , is designed for small businesses that need productivity apps, but without the email. It offers the desktop and web version of all of Microsoft 365’s apps except Teams and SharePoint, and 1TB personal storage per user. Business Starter, at $6/user/month, is aimed at very small businesses. It includes the web productivity apps, Gmail with a custom domain, 30GB cloud storage per user and videocalls with up to 100 participants. Microsoft Teams is a desktop app that delivers video conferencing, instant messaging and file-sharing via one portal. Teams was designed specifically for business, as a replacement for Microsoft’s dated Skype for Business app.
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Storage — this is limited to just 30GB per user on the ‘Business Starter’ plan; by contrast the ‘Business Standard’, ‘Business Plus’ and ‘Enterprise’ plans give you 2TB, 5TB and unlimited storage respectively per user. For the purposes of this comparison, I’m looking at the plans priced in US Dollars, but my comments apply to 365 vs Workspace in general. According to Microsoft, “You can mix and match Office 365 plans. Please note that there are some license limitations at the plan level.
That said, conversions from Office were far from perfect and given the apps' lack of functionality, power users are likely to revert to Excel and PowerPoint on the desktop to meet more exacting needs. Where available, custom apps for consumer versions of Google's cloud services can also be used with the business product and third-party applications purchased from the Google Apps Marketplace to further enhance the service. A browser, in fact, is all you really need to use Google Apps and you can use just about any one you like. Chrome is an obvious choice and a must-have if you want offline access to documents, but it's far from essential. We had no problems with either Firefox or Internet Explorer on the desktop, and encountered few issues on tablets or smartphones. Indeed, one of the big selling points of Google Apps is how easy it is to access regardless of what you happen to be using — Windows PC, Apple Mac, Chromebook, Android or Apple iOS device.
Then, when someone revises the document, you’ll see a highlight bar on the right-hand side and all of the edits in multicolor splendor. Google Docs will continue to track the revisions for the life of the document. Both Microsoft and Google offer multiple options for technical help and support as you launch and manage their products.
Microsoft 365 and Google Workspace both offer cloud-based collaboration as well as productivity solutions to meet this need. If you choose the $10 per month plan, you receive unlimited online storage as well as access to Vault . Office 2021 includes all the popular apps, such as Word, Excel, PowerPoint, and Outlook, with all the essential features to get work done. The standalone version of Office (also referred to as the "on-premises" or "perpetual" version) allows you to install and update the apps on one device. In other words, it's possible to continue using the apps through their lifecycle and beyond .
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