Microsoft 365 vs Google Workspace and migration in companies

If you've been working with Google Workspace and you're considering switching to Microsoft 365You probably have half the team thrilled with Gmail, Drive, and Docs… and the other half swearing that without them WordExcel and PowerPoint can't survive. This situation is more common than it seems: organizations that have invested in Google for years, have trained their users, but still have a very high percentage who prefer the Microsoft ecosystem.

In this context, the usual question is whether Stay on Google Workspace, move everything to Microsoft 365, or half-heartedly coexist Continuing with Office installed on the computers and files in Drive. And, of course, another key issue arises: how to do a Orderly migration of email, files, calendars, and permissions Without breaking anything and without keeping users idle for a week. Let's break all this down calmly and with a very practical approach.

Microsoft 365: A powerful ecosystem for demanding business environments

When we talk about Microsoft 365 (formerly Office 365) We're referring to a platform that combines classic desktop applications with cloud services, advanced security, and modern collaboration tools. In other words, it brings together traditional Word and Excel with Teams. SharePointOneDrive and the entire Microsoft administration and security setup.

Among its best-known components are the Office desktop and web applications (Word, Excel, PowerPoint, Outlook, Access, Publisher), in addition to collaborative tools such as Teams, SharePoint, and OneDrive, corporate services such as Exchange Online or the Power Platform, and a growing set of security solutions such as Microsoft Defender and compliance features.

One of the great strengths of Microsoft 365 is its Full offline functionalityUsers can continue working with all the resources of Word, Excel or PowerPoint even if they lose internet access, which is vital in companies with frequent travel, construction sites, branches with poor connectivity or simply users who prefer the traditional model of a local file that is synchronized later.

Furthermore, the platform is very much designed for integrate with infrastructure Windows and Active DirectoryTherefore, it fits especially well in organizations that already live in a Microsoft environment, with servers, domains and business applications based on in-house technologies.

On the less favorable side, Microsoft 365 carries a certain configuration and administration complexityThe admin center is very powerful, but it requires technical knowledge to fully utilize its capabilities. The learning curve can also be somewhat steeper for users unfamiliar with the Microsoft ecosystem, especially those coming from purely web-based environments like Google Workspace.

Google Workspace: Hassle-free cloud collaboration

Google Workspace (formerly G Suite) was born from day one with the idea that Everything happens in the browser and in real timeNo need to install heavy software packages: Docs, Sheets, Slides, Gmail, Calendar, Meet… everything is accessed from the web or from apps Very lightweight mobile phones designed to work from anywhere.

The heart of the suite consists of Gmail, Drive, Docs, Sheets, Slides, Calendar, Chat and MeetIn addition, it includes utilities like Forms, Sites, Keep, Jamboard, and AppSheet. In other words, you've got your corporate email covered, the storage in the cloud, basic office suites, video calls and internal messaging, with a strong focus on simplicity.

Google Workspace's greatest strength lies in its simultaneous collaboration on documentsMultiple users can edit a file simultaneously, see changes in real time, comment, suggest, and chat within the document itself without worrying about version control or file locks. For distributed teams, startups, and companies with a very flat organizational structure, this is pure gold.

Another highly valued point is its clean and minimal interfaceThis allows most users to get the hang of it in just a few minutes, especially if they were already using personal Gmail or Google Drive accounts. For organizations with small IT teams, this simplicity reduces incidents and support time.

The less positive side is that the dependence on internet connection The difference is quite pronounced: offline modes exist, yes, but they don't reach the level of maturity of Microsoft's desktop applications. Furthermore, although compatibility with Office files has improved significantly, complex Excel or Word documents can still be problematic to open or edit in [the system/app/etc.]. Google Docs or Sheets.

Key comparison: user experience, collaboration, and storage

If we focus on the user's day-to-day needs, Microsoft 365 offers interfaces with more options and possibilitieswith ribbons full of menus, tabs, and advanced settings. This is perfect for users who push Excel or Word to their limits, but it can be overwhelming for more basic users.

Google Workspace, on the other hand, is betting on a Cleaner design with features displayed contextuallyThis hides some of the complexity so the user doesn't get lost. It speeds up adoption, although some advanced users miss having more in-depth options for very complex documents.

In collaboration, Microsoft 365 relies especially on Teams, SharePoint, and co-authoring in OfficeTeams unifies chat, channels, video calls, and collaborative editing of documents hosted on OneDrive or SharePoint. Co-authoring works well, although the experience is sometimes less consistent between the desktop and online versions.

Google Workspace, for its part, has the real-time collaboration embedded in the DNAEverything is designed for quick sharing, simultaneous editing, and commenting. Meet's integration with Calendar and documents makes it incredibly easy to seamlessly transition from an email or document to a video call.

In file storage and management, OneDrive and SharePoint offer a highly structured documentary library modelwith granular control of permissions, approval workflows, metadata, and retention policies. Google Drive, on the other hand, stands out for its simplicity (and there are alternatives such as ProtonDrive): powerful searches, agile sharing and preview of almost any file without the need for extra applications.

Security, regulatory compliance, and integration with other systems

When we talk about security and complianceMicrosoft 365 usually has an advantage in highly regulated sectors (finance, healthcare, public administration) because it includes options such as advanced DLP, information governance, Microsoft Defender, very fine control of identities and access, in addition to a wide catalog of certifications (GDPR, HIPAA, ISO 27001, etc.).

Google Workspace is no slouch in this area either: Take advantage of Google's global infrastructure and security measureswith two-step verification, phishing protection and malwareVault for data retention and eDiscovery, as well as contextual access controls. However, some controls are less granular than Microsoft's in highly complex scenarios.

Regarding integration with other applications, Microsoft has a home advantage when the company already has Windows environments, Azure, .NET applications, or classic business solutionsThe Power Platform (Power Automate, Power Apps, Power BI, Power Pages) allows you to automate processes, create low-code apps, and connect data from multiple sources with a high level of native integration.

Google Workspace fits like a glove in highly cloud-native organizationswith many SaaS applications and intensive use of Google Cloud Platform. The plugin marketplace and open APIs allow connecting third-party services, although in some cases it may be necessary to rely more on custom development or external integrations.

In communication and videoconferencing, Teams and Google Meet They more than adequately cover the needs of most companiesTeams tends to gain points in environments where you want to integrate corporate telephony (Teams Phone) or large live events, while Meet is appreciated for its simplicity and its good functioning within the Google ecosystem.

Which platform is the best fit based on the type and size of the company

The organizational structure greatly influences the decision. companies with traditional hierarchies and very defined departmentsMicrosoft 365 is usually a better fit due to its granular control, the ability to configure very fine policies by area, and its ease of integration with legacy systems. databases corporations.

In organizations with flat structures, multifunctional teams, and a highly horizontal collaborative cultureGoogle Workspace is especially convenient: everyone shares, comments, and collaborates in real time without worrying too much about the underlying "document architecture."

Due to their size, large corporations with thousands of employees tend to opt for Microsoft 365 or Google Workspace Enterprise plans depending on whether they prioritize extreme regulatory compliance and integration with legacy systems (more favorable to Microsoft) or agility and real-time collaboration at scale (more aligned with Google).

In medium-sized companies, both Microsoft 365 Business Premium , the Google Workspace Business Plus They offer very reasonable combinations of price, functionality, and security. The deciding factor is usually the existing environment: if you're already using classic Office and Windows, you'll likely choose Microsoft; if your business started in the cloud with Gmail and web apps, Google usually wins.

For small businesses and startups with fewer than 50 people, the decision is usually influenced by ease of use and IT budget. Google Workspace Business Starter It facilitates an ultra-fast start-up, while Microsoft 365 Business Basic or Business Standard They are very attractive when you also want to include desktop applications with per-user licenses for multiple devices.

The role of the device: 100% Mac-based businesses and risks with OneDrive

When they come into play environments where all users work with MacHowever, the decision has additional nuances. Many system administrators report that Google Drive behaves quite stably on macOS, with a sync client that, while not perfect, tends to be less problematic than some versions of OneDrive in demanding scenarios.

In small creative businesses or architecture, design, or marketing studios, it is common to find All-Mac teams that especially value storage stabilityIn these cases, the commitment to Microsoft 365 as a platform for email, office applications, and collaboration may clash with distrust regarding OneDrive and, above all, the intensive use of SharePoint from Mac.

For a small office of, for example, eight professionals who currently use GoDaddy email and Dropbox For file sharing, the dilemma is clear: if email, meetings, and office tasks push you towards Microsoft 365, but cloud storage seems more robust in Google Drive, you need to carefully consider the impact of potential synchronization issues on macOS.

In these scenarios, it is advisable to study whether the volume of files, their size, and the need to work with complex libraries and SharePoint metadata They justify moving everything to Microsoft, or whether it might make sense to keep part of the operation on Google Drive, or even combine solutions depending on the type of content and its criticality.

On the other hand, Microsoft has been progressively improving the OneDrive client for Mac and integration with FinderThis reduces synchronization issues that were quite frequent a few years ago. Even so, for companies highly sensitive to any file problems (such as an architecture firm handling blueprints, 3D models, and large amounts of documentation), it's advisable to conduct pilot tests before making the full switch.

From Google Workspace to Microsoft 365: what can be migrated and what cannot

If you decide to switch from Google Workspace to Microsoft 365, the first thing to be clear about is What types of data can be migrated and what limitations apply?In a standard project, the following can be transferred postBasic rules for email, calendars, and contacts. Additionally, you can move files from Google Drive to OneDrive and SharePoint, preserving much of the metadata and permissions.

User migration is usually done in batches or lotsThis allows for a phased project: mailboxes are created in Microsoft 365, who enters each batch is defined, and groups of people are migrated in controlled time windows to reduce the impact on daily operations.

It is essential to have the domain already Verified in Microsoft 365 And you should have configured the necessary DNS records, especially the TXT and MX records, before doing anything significant. This part is usually coordinated with the hosting or DNS provider to avoid email outages.

Not everything on Google works as expected. There are limitations to consider, such as... no migration of meeting room reservations, the loss of event colors in calendars, the partial migration of contacts (with a maximum of three email addresses per contact) or the absence of custom labels, contact URLs or some specific Gmail categories.

In addition, there are quotas and restrictions in the Google API These factors can affect the performance of calendar and contact migrations. Therefore, even though the initial setup process takes only a few hours, the complete migration of large volumes of data often takes several days to finish.

Prerequisites and methods for email and data migration

Before starting the migration process from Google Workspace to Microsoft 365, it's advisable to make sure that The people in charge have the appropriate roles In both environments: administrative permissions or, at a minimum, the project creator role in Google to register APIs and configure access, and administrative permissions in Microsoft 365 to create users, mailboxes, and connectors, as well as have previous backups.

In practice, it is usually necessary create subdomains to route mail during coexistence (for example, one for the flow to Microsoft 365 and another for the residual flow to Google) and have all users provisioned in Microsoft 365 before putting them into a migration batch.

Available migration methods include from Microsoft 365 native tools for migrating from Google Options range from specialized third-party solutions to scripts and manual tools for smaller or highly customized scenarios. The choice of method will depend on the number of mailboxes, the volume of data, and the budget.

Well-planned projects combine massive initial migrations with differential synchronizations Close to the time of the MX migration, so that the downtime for users is as short as possible. That is, the major data is migrated days before, and just before the final migration, a final pass is made to bring in any new data that has been added.

It is advisable to have a clear internal communication plan: advance notices, a planned change window, instructions for configuring Outlook, Teams or other applications, and a reinforced support channel in the first few days to address questions and minor issues.

File migration: from Google Drive to OneDrive and SharePoint

Beyond the mail, one of the most delicate steps is the Migrating files from Google Drive to the Microsoft cloudThis is where Migration Manager comes in, the tool that Microsoft offers to analyze, plan and execute the transfer of content to OneDrive and SharePoint while preserving the structure, permissions and a large part of the metadata.

In a standard workflow, the first thing is Connect the Google environment to the migration projectTo do this, you need to install the Microsoft 365 migration app from the Google Workspace Marketplace and grant it the necessary permissions. Once that's done, you can register the accounts or Drive units you want to scan.

The next step is analyze the content of Google DriveThe tool scans the drives, detects potential problems (files with excessively long names or paths, unsupported file types, permission errors, etc.) and generates downloadable reports that allow you to review what might block the migration or what needs to be corrected beforehand.

When a set of Drive units appears as “ready to migrate”, you can Add to the migration list and review the destination routes, adjusting which content goes to personal OneDrive and which content goes to SharePoint libraries associated with teams or departments.

A key part is the Identity assignment between Google and Microsoft 365Domains, users, and groups must be mapped from one side to the other so that, upon completion of the migration, read and edit permissions remain reasonably aligned with the original situation.

Migration Manager Lite: simplified migrations for SMEs

For small and medium-sized businesses with fewer than 100 licenses, Microsoft has created Migration Manager LiteA streamlined and simpler version of the standard migration manager, designed to help SMEs and partners move content from Google Drive to Microsoft 365 without having to struggle with all the advanced options.

This Lite mode comes Enabled by default on SMB tenants When you create a migration project and access it from the Microsoft 365 admin center, in the settings and migration/imports section, select Google Drive or Google Workspace as the source.

To start using it, you need to check that you have sufficient permissions in the destination tenant (usually a global administrator role, SharePoint or similar) and that the Google account used to connect has read access to the drives and user accounts to be migrated.

Once the project is created, a very clear guided sequence is followed: connection to the source, content review, definition of destinations, identity assignment, and launch of the migration with progress monitoring. For many SMEs, this significantly reduces the necessary technical effort.

Even with this simplified method, it is still advisable to have someone with previous experience in migration, at least to review the analytics reports and validate that the library topology in SharePoint and OneDrive reflects the actual way the company works, and not just a literal copy of how things were in Drive.

Costs, ROI, and pricing myths between Google Workspace and Microsoft 365

For years it has been taken for granted that Google Workspace was “cheaper” than Microsoft 365This is partly because many started with free versions of G Suite or personal Gmail accounts converted into work tools without obvious direct costs.

However, as Google has phased out free plans for businesses and consolidated subscription models, that The price advantage has been fading away.Today, the real comparison must be made by looking not only at the monthly license fee, but at the total cost of ownership: integration with other applications, management time, security needs, team productivity, etc.

Studies such as total economic impact reports on Microsoft Teams show very high returns on investment when analyzing the reduction in meeting time, the elimination of travel, the improvement in team coordination, and the acceleration in decision-making.

Something similar happens with the adoption of Google Workspace in organizations that start from very fragmented models: move everything to a collaborative cloud platform It reduces information silos, improves the onboarding of new people, and makes remote work viable without a large infrastructure deployment.

Ultimately, the key is to analyze how much it really costs to continue as we are: individual Office licensesDropbox or similar storage, third-party email, services of backup scattered, additional security solutions… and compare it to the cost and capabilities of an integrated suite like Microsoft 365 or Google Workspace.

Advanced security, hybrid work, and workplace modernization

The extension of hybrid and remote work This has made it so that simply having office software and email is no longer enough. Companies need solutions that protect data on any device, facilitate secure authentication from any location, and allow for centralized monitoring of potential threats.

Microsoft has greatly enhanced this aspect with tools such as Microsoft 365 Defender for Business, which brings together malware protection, vulnerability management, information governance and automated incident response, with an XDR (extended detection and response) approach that looks at endpoints, identities, email and applications together.

For organizations that are replacing legacy equipment, local servers, and old solutions Thanks to cloud services, these types of integrated platforms greatly simplify life: fewer different products to maintain, fewer windows to control, and a clearer view of who accesses what.

Google has also reinforced its commitment to security: Advanced endpoint management controls, contextual security rules, auditing tools and a constant effort to protect accounts against phishing and hijacking. In environments where most applications are cloud-based and accessed through up-to-date browsers, this model is a great fit.

In both cases, the challenge usually lies in the correct initial configuration and in training users to become accustomed to practices such as multi-factor authentication (MFA)Responsible password management and the identification of suspicious emails.

Choose between Microsoft 365 and Google Workspace and planning a migration from Google Moving to the Microsoft ecosystem is not a trivial decision, nor is it resolved solely by looking at the license price: the company culture, the type of devices used (Windows, Mac, mobile), the sector in which it operates, the importance of security and regulatory compliance, compatibility with complex documents, and, above all, the actual way in which teams collaborate on a daily basis all play a role; the better these factors are understood and the better the migration project is designed—emails, calendars, contacts, and files with their permissions—the more sense the chosen platform will make and the easier it will be for people to adopt it without drama and with the feeling that, now, productivity tools are working in their favor and not against them.