Opinions are rampant all over the web, so Techmedics is sharing some key differences between Microsoft's Office 365 and Google's G-suite, from a business perspective. Many of our clients have faced the task of choosing between Microsoft and Google. Here’s what they consider before buying –
Sound the bells, because we're taking the gloves off and bringing a very important (and sometimes controversial) topic to our blog. Microsoft's Office 365 and Google's G-suite are two worthy adversaries in the world of productivity apps and services. Many people have a lot to say about the topic.
We push to educate our audience from experience and would like to share some advice with business owners and executives out there.
Let us clarify even further –
These apps are not standalone apps like Box, Slack or Trello; both Google and Microsoft offer a platform, or "ecosystem", that works together to drive workplace activities and collaboration. Businesses consider these solutions for several reasons; email servers reach their “end of life” and support for email issues is no longer available. These two cloud solutions remove the need to upgrade any hardware. Maybe staff, or “users”, are starting to utilize their own apps to help them get their work done faster. From a management perspective, you can quickly lose control of data and security when that happens.
Both Office 365 and G-suite can help address these problems, and many more. When deciding which platform to use for your environment, there are many things to consider when making the big decision.
Our goal is to keep the points as unbiased and fact-driven as possible and offer sound advice for your search. There is no better or worse in this analysis; both are viable solutions and have helped businesses reach various levels of success. The key to making the right choice is finding the right fit for YOUR organization. The decision should not be made hastily. An interesting fact is that in 2018, some 80% of fortune 500 companies use Office 365.
Some Things To Consider
Before you begin researching and gathering information for comparison, here are some questions to ask yourself during the planning phase:
1. How do you want to work together?
Are you looking to make substantial changes to your organization and the way people work together, or is your current process working? Is it important for your users to have options when it comes to collaboration/communication?
It’s important to figure out how your users work together (or want to work together) and choose the option that best suits those needs.
2. What does your current setup look like?
Are your users primarily using a Mac? Do you have Windows servers or running Windows operating system?
Taking infrastructure into account is important when planning and budgeting for implementation/migration to the new solution. Considering that many users are accustomed to Microsoft operating systems and apps, it may be easier to transition to Office 365.
3. What are your users familiar with, and can you train them?
Implementing big changes without proper training never works. Do you have the resources to train your users?
4. What are your clients and suppliers using?
Make collaboration easy. G-suite and Office 365 don’t play well with each other because they use different file types and ecosystems. Consider what your clients and partners are using, so that business processes can be fulfilled easier.
5. What does your IT department function like?
Is your IT support team well-versed in the Microsoft and Google platform? Are they prepared to support a migration and configure something like Office 365?
If you have a large IT department, then you can go with either option. If you have a small, or non-existent IT department – G-suite is easier setup and maintenance for non-technical administrators.
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- 50 - 100GB of Email Storage*
- 30GB - Unlimited Email Storage*
*Determined by selected plan.
Offline Email Capabilties
- Outlook Email Client can be downloaded and accessed directly from the desktop. Outlook Web App can be accessed from any browser when you are offline.
- Gmail can be accessed online through a browser, and available offline only with Google Chrome browser.
- File storage and sharing with 1TB of OneDrive storage per user
- $.20 per gigabyte of extra storage
- 30 GB for Basic edition users, and 1TB on Business and Enterprise editions
- If an organization has more than 5 users, then you’ll have unlimited storage
Security and Compliance
Both Google and Microsoft have standard security features like vulnerability management, malware prevention, monitoring, and incident management.
- Data Loss Prevention (DLP) for emails and site content.
- Information Rights Management (IRM) with advanced options and file control in and outside the environment.
- Compliance standards include: HIPAA, HITECH, ITAR FedRamp, FISMA, EU Model Clauses, ISO, SSAE, SOC (1,2, & 3), FERPA, GLBA.
- Mobile device management to protect company data.
- Advanced Enterprise Capabilities with Enterprise plans, including Threat Intelligence, Advanced Threat Protection (ATP), Customer Lockbox, and more.
- Gmail DLP enables rules to prevent people from either accidentally or maliciously sending confidential data.
- Mobile device management allows administrators to enforce policies over mobile devices in their organization, encrypt data on devices, and perform actions like remotely wiping or locking lost or stolen devices. Works with Android, iOS, Windows Phone, and BlackBerry 10.
- Encryption of data occurs whether it’s on a disk, stored on backup media, moving over the internet, or travelling between data centers.
- Google contractually commits to maintain adherence to: ISO 27001, ISO 27018, SOC 2 & 3 audits during the term of agreements.
- Customers who are subject to HIPAA and wish to use G-suite with PHI must sign a business associate agreement with Google.
- Microsoft explicitly states, “You own and control your data”. On a page dedicated to data privacy as it relates to Office 365 for Business, Microsoft details how data is secured, accessed, where it is stored, and how they respond to government requests for your data. Find the webpage here.
- Google also explicitly states, “G Suite customers own their data, not Google. The data that G Suite organizations and users put into our systems is theirs, and we do not scan it for advertisements nor sell it to third parties.” Refer to Google G-suite Terms of Service for the amendment that covers Data Processing.
- Calling capabilities are currently being moving over to Microsoft Teams (from Skype for Business). Calling in Teams features direct routing, which means you can choose your telecom provider and centralize administration.
- Persistent chat, meeting, and conference call capabilities are also utilized in Teams.
- Limit of 200 participants in a meeting/conference.
- Hangouts Chat would be the Google equivalent to Microsoft Teams. Hangouts Meeting would be the app that hosts conferences, video calls, and meetings.
- Hangouts has a limit of 25 participants in a video call.
- Content co-authoring is available online and offline.
- Site and content management supported across apps, videos, and document workflows.
- Voice, video, and meetings have advanced meeting controls, right management features, and broadcast capabilities.
- Team project planning and task management applications.
- Content co-authoring is available with Google Docs, in offline and online mode (must use Google Chrome browser for offline editing).
- Apps are technically equivalent to popular Microsoft apps, but interface differs, and some capabilities are limited in comparison.
- Includes Information Rights Management (IRM).
- Voice capabilities are limited to dial-in.
We hope you enjoyed this comparison. Our analysis considers several aspects and features offered in each platform. As we aim to keep the content unbiased; both G-suite and Office 365 have massive potential, depending on the organization and its needs.
In Microsoft’s corner, we see the capability for more control, an easy transition, and more customization options (from an IT administrator’s point of view). In Google’s corner, we see a solution that is easy to administer, quickly adapting and giving Microsoft a run for their money. There are many misconceptions when it comes to G-suite. If we wrote this blog a couple of years ago, key features would be missing from G-suite and Office 365 would be the clear winner. But, that is no longer the case in 2018.
The main takeaway here is that if you need control over your data and environment, go with Office 365. If you’re looking for something fresh and exciting, then G-suite is for you. Unfortunately, G-suite does not give IT administrators as much control over their environment as Office 365 does.
Schedule a free consultation with one of our experiences IT consultants to determine which solution is right for you.