Office 365 vs. G Suite: Who Serves You Better?

Jul. 23, 2018

Every application decision you make, from email to Excel, plays a significant role in powering your business.

21st century technology is changing and evolving to newer and better models and operating systems constantly, making it hard to decide on what computers, mobile phones, CRM software and the like to use within your company. So many businesses and their clients rely on the Internet for communication, storage, and many other critical aspects regarding the delivery of their services, it is imperative to take great care in selecting a productivity applications provider that is well-suited to your company’s needs. Every application decision you make, from email to Excel, plays a significant role in powering your business.

We regularly get questions from prospects and clients as to where the best place to host business email is — should they keep their old POP3/IMAP service, install a local Exchange server, or perhaps move to the Cloud? That being said, applications providers are not created equal. Two of the most popular providers include Office 365, powered by Microsoft, and Google Suite. Though both platforms are certainly reputable and perfectly viable options for businesses to implement, one may offer a higher benefit for a particular company than the other.

To get a better idea of what each provider has to offer (and what it might be lacking in), let’s look at the major applications that influence the way a business operates: email, file storage, internal office chat platforms, productivity suite applications, and cost.

THE BREAKDOWN

Email

When it comes to storage, Office 365 offers dedicated space for email storage separate from its other applications, while Google Suite shares storage throughout the platform. Both platforms support web; however, G Suite operates best using the Google Chrome web browser. G Suite also boasts an instant Recovery Time Objective on top of a near-instant Recovery Point Objective, making downtime after an incident practically nonexistent. If nothing else, the one business email solution we can easily remove from consideration — regardless of your risk tolerance, budget and user preferences — is POP3/IMAP.

email-icon

Entry-Tier Mailbox Size

Native Client App

Spam Management

Backup

Uptime

Recovery Point Objective

Recovery Time Objective

Data Leak Protection

Office 365

50 GB OWA/Outlook Yes/3rd Party 3rd Party 99.9% Near Instant Instant Yes

G Suite

30 GB Google Chrome Yes/3rd Party 3rd Party 99.978% Near Instant 1 Hour Yes
files-icon

File Storage

All businesses need a safe place to store, sort and share files. Email is backed up on servers rather than being downloaded to computers — we still get a handful of people reaching out to us every year using POP3 email, who need assistance because their computer crashed and they lost everything in their inboxes. Once again, Office 365 blows the competition away in the storage department, supporting entry-level users with a one terabyte size limit, which is massive compared to G Suite’s 30 gigabytes. Once again, though, G Suite supports an impressively short recovery time, whereas Office 365’s restoration can take up to one hour, potentially putting a massive dent in a day’s productivity.

Entry-Tier Size Limit

Backup & Restore

HIPAA

GDPR

Recovery Point Objective

Recovery Time Objective

Data Leak Protection

Litigation Hold

Office 365

1 TB 3rd Party Configurable Configurable 0 Hours 1 Hour Yes, for additional charge Yes, for additional charge

G Suite

30 GB 3rd Party Configurable Configurable 0 Hours 0 Hours Yes, for additional charge Yes, for additional charge

Internal Chat

In a fast-paced working environment, quick and easy communication is crucial to establish between coworkers. Ultimately, the instant messaging platforms by both Office 365 and G Suite possess the same level of functionality, versatility and security, though Office 365 has a much lower chatroom participant capacity than G Suite.

chat-icon

Instant Messaging

Video

Voice

3rd Party Integration

Desktop Application

iOS/Android

Retention & Backup

Chatroom Limit

2-Factor Authentication

Office 365

Yes Yes Yes Yes Teams Yes Yes 20 Users, Direct Message Yes

G Suite

Yes Yes Yes Yes Chrome Yes Yes 150 Yes
productivity-icon

Productivity Apps

Getting your ideas and proposals onto “paper” has never been easier. G Suite sports notable collaboration apps, like Google Docs, which allow multiple users to work simultaneously on one document without having to be in the same location or merge separate edited versions later. Both platforms offer customizable applications with real-time collaboration capabilities; however, G Suite’s offline access is far more limited than that of Office 365.

Included Software Suite

Install Location

Customizable

Real Time Collaboration

Payment Cycle

License Team

Office 365

Office 2016, with added charge Local or Cloud Yes Yes, with added charge Monthly Part of Subscription

G Suite

G Suite / Google Chrome Cloud, with limited offline capabilities Yes Yes Monthly Part of Subscription
Ultimately, Office 365 and G Suite possess different features and qualities targeted to different audiences. Office 365 is suited best for small and midsize businesses who are already invested in the Microsoft ecosystem. G Suite caters more to small businesses and start-ups with little to no existing infrastructure, inexperienced users, and mixed hardware environments. With these key notes to guide you, selecting the optimal program for your business should be a far less daunting task.

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