Why Do Companies Switch From Google Workspace To Microsoft 365?

When it comes to meeting the needs of businesses for day-to-day tasks, cloud-based office suite software is often the answer. These packages offer productivity apps, options for collaboration, and more. Microsoft 365 and Google Workspace are two of the top options in this category, and both have versions aimed at businesses. When tech companies like Microsoft and Google are in direct competition, upgrades are inevitable, so companies may switch from one to the other for a few reasons, including accessing the latest features. For example, going with Microsoft 365 means companies have offline access to Excel, Word, and PowerPoint. 

Google Workspace needs an internet connection for its productivity apps unless you set up the offline working mode before losing online access. With intermittent or no internet access, being able to continue working with Microsoft's apps can be a huge advantage for your business. Additionally, once internet access returns, Microsoft 365 automatically copies any changes you made to the cloud. That said, businesses can only use the Microsoft 365 apps without an internet connection for up to six months, and a subscription is required to do so. Some people believe this cost is one of the disadvantages of using Microsoft Word over Google Docs.

Although both Microsoft 365 and Google Workspace offer security features, Workspace's features may be too basic for some businesses, causing them to make a switch. Microsoft 365 is generally considered to offer more advanced data protection, including the ability to manage data security preferences by region. For businesses in the healthcare arena that manage data with HIPAA compliance in mind, for example, Microsoft 365 is known as the more consistently secure option versus Workspace. 

Although both suites offer compliance with HIPAA, GDPR, and SOC 2, it is not automatic with Workspace and requires extra steps, such as enacting certain security settings. Additionally, Microsoft 365 includes email encryption, helping protect sensitive health information. Gmail only offers this level of encryption in some of its enterprise subscription tiers. 365 also offers data loss prevention (DLP) tools to limit leaks, while Workspace requires an enterprise subscription tier for this feature, too. 

Some businesses might consider Microsoft 365 an essential app for remote workers because it allows for safe and secure collaboration on files created in Word or PowerPoint while using Teams. When collaborating with remote workers in Teams, you can also set file-sharing security parameters based on whether the team is private or public, as well as who can see or edit the files.

Google Workspace and Microsoft 365 have subscription costs associated with their business tiers. Price points are similar, with Microsoft 365 ranging from $7 to $32 per month per user, while Workspace's pricing tiers run between $7 and $22. However, some businesses may be able to save money with 365 because it includes certain features that cost extra with Workspace. For example, if you need to hold live remote video meetings for a huge organization, Microsoft Teams allows up to 20,000 attendees, and every 365 business pricing tier allows recording. Workspace has a 1,000-person limit, and higher-level subscription tiers are required for recording. Companies would also need an enterprise-level pricing tier to allow more meeting participants. 

Additionally, one of the hidden Microsoft 365 features companies can use to save money is Copilot, which is Microsoft's AI tool. Rather than paying a separate subscription for a third-party AI tool, such as ChatGPT, you can use Copilot as part of the Microsoft 365 subscription you're already paying. Both Copilot and ChatGPT use OpenAI models as a base technology. If you prefer working with Gemini AI, Google Workspace began incorporating Gemini in early 2025. It's readily available in the side panel of Workspace to help you write or manage day-to-day tasks.