Microsoft 365 or Google Workspace for business email?
Both are secure, reliable choices for small business email at your own domain. Choose Microsoft 365 if your team lives in Outlook, Word and Excel. Choose Google Workspace if you already work in Gmail and Google Docs. How it's set up matters more than the brand: authentication records, two-step sign-in, and someone looking after the admin account.
How do I choose?
| Microsoft 365 | Google Workspace | |
|---|---|---|
| Email app most people use | Outlook | Gmail in a browser |
| Documents | Word, Excel, PowerPoint | Docs, Sheets, Slides |
| Shared inbox | Shared mailbox | Group or collaborative inbox |
Choose Microsoft 365 if:
- Your team uses Outlook on the desktop and wants to keep it.
- You trade Word and Excel files with customers and suppliers.
- You want shared mailboxes like info@ or office@ that several people answer. Microsoft’s documentation says a shared mailbox holds up to 50 GB without its own license. See what a shared mailbox is.
Choose Google Workspace if:
- Your team already uses Gmail and likes it.
- You mostly work in a browser or on phones.
- You edit documents together in real time and want that to be simple.
The short version
- Both give you email at your domain, calendars, file storage and strong security.
- Microsoft 365 suits teams who use desktop Outlook and Office files every day.
- Google Workspace suits teams who already use Gmail and work in a browser.
- Whichever you pick, set up SPF, DKIM and DMARC and two-step sign-in for every user.
Why does the setup matter more than the brand?
Three things decide whether your email is reliable and safe on either service:
- Authentication records. Gmail’s sender guidelines require SPF or DKIM from every sender. Read what SPF, DKIM and DMARC are.
- Two-step sign-in for every user. A password alone is easy to steal. See two-factor authentication.
- A named admin. Someone has to add and remove users, reset passwords and deal with a leaver’s mailbox.
What are the common mistakes?
- Choosing on price alone, then finding the cheapest tier lacks something you need, such as desktop Office apps.
- Moving without a plan for phones. Every phone and Outlook profile needs setting up again after a switch.
- Changing MX records before the mail is copied. New mail lands in an empty mailbox and people think it’s lost.
- Leaving old SPF entries behind for the provider you left.
What if I’m stuck on old email?
Signs it’s time to move: your email still comes from an old hosting account, you can’t turn on two-step sign-in, mail goes missing, or boxes keep filling up. A move usually goes: set up the new accounts, copy existing mail across, then change MX records so new mail arrives in the new place. Read how to change DNS records without breaking email.
How much does it cost, and how long does it take?
Both charge per user per month, and prices and tiers change, so check Microsoft’s plans and Google’s plans directly. How long a move takes depends on how much old mail there is and how many computers and phones need setting up again.
How does E-3 handle this?
Business email is one of our services, and the move itself is a common request. If you’re leaning toward Microsoft 365, see can you move my email to Microsoft 365 for what a move involves.
Related questions
Common questions
- Can I keep my email address if I switch?
- Yes. Your address belongs to your domain, not the provider. Switching means moving mail and changing a few DNS records, not changing the address.
- Is one more secure than the other?
- Both offer strong security, including two-step sign-in. What matters most is that it's turned on for everyone and someone looks after the settings.
- Do shared addresses like info@ cost extra?
- In Microsoft 365 a shared mailbox doesn't need its own license up to 50 GB, but each person using it needs a licensed mailbox. Google Workspace handles shared addresses differently, often with groups.
Rather talk it through?
Call our team, or send a note and we’ll reply within one business day. No pressure and no jargon.