When it comes to getting work done, everyone has a preferred set of applications for things like email, word processing and spreadsheets. In terms of popularity, the two most preferred suites are Google Apps and Microsoft Office 365. While both platforms are similar in the tools they offer, it’s the capabilities of each platform that makes them more ideal than the other for personal, business, or educational environments.
Because this has become the subject of so much debate over the past few years, we’ll compare the platforms here:
Even though Office 365 has been around much longer than Google Apps, a number of large companies have already switched to the latter. It really depends on the business.
Google Apps is simpler than Office 365 in almost every respect — from having a simpler pricing structure to offering fewer features. The cost of using both at an entry level is about the same, but things get a little more complicated when you want to upgrade. Microsoft offers six different plans that the user has to go through and decide between, while Google only has two. Plus, Microsoft only offers Office 365 as a yearly subscription, whereas Google Apps is has a month-to-month option.
Google Apps was born in the cloud. Microsoft is showing up to the game a bit later. Because of this, many of the web-based productivity tools offered by Google are more robust than the corresponding Office 365 tools. In addition, Google Apps has a better track record when it comes to uptime. At launch, Office 365 was plagued with outages that kept many businesses holding off adoption until it stabilized. It’s gotten better, but as of February 2013, Office 365 users experienced 113 minutes of downtime for every 1 minute of downtime for Google Apps users.
Depending on one’s perspective, the Office 365’s extra features can seem either like an asset or a drawback. For companies that don’t need much from their applications, having fewer features can make Google Apps easier to learn and use effectively.
Generally speaking, Google tools will integrate more effectively with Apple tools. Microsoft solutions do not always integrate well with Apple operating systems. Due to this, a company might make the email hosting decision based on the type of computers already in use at the business. Apple shops should strongly consider Google Apps for Work. Microsoft-based offices can go either way, but if wanting to have those productivity tools function seamlessly in the desktop environment, then Office 365 will be the better choice.
That said, many prefer Office 365 in the workplace because they are accustomed to using one of the applications within it more than the others, such as Microsoft Word over Google Documents. While Gmail is largely preferred to Microsoft Outlook, Outlook has been around far longer, and many companies have been working with it for years — why switch now?
Most organizations stick with the Microsoft productivity suite because of familiarity. Learning new systems takes time and costs money. That being said, studies have shows that organizations see significant productivity gains by moving over to the Google Apps for Work suite. While it might not be as dramatic a change as the move from fax to email, it’s pretty close.
One thing’s for sure, though: If you’re looking to integrate the both in your business, you’ll have a tough time. They aren’t compatible, and if you try to copy and paste information from one platform to the other you will likely run into a problem. An example would be while attempting to transfer Excel formulas to Google spreadsheets.
In working with applications for education, both teachers and students need a suite that enables easy collaboration, offers a lot of storage, and supports learning programs. Both Office 365 and Google Apps for Education offer the usual applications that are necessary for basic office functions and can be used anytime, anywhere, and from any device. The two also supply users with a great deal of storage, but the storage for Google Apps for Education is unlimited.
So then it all boils down to the learning programs, a contest that Google seems to have won with Google Classroom. Google Classroom serves as a virtual learning environment that allows teachers to assign work, grade students, add files and upload media, and keep track of progress. At the same time, students are working within it, they can upload documents from their computers or Google Drive, and collaborate with their classmates on assignments.
In terms of having an office suite for your own use, it’s all about personal preference, more than anything else. Some people have grown up using Office applications, while others began using Gmail long ago and gradually moved onto using Google’s other applications from there.
Because not much is generally needed from an office suite, when used on a personal level, individuals often juggle whichever platforms are more convenient to use, often using more than one — sometimes using alternatives to Microsoft and Google applications. For instance, a Mac user may prefer Gmail for communicating with friends, Pages for word processing, and Excel for accounting.
It’s worth it to keep an eye on both Office 365 and Google Apps for any or all of your needs. Both companies are constantly working to improve their platforms and make them more user-friendly. The rule of thumb, however, seems to be that Google Apps is simple, while Office 365 is more complex.