Microsoft 365 or Google Workspace — how to choose without regrets

Full disclosure first

IT Broliai mainly works with Microsoft 365 — we set it up, look after it and sell its licences. So this lesson isn’t neutral.

So that you can trust it, we give you the questions that make for a fair decision — and we tell you when Google Workspace is the better fit.

The short answer

Both are good and secure. The difference isn’t quality, but who each one suits. And most importantly: if you already work in one and it works, switching is usually not worth it.

Five questions that decide the choice

1. What do your accountants and analysts work with? Complex Excel spreadsheets, macros, exports from accounting software — a strong argument for Microsoft 365.
2. How do you work together? Co-editing documents works well in both. Google Docs often feels simpler; Microsoft 365 is stronger when documents are complex.
3. Do you need device management and strict security? Microsoft 365 Business Premium has device management, conditional access and advanced protection in one plan.
4. What do people already know? Habits are half the battle. A team that has worked with Google for years will be slower in Microsoft at first, and vice versa.
5. Who will look after you? What matters is that your IT partner knows that particular solution well.

When Google Workspace is the better fit

• The team is small, works mostly in the browser and doesn’t like complicated settings.
• People are already used to Gmail and Google Docs.
• Complex Excel spreadsheets and desktop apps are hardly needed.

AI on both sides

Both vendors have built AI into their business plans. A Microsoft 365 work account includes Copilot Chat, and a paid Microsoft 365 Copilot licence adds Copilot working directly inside the apps. Google Workspace business plans include Gemini. More in the lesson Which AI to choose for work.

Why the decision is hard to change

Moving is possible in both directions, but it’s a project: email with its full history, files and their sharing links, calendars, integrations with accounting and CRM, and above all — people’s habits. So it’s worth spending an hour now rather than a week later.

A decision summary in half an hour — prepared by AI

You are an independent IT adviser. Help me choose between Microsoft 365
and Google Workspace for my company, and prepare a one-page decision summary.

ABOUT US
- Number of employees and line of business: [...]
- What we use now: [e.g. personal Gmail accounts, Excel, accounting
  software ..., nothing]
- What our accounting team works with: [...]
- Devices: [computers, phones, who looks after them]
- Special requirements: [e.g. NIS2, ISO 27001, client requirements]

PROCESS
1. ASK. Ask me the missing questions, one at a time.
2. COMPARISON. A table based on my needs: need → Microsoft 365 →
   Google Workspace → what matters to us.
3. RECOMMENDATION. Which plan to choose and why — in one sentence.
4. FIRST WEEK. A list: domain, accounts, MFA, file structure, training.

GOAL
The job is finished when I have a one-page summary I can show
management, and a to-do list for the first week.

RULES
- Don't invent prices or plan names. Mark anything that needs checking
  on the vendor's website.
- Be fair to both sides.
- Answer in English.

AT THE END
Separately — WHAT YOU DID NOT CHECK.

What to do this week

1. Use the prompt above to prepare a decision summary.
2. If you already work in one of them — check that everyone has a work account and MFA.
3. If you’re choosing for the first time — ask for a quote: pagalba@itbroliai.lt

Check yourself

Five questions on what you’ve just read. At the end you’ll get a certificate with your score.