Considering shopping around for a new intranet solution? You might be faced with a tough choice between Google Apps vs. Microsoft Office 365. Google Docs – with its browser-based tools for managing and sharing documents, from text to spreadsheets and presentations – forms the backbone of the Google Apps ecosystem, which includes other functionalities like calendars, websites, lists and forms.
In recent years, Google Apps has presented a formidable challenge to the standard intranet solution of Office 365. Since the two systems are in direct competition, constantly coming out with new features, you’ll need to stay on top of the latest developments and project how they’ll affect your business in the years to come.
Lucky for you, we have the highlights below.
Functionality
To begin with, you need to understand the pros and cons of each system, in both desktop and online versions.
- Desktop: With the advanced capabilities in Word, Excel and PowerPoint, Microsoft shines on the desktop. Google Docs, Sheets, and Slides have great features for everyday use but aren’t well suited for power users. Still, if you’re only using 20 percent of the software anyway, this might not be a concern.
- Online: Microsoft also excels when working with the online versions of their software, which provide all the standard benefits of software as a service, like collaboration tools and mobile access. When you need more advanced functionalities, you can switch off to the desktop version, which is lacking with Google.
- Integration: In Office 365 and SharePoint, you can send your documents to other people manually or through automated workflows. Google has good features like calendars and instant messaging tools, but Microsoft does a better job of providing a holistic ecosystem that integrates its products and bridges the desktop-online.
Microsoft is the clear winner for organizations that rely on automated business processes and powerful software.
Ease of Use
Things are more balanced between the two competitors, however, when rating the extra features that Google and Microsoft provide.
- Search: When it comes to search, Google is king. The search capabilities in Google Docs and Google Apps are very advanced. Microsoft has made strides to improve search in recent years, especially with the Delve app for personalized content in Office 365, but Google still reigns supreme in this category.
- Navigation: Microsoft has the upper-hand with navigation. When using Google, things like labels and metadata take a back seat to the more algorithm-based search capabilities. SharePoint gives users a consistent browsing experience with tags and metadata, allowing them to poke around to find things by happenstance.
- Coauthoring: Google Docs has very strong collaboration features, where you can see actions in real time, color-coded by who’s performing them. You can also use Google Hangouts to chat with your coworkers over text, audio and video. Microsoft has tried to catch up in recent years with its browser-based Office Online suite, but the desktop versions of these programs don’t have the same rich coauthoring functionalities.
Cost
Using the basic version of Google Apps is free, and Google Apps for Business has a simple, upfront, two-tiered pricing structure. Meanwhile, Microsoft has different subscription plans for different types of users and businesses.
So if you’re wondering how much SharePoint and Office 365 will cost, you might not find a clear answer right away. However, you will have more options with Microsoft, so it might be less expensive depending on your business model and existing Microsoft technologies.
Final Thought
When deciding between Google Apps and Office 365, you need to make sure that your choice will maximize efficiency and establish the right foundations for the future. The key takeaway here is that you should carefully examine your business case to make the correct decision for your company.
For example, although Microsoft has a lot of advanced features in its desktop software, you may not need to use them, making them a moot point. Be honest about which tools are more valuable, and choose the one better suited for your organization.
