Is Google better than Microsoft

Office & collaboration

Where do both products come from?

It's actually exciting to take a look at Google's G Suite, especially if you come from the Microsoft world. There are already big differences in the development:

  • At that time, Microsoft 365 was assembled from individual server products under the name Microsoft's Office 365, which themselves had a long history.

  • Google's G-Suite was designed for use in the cloud from the start.

Microsoft tries more and more to postpone the individual server products of Microsoft 365 in order to strengthen the view of the "big picture". But if you move around the admin interface, you will immediately come across terms such as Exchange or SharePoint. This may be familiar, if not comforting, to the longtime Microsoft admin. For a complete newcomer, however, it is difficult to understand why part of the user management takes place in Microsoft 365, another in Azure and then also in Exchange. Historically, all of this can be explained, but what does it matter to someone who is new to the topic and whose main area may not be administration.

costs

Google offers a basic version for 4 euros per user per month. A business version costs 8 euros. The enterprise offers then already hit with 23 euros. Here is the price list. As with Microsoft, users can be added or removed at any time, so scaling is unproblematic.

Reading tip: OneDrive for Business FAQ: Office 365 cloud storage - you need to know that

Office 365 is now called Microsoft 365 in the business versions. The monthly rates are cheaper here, but there is an upper limit of 300 licenses per Microsoft 365 tenant. Here is the price list.
The Enterprise plans do not have such an upper limit, but are priced at 20 to 35 euros per month.

scope

The main difference between G Suite and the free Google Apps is that it offers services for companies. Examples are:

  • a company domain for the mail addresses,

  • a larger storage space for mails and files

  • round-the-clock support by phone, email or online

Google guarantees an availability of 99.9%. That means a maximum downtime of approx. 9 hours per year.
E-mails, telephony and video conferencing as well as a shared calendar are already available in the basic version of G Suite. Apps for documents, spreadsheets and presentations are also included. Each user then has 30 GB of storage space available in the cloud.

Only the business package then offers unlimited storage space and the "Cloud Search" from Google. Security and administration functions such as the archiving of mails and chats as well as the definition of retention guidelines can only be found in the business package. Also included are audit reports for tracking user activity (e-discovery).

All administrative functions are withheld from the Enterprise plan, such as:

  • special devices to protect against data loss in the mail application and the Google Drive storage space,

  • hosted S / MIME,

  • Integration of third-party archiving tools,

  • company-specific access control with the enforcement of security keys,

  • Mail log analysis.

Security and data protection

Google advertises compliance with standards, including:

  • SOC1 (SSAE-16 / ISAE-3402),

  • SOC2,

  • SOC3,

  • ISO 27001,

  • ISO 27018: 2014 and

  • FedRAMP.

Like Microsoft, Google also offers the EU model contractual clauses. These are necessary to meet EU data protection requirements. Google encrypts its data, at least with the AES encryption method (Advanced Encryption Standard) with 128 bits.

The data is encrypted on several levels. Google enforces HTTPS (Hypertext Transfer Protocol Secure) for all transfers between users and G Suite services and uses Perfect Forward Secrecy (PFS) for all services. Message transmissions with other mail servers are also encrypted using Transport Layer Security (TLS). Google uses 2048-bit RSA keys during validation and critical exchange phases. This protects message communication when users send and receive emails to and from external recipients who also use TLS.

With PFS, the private keys for a connection must not be stored permanently. If a participant breaks a single key, he can no longer decrypt connections that have been made for months. Not even the server operator can retrospectively decrypt the HTTPS sessions.

With both Microsoft and Google G-Suite it is now possible to set the data storage location to Europe at the beginning.

Link tip:Google White Paper on Security and Compliance

overview

Docs, Sheets and Slides represent word processing, spreadsheets and presentation programs. All of these apps run directly in the browser and cannot be installed. Google focuses on working with others so that all documents can be worked on together and in real time. An offline mode is also available for editing files without an Internet connection. Google is also redefining the position of the browser: It is not the operating system that is decisive, but rather the browser alone forms the framework for the apps.

Individual surveys, questionnaires and forms can be added to Google Forms create and use internally or externally in the company. A Google account is not required to fill out the forms. The results land directly in Google Sheets. The creation takes place via a graphical user interface. Programming skills are not required. You can use it to collect a maximum of 2 million responses per survey.

With Google notes ideas and tasks can be noted down. The notes can be provided with reminders or edited together with team members. You can filter notes by color, label or attribute. Audio notes can also be processed.

Gmail is for managing the Mails responsible. You can integrate the company domain so that e-mails can also be received and sent with the company address. The advertising known from the free version is of course not available in the paid version.

Google Vault is the eDiscovery service from Google. Vault lets you manage, store, search, and export email, Google Drive file content, and recorded chats from your organization. Information can be stored in this way for several years.
Content retrieved through search can be converted to standard formats for further review. For example, you can use audit trails to see searches, message views, and exports. User activities can also be tracked in Vault.

The google calendar, which uses the iCal standard, is used to manage appointments and resources. A joint use is possible, as well as the publication on the web. Users can also use Google Calendar to check the availability of meeting rooms or other resources and add events.

You can use Google to find your intranet, public website, or department and project sites Sites implement. This works even without programming and HTML knowledge. With the help of a graphical user interface, the pages can be structured and supplemented with images and videos. Access rights for viewing and editing can be set for the individual pages.

Google offers you Facebook for your business in the form of Google+ at. Google+ could not establish itself in the private sector, but it is present in G Suite.
With Google+, you enable your employees to exchange news, ideas and relevant information in real time in an online community you have created. Google+ supports different sharing options - from public to private. In this way, you can determine whether employees can view, create and interact with public content from within your company network.

Google Drive are the "own files" of every user. The files can be saved on Google, but can also be synchronized locally on the PC. In addition to creating and editing files, the service also allows sharing with colleagues or external people outside the company.

Reading tip: OKR - Google's recipe for success simply explained

Google combines voice, video and chat functions in the app Hangouts. Hangouts has replaced Google Talk and Google Voice. You can also use it to organize meetings with multiple participants, share your screen, or work on files together. The service Hangouts On Air allows you to stream live broadcasts to Google+, YouTube and personal websites. The Google+ integration also saves each shared photo in a private, shared album on Google+.
Administrators can limit Hangouts to users in the same domain and thus exclude external participants.

The google Cloud search is the search function that covers all G-Suite products. You can use it to find e-mails, files, people, notes and calendar entries.

However, the depth of these individual apps is often completely different. In the classic Office products in particular, Microsoft offers functions and options that are almost unrivaled on the market. The apps from G Suite don't stand a chance either.

The question naturally arises as to whether the classic user needs this depth. Or whether he is overwhelmed at one point or another. Nevertheless, there will usually be people in every company who appreciate precisely this variety of functions and who do not want to miss them.

differences

An important difference: With G Suite, we only talk about cloud applications that have been trimmed for collaboration and run in the browser. Google does not offer an installable Office package as is known from Microsoft with Word, Excel, and PowerPoint.
Microsoft relies on the tried and tested Office package, which first had to be revised for the collaboration. Nevertheless, many of the users are at home in the Microsoft world and appreciate the speed of locally installed software and the range of functions of the Microsoft Office suite. If you want to work with leaner apps in your browser, you can access the web apps at Microsoft.

Overlap between G Suite and Office 365

G Suite and Microsoft 365 actually have some tools on board that overlap, as you can see in the table below.

Microsoft tools

Google tools

Outlook

Gmail

Word

Docs

Excel

Sheets / slides

Forms

form

SharePoint

Sites

Teams

Hangout

Yammer

Currents

OneDrive for Business

Google Drive

Famous defectors

In 2018, a large company pushed its attention to G Suite. Airbus switched from what was then Microsoft Office to G Suite