G Suite vs Office 365 Cost Comparison

G Suite vs Microsoft (Office) 365 Cost Comparison

EDIT: 25/05/2020: Office 365 has changed to Microsoft 365 and the pricing structure has been changed accordingly.

What do Microsoft 365 and G Suite do?

Microsoft 365 (also known as Office 365) and G Suite are sets of productivity tools created by Microsoft and Google respectively, which allow you to carry out business tasks ‘in the cloud’ (or on the desktop in some cases). G Suite used to be called Google Apps for Work and is still sometimes referred to as Google Apps, so if you hear or read anything about them – they’re the same thing!

Microsoft 365 and G Suite both offer a range of tools and functionality, including communication platforms, word processing, spreadsheets, presentations and more, while also allowing team members to collaborate on files to increase efficiency.

Both services offer tiered pricing plans that allow clients to pick the most suitable option for their organisations. So let’s see what’s available from each of them.

The best way to find out what plan works best for your organisation is to get in touch with one of our deployment experts. We can discuss the cost differences between Microsoft 365 and G Suite, compare the features and consider which tool would suit your organisation best.

How do they compare?

G Suite

G Suite is provided over the internet by Google in the form of web applications, rather than locally installed software, meaning that they can all be accessed from any device with an internet connection. This significantly reduces the total cost of ownership as there is no requirement for installation, maintenance, infrastructure scaling or equipment upgrades, which is a great help for ROI.

Choosing a G Suite plan is quite straightforward, as there are only three plans available.

*All of the functionality mentioned in the lower G Suite tiers is also included those above it, even if not mentioned.*

Basic Plan – £4.60 per user per month (as of 02/04/19)

  • Business email addresses
  • Video, voice and conference calls
  • Shared online calendars
  • Online documents, spreadsheets and presentations
  • 30 GB of online storage
  • Google Sites (a tool for building simple websites and intranets)
  • Security and admin controls
  • 24/7 phone and email support

Business Plan – £9.20 per user per month (as of 02/04/19)

  • Unlimited file storage (or 1TB if your organisation has less than 5 users)
  • Advanced search functionality using Google’s Cloud Search
  • Audit and reporting insights for Drive content and sharing
  • eDiscovery covering emails, chats, docs and files
  • Email archives / message-retention policies

Enterprise Plan – £20 per user per month

  • Data loss prevention for files and email
  • Integration with third-party archiving tools
  • S/MIME for Gmail (improved encryption for emails)
  • Advanced admin controls and security
  • Email usage reporting via analytics tool BigQuery

Unlike a free Google account, no G Suite plan involves the display of advertising content while you work – Google doesn’t scan your data.

For many organisations, the biggest difference in the G Suite plans will be file storage. The ‘Basic’ plan, restricts each user to 30GB of storage, whereas the ‘Business’ plans offers 10Tb, although – as long as you have more than 5 users in your organisation – you get unlimited storage.

If file storage is a big concern for your organisation, it’s important to note that all documents created within G Suite applications, such as Docs, Sheets and Slides, do not count towards your storage limit, and neither do files that have been shared with you by other users. So you may find that the 30GB ‘Basic’ storage limit is more than enough after all.

Microsoft 365

The pricing options for Microsoft 365 are a bit more complicated due to the range of different options they have for Home, Business, Enterprise and Education. Microsoft 365 plans also vary in terms of web apps and installed desktop applications, so be sure to work out which would best suit your business requirements.

To keep things nice and simple, we’re going to look at the Microsoft 365 plans that are most comparable to G Suite.

*Not all functionality from the lower tiers of Microsoft 365 are included in the higher levels.*

Microsoft 365 Business Basic – £3.80 per user per month

  • Business email addresses
  • Web versions of Word, Excel, Powerpoint and Outlook
  • 1TB of file storage and sharing with OneDrive
  • Company-wide intranet and team sites with Sharepoint
  • Video conferencing
  • Enterprise social media and communications with Yammer
  • Maximum of 300 users

Microsoft 365 Business Standard – £9.40 per user per month

  • Business email addresses
  • Desktop applications of Outlook, Word, Excel, Powerpoint, OneNote, Access & Publisher
  • Web applications of Word, Excel & Powerpoint
  • 1TB of file storage and sharing with OneDrive
  • 24/7 phone and web support
  • Maximum of 300 users

Microsoft 365 Business Premium – £15.10 per user per month

  • Business email addresses
  • Desktop applications of Outlook, Word, Excel, Powerpoint, OneNote, Access & Publisher.
  • Web applications of Outlook, Word, Excel & Powerpoint
  • Unlimited storage and file sharing with OneDrive
  • Team sites and Intranet with SharePoint
  • Video conferencing with up to 250 people
  • Host meeting for up to 10,000 people with Skype Meeting Broadcast
  • Enterprise social media and communications with Yammer
  • eDiscovery with in-place search, hold and export
  • Manage schedules with Microsoft StaffHub
  • Manage tasks and teamwork with Microsoft Planner
  • Unlimited users
  • 24/7 phone and web support

A big difference to look out for is the business email addresses. If you will require this for all of your users, then you will need to steer clear of the basic plan, but if not, the rest of the functionality may suit you perfectly.

So which works out cheaper, Microsoft 365 or G Suite?

Although the pricing for each plan is listed above, this doesn’t fully detail the total cost of ownership. Different plans will work better for different organisations, as many will require functionality that others don’t. The important aspects to consider are email and file storage, archiving, data loss prevention and the flexibility of user accounts.


Every business case is different, and because there are so many different options available when moving to the cloud, especially across Microsoft 365 plans, it’s important to take the time to discuss what your business really needs. As we are both Microsoft and Google partners, you can get in touch with us and we can help advise you on what will suit your business needs best.

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