There are many reasons that an organization or an individual might switch from Microsoft 365 to Google Workspace. Most importantly, this transition can be a significant shift for users accustomed to the former’s features and functionalities. And that’s just how it is; some people unlearn and learn faster than others. 

Still, it doesn’t have to be that way. We'll kick things off today by reviewing what Google Workspace is, followed by how to access Google Workspace applications, and we'll go through the following user interfaces and do a side-by-side comparison to Microsoft 365 applications. 

1. Desktop Applications vs. Cloud-Based Services

One of the most notable differences is that Microsoft 365 includes desktop applications like Word, Excel, and PowerPoint. These applications are accessible both online and offline. In contrast, Google Workspace is entirely cloud-based, meaning all work is done online without desktop versions of its apps. This cloud-based nature can streamline your workflow, eliminating the need for software installations and updates.

2. Automatic Saving

Another significant change is how documents are saved. Thanks to their cloud integration, Google Workspace applications automatically save your work as you go. This feature ensures that your data is always up-to-date and minimizes the risk of data loss, providing a seamless experience compared to the manual save processes often used in Microsoft 365.

3. Feature Robustness

While Google Workspace offers a robust suite of tools that are sufficient for most users, some may find it lacks certain advanced features that are available in Microsoft 365. However, for basic functionalities and day-to-day tasks, Google Workspace is more than capable. 

4. Terminology Differences

Lastly, there are a few terminology differences between the two platforms. For example, what is known as the "ribbon" in Microsoft 365 is referred to as the "toolbar" in Google Workspace. Familiarizing yourself with these terms will help ease the transition and improve your efficiency with the new tools.

5. Saving a File

One of the most fundamental differences between Microsoft 365 and Google Workspace is how files are saved. In Microsoft 365, you must manually save your files. For instance, when working in Microsoft Word, you need to navigate to the "File" menu and select "Save" or "Save As" to store your document. Additionally, the "AutoSave" feature must be toggled on for automatic saving, which is not always the default setting.

In contrast, Google Workspace simplifies this process by automatically saving your work in real-time. When you create or edit a document in Google Docs, every change is instantly saved to Google Drive. 

For example, if you make an edit in a Google Doc, you will notice a brief "Saving" message, followed by "Saved to Drive." This continuous saving mechanism ensures that your latest changes are always preserved, eliminating the need to manually save your work and reducing the risk of losing data.

This automatic saving feature in Google Workspace provides a seamless and worry-free user experience, making it a key advantage over the manual saving process in Microsoft 365.

6. Creating Files and Folders

In Microsoft 365, you can create new files by going to "File" > "New" or using "Control + N" in Word. These items will be automatically created and saved in OneDrive. However, you do have the option to save a local folder onto your computer. 

Since Google Workspace is cloud-based, all your folders will be saved online. You can use the "New" button in Google Drive to create folders, Docs, Sheets, Slides, and more. Right-clicking in Google Drive or using the "File" > "New" option within any open document also allows you to create new files. 

Both platforms offer intuitive ways to efficiently organize and manage your files and folders.

7. Sharing Those Files and Folders

In Microsoft 365, you can share directly from an open document by clicking the "Share" button, which is available when AutoSave is turned on. This allows you to send the document link and adjust permissions for recipients. Alternatively, within OneDrive, you can select a file or folder and click "Share" to generate a shareable link with customizable permissions.

In Google Workspace, you can share files or folders by right-clicking on them in Google Drive and selecting "Share." This opens a window where you can enter email addresses, set editing permissions, and send notifications. 

Additionally, you can copy a shareable link to distribute via chat, email, or other communication methods. Within any Google Doc, Sheet, or Slide, you can use the "Share" button in the upper right corner to access the same sharing options, allowing you to manage permissions and notify collaborators efficiently.

Sharing in Google Workspace happens in real time, too. This means that anyone with access to a folder can see all the changes made inside it. This is great when teaching a colleague where certain folders should be. 

While this is certainly possible in Microsoft 365, it requires an additional step which they call “co-authoring”. To do this, navigate to 'Edit Document' and then choose 'Edit in Browser'. Should there be others editing the document as well, you will be able to see their activity and the modifications they are applying.

Is Google Workspace better than Microsoft 365?

Choosing between Google Workspace vs Microsoft 365 depends on your needs and preferences. Both platforms offer robust tools, but they cater to different workflows.

1. Accessibility and Collaboration

Google Workspace excels in real-time collaboration and cloud accessibility, allowing multiple users to work on documents simultaneously from any device. Microsoft 365 also offers collaboration through OneDrive and Office Online but pairs it with powerful desktop applications for offline access and advanced features.

2. Feature Set and Customization

Microsoft 365 is known for its rich features and extensive customization, ideal for professional and enterprise needs. Google Workspace, while less feature-rich, provides essential tools with an intuitive interface, perfect for everyday tasks and easy integration with other Google services.

3. Cost and Licensing

Google Workspace has straightforward pricing with access to all tools. Microsoft 365 offers multiple licensing options, allowing tailored solutions based on specific needs, including desktop app access.

4. Security and Compliance

Both platforms offer robust security. Microsoft 365 provides advanced security features and enterprise-grade protocols, while Google Workspace focuses on cloud security and ease of management.

Conclusion

Google Workspace is ideal for teams valuing seamless collaboration and cloud access, while Microsoft 365 suits users needing advanced desktop applications and customization. Your choice should depend on your workflow, feature requirements, and budget.

Increase Your Productivity With Either Office Software With Intellezy

Transitioning from Microsoft 365 to Google Workspace or vice versa can be challenging. At Intellezy, we provide comprehensive training videos to support your organization every step of the way. Whether you're navigating a transition or simply looking to enhance your team's proficiency in either platform, our extensive video library offers the solutions you need.

Our training covers all essential aspects of both Google Workspace and Microsoft 365, from basic functionalities to advanced features. With our expert-led courses, your team will gain the skills and confidence needed to maximize productivity and efficiency in either environment.

Why Choose Intellezy?

• Comprehensive Coverage: Detailed tutorials on Google Workspace and Microsoft 365 applications.
• Expert Instruction: Learn from industry experts with real-world experience.
• Flexible Learning: Access training videos anytime, anywhere, at your own pace.
• Supportive Resources: Additional materials to reinforce learning and ensure mastery.

Visit our website today to explore our offerings. Let Intellezy help your organization master the digital tools you rely on and ensure a smooth, productive transition between platforms.