The Pros and Cons of Microsoft 365 vs Google Workspace for Your Non-Profit 

Non-profits, just like all other organizations today, must leverage technology to enhance their operations, streamline processes, and better achieve their missions. However, with the myriad of solutions available, choosing the right ecosystem of cloud computing, productivity, and collaboration tools can be difficult.  

The two main options that stand out from the rest are Microsoft 365 (MS365) and Google Workspace. While each of them is successfully used by countless organizations around the world, the differences between them are so significant that choosing the right one for your non-profit is one of the most important technological decisions you will make.  

Google Workspace Is More Affordable  

At first glance, Google Workspace is the clear winner in the affordability department because it offers its basic plan with unlimited users and 100 TB of shared storage across all users. Microsoft 365, on the other hand, starts with a free Basic plan for up to 300 users (with 1 TB of storage for each user). Beyond that, you’re looking at $3 per user per month for the Standard plan and $5.50 for the Premium plan. In comparison, Google’s Premium Workspace plan is almost half a dollar cheaper.  

But focusing too much on the free plans can be a mistake because neither of them includes sophisticated cybersecurity protection. That’s a big problem because nonprofits have become juicy targets for cyber attackers. The cost of even a single minor cybersecurity incident can easily eat up all the savings on free plans for years to come. This makes investing in a more secure plan a matter of critical importance for safeguarding your organization’s mission and resources. 

Microsoft 365 Offers More Robust Security Features 

When it comes to security, both Microsoft and Google employ some of the most seasoned and talented professionals in the industry. As a result, they offer solid protection against common threats. However, Microsoft 365 goes several steps further to help organizations maintain top-notch security and data privacy. 

One of the key advantages of Microsoft 365 is that it provides a more granular level of control over who has permissions to access specific files and data. Needless to say, this capability is very useful for nonprofits that handle sensitive donor information or work on projects requiring strict confidentiality. 

Another powerful security feature that Google Workspace lacks is called Intune App Protection Policies. It allows administrators to control how data is handled within specific apps, regardless of whether the device is personal or company-owned. For example, they can prevent users from copying and pasting sensitive data from a work email to a personal app, or block screenshots of confidential documents.  

Google Workspace Is Arguably Easier to Use 

When Google released the core apps that make up Google Workspace back in 2006, users immediately fell in love with their ease of use. This user-friendly approach has remained a cornerstone of Google’s productivity suite ever since. 

The beauty of Google’s apps lies in their simplicity. While Microsoft Office applications like Word and Excel are packed with features, many of which the average user never touches, Google Docs and Sheets offer a streamlined experience focused on more commonly used functions.  

Of course, the ease-of-use argument in favor of Google Workspace is relevant only if employees have no experience with either suite. The fact is that many people know their way around Microsoft Office apps since they’ve been around for ages and are taught in schools.  

Microsoft 365 Includes Powerful Desktop Applications  

While the free Microsoft 365 and Google Workspace plans offer similar web and mobile versions of familiar productivity and collaboration software, only paid Microsoft 365 plans include more powerful desktop applications that can run directly on employees’ laptops and desktops.  

*Available in paid plans only 

Excel, in particular, is such a powerhouse application that some nonprofits essentially build their operations around it, especially when combined with Access to handle everything from donor databases and event management to financial tracking and complex reporting .  

Google Sheets, while capable, simply can’t match Excel’s extensive capabilities when it comes to complex data analysis, pivot tables, advanced formulas, and database integration.  

Microsoft 365 Makes Device Management Straightforward  

Effective device management is essential for non-profits to ensure security, compliance, and smooth operations across various teams and locations. Microsoft 365 excels in this area by providing comprehensive Mobile Device Management (MDM) solutions that cater to both Apple and PC environments. 

Thanks to Microsoft Intune, administrators can easily enroll, manage, and secure a wide range of devices including Windows PCs, Macs, iPhones, and iPads. This cross-platform support makes it possible to enforce security policies, deploy applications, and monitor compliance from a single, unified console regardless of the devices your staff and volunteers use. 

Adding to this robust management framework is Windows Autopilot, a powerful collection of technologies designed to simplify the deployment and configuration of new devices. With Autopilot, devices can be pre-configured and sent directly to end users, ready for immediate use. Additionally, Autopilot can be used to reset, repurpose, or recover devices, making it easier to manage the entire device lifecycle with minimal infrastructure. 

Moreover, Microsoft 365’s device management tools provide detailed reporting and analytics that can give your non-profit valuable insights into device compliance, security threats, and usage patterns. These insights allow for proactive management and quick response to potential issues. 

Verdict: Microsoft 365 Is the Best Choice for Non-Profits  

While Google Workspace offers an attractive price point and user-friendly interface, we consider Microsoft 365 to be the superior choice for most non-profits because it makes it much easier to create a secure, well-managed IT environment where all employees are equipped to perform their jobs effectively. 

Furthermore, Microsoft 365’s powerful desktop applications, particularly Excel and Access, offer advanced features that can be pivotal for complex data analysis and database management—tasks critical in the operations of any organization, let alone non-profits where every cent has to be accounted for. 

If you’ve decided that Microsoft 365 is the right choice for your non-profit or have some questions about it, OSIbeyond is here to help. Our team of experts specializes in assisting non-profits with their technology needs, including Microsoft 365 deployment, customization, and ongoing support.  

Contact OSIbeyond today for a free consultation, and let us help you leverage the full potential of Microsoft 365.