Google Workspace
7 reasons to reconsider switching from Google Workspace to Microsoft 365
Google Workspace and Microsoft 365 are the two big names in workplace tools. Both offer email, docs, storage, calendars, and video calls — pretty much everything most teams need. Microsoft 365, known for Word, Excel, and Outlook, often feels like the safe or more complete choice. It’s no surprise that companies using Google Workspace start to wonder if switching makes sense.
We wrote this to help you pause before making that jump. Here’s a closer look at what migration really involves, what you might lose, and whether a switch is even necessary.
Is the switch really worth it?
Moving from Google Workspace isn’t just about using different apps. It often comes with more issues, costs, and downtime than expected. Microsoft 365 is a solid platform, but that doesn't automatically make it the better one. Not if Google Workspace is already working.
In our day-to-day work with technology teams, we’ve seen that companies that rely on speed, flexibility, and cloud-native tools are usually better off staying with Google Workspace. It’s easier to manage, faster to learn, and helps teams move quickly.
So before you put time and money behind a platform change, ask yourself what you’re really trying to fix. Is this something Workspace can already solve?
Reason 1: Google Workspace was built for the cloud. Microsoft 365 wasn’t
Google Workspace was designed for the web from the start. It’s not a desktop suite reworked for the cloud — it’s always been cloud-first. Apps like Gmail, Docs, Slides, Sheets, Meet — all built to run in the browser, update automatically, and work from anywhere without needing to install anything.
Microsoft 365, on the other hand, grew out of desktop software. Most of us are probably familiar with Word, Excel, PowerPoint, even Outlook, and these are, without a doubt, great tools.
But they’ve been adapted for the cloud, so you often still deal with installed apps, desktop syncing, and tricky version control — especially when mixing browser and desktop versions. Microsoft has invested a lot of resources in bringing these tools to the cloud and web, but this history hasn’t been erased yet.
Why does this matter for migration?
Moving from Google Workspace to M365 means shifting from a light, web-focused model to one that often still has strong ties to installed software, despite having good web options. This can add tasks for IT and really change how users interact with their tools. Workspace tends to be cleaner to manage and easier for people to use day-to-day. Sharing is simple, updating is automatic, and collaboration happens live without thinking about it.
Reason 2: Changing platforms means changing team habits
People often praise Google Workspace for its clean design and how easy it is to use. Tools like Gmail are often seen as more intuitive than alternatives like Outlook. Many employees, especially those who joined the workforce more recently, are also very comfortable with Workspace — they grew up on it and use it every day.
Switching to Microsoft 365 means changing workflows people are used to. You’re asking them to move from Gmail to Outlook, from Google Docs to Word, from Drive to SharePoint or OneDrive, from Meet to Teams. This essentially means retraining their habits, and training takes time. Productivity drops while people adjust, and the IT team will get more support tickets. You’ll need a clear plan and extra support to guide the change.
Why does this matter for migration?
If your team is already productive with Google Workspace, you need a good reason to switch. People knowing their tools is a big advantage. Don’t underestimate the time, cost, and challenges involved in forcing everyone to learn a new system.
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Reason 3: Google still does real-time collaboration better
Google Workspace set the standard for multiple people working together live in one document. They can open the same doc, make edits at the same time, leave comments, and see changes happen immediately — no saving, no version issues, no sending it to a colleague as an attachment.
Microsoft has improved real-time collaboration in M365. You can work together live, but it’s not always as smooth. Collaboration often depends on whether someone is using the browser version or the desktop app. You may run into syncing issues or delays. Figuring out where files are — Teams, SharePoint, or OneDrive — might add some friction. It works, but it can take more effort.
Why does this matter for migration?
If your team uses Workspace’s quick, collaborative editing and sharing, moving to M365 could slow things down. Work might feel less smooth, and it will take some adjustment that might just annoy people who are used to how Google works.
Reason 4: Migration is expensive, messy, and takes time
When thinking about the cost of switching platforms, it’s easy to focus just on the monthly subscription prices. But that’s only part of the picture. Migrating from Google Workspace to Microsoft 365 is a large-scale project, and one that often comes with hidden costs and unexpected complications. It’s not just about activating new accounts.
Here’s what this actually involves:
- Data migration
Moving your data from Google to Microsoft takes more effort than you might expect
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- Email: Gmail labels don’t match Outlook folders, and filters and archives often need to be rebuilt. Tools can help, but getting everything across cleanly isn’t automatic.
- Files: Moving Drive files to OneDrive/SharePoint means keeping structures, permissions, comments, and versions. Google file formats (like Docs and Sheets) also need to convert — and the results aren’t always perfect.
- Google-only tools: Things like Google Sites, Forms, and Apps Scripts usually don’t have direct replacements in Microsoft 365. Some can’t be migrated at all, which means manual work, finding new tools, or rebuilding workflows from scratch.
- Special tools and outside support
You’ll probably need third-party migration tools just to handle the basic things. Most companies also hire outside consultants to plan and run the migration, which adds more cost.
- Your IT team’s time commitment
Your internal IT team will spend a lot of time planning, testing, managing the transition, fixing problems, setting up new users, adjusting security settings, and helping people get back on track after the switch.
- Potential downtime
Even well-planned migrations often include moments where users can’t access email or files. Some things usually go wrong, and your users will find out immediately.
- Risk of data loss
No migration is (usually) perfect. Emails, documents, or permissions can be lost or broken if steps are missed or tools don’t act as expected. Plus, verifying every piece of critical data adds yet more time and risk to the project.
Why does this matter for migration?
Switching from Google Workspace to Microsoft 365 costs more than just the new license fees. You also need to think about migration tools, possible consulting fees, the time your internal team will spend on it, training for users, and a likely drop in productivity during the switch.
It’s not a tiny project, so ask yourself first: is the problem you’re trying to solve really worth all this effort and cost? In many cases, improving how you use Workspace is the better option, and far less disruptive, too.
Reason 5: You could end up paying more, not less
A lot of people think switching to Microsoft 365 will save them money. In many cases, it doesn’t.
Google Workspace pricing is straightforward. You choose from just a few options — Business Starter, Standard, Plus, or Enterprise. Most features are included in each tier. It’s easy to understand what you’re paying for and what your team gets in return.
Microsoft 365 has more plans, but also more complexity. You’ve got Basic, Standard, Premium, and several enterprise options. Need desktop apps? That’s only in the mid-tier and above. Want advanced security, analytics, or AI like Microsoft Copilot? That’s either limited to top-tier plans or sold as an extra.
Costs add up fast, especially if different teams need different features. Managing this mix takes more time and increases the chance of paying for tools some people won’t even use.
Why does this matter for migration?
Pricing alone isn’t a reason to move. Unless you’ve done a detailed cost breakdown — including licenses, add-ons, migration costs, and admin overhead — it’s easy to think you’re saving when you’re not. If Google Workspace already covers what your team needs, switching to Microsoft could stretch your budget instead of reducing it.
Reason 6: Google’s AI is simpler, more accessible, and already built-in
AI has become a major factor in choosing productivity tools. Both Google and Microsoft are investing heavily in it, but they’re doing it in different ways.
Google’s approach is more direct. Gemini is designed to help inside the tools people already use — like Gmail, Docs, Sheets, and Meet. You can draft emails, summarize documents, create tables, or pull insights from data right where you’re already working, without needing to learn something new or switch tools. Plus, Gemini is already part of your subscription plan, meaning you don’t have to purchase a separate subscription.
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Microsoft’s Copilot is also powerful, but it’s more layered. Some features are tied to the desktop apps, others to Teams, and some only work well if your data is already inside other Microsoft services like OneDrive or SharePoint. It’s also not included in most plans — as of now, Copilot Pro adds $20 per user per month on top of your Microsoft 365 license.
In short, Google’s AI tools are easier to access and use and fit better into day-to-day tasks, especially for teams already familiar with Workspace.
Why does this matter for migration?
If you switch to Microsoft just for AI, you may end up paying more and not seeing better results. Copilot’s full features might be out of reach unless your team is already deep into the Microsoft stack. If AI is part of your strategy, Google’s simpler rollout and tighter integration will make it a more practical option right now.
Reason 7: Microsoft locks you into its ecosystem. Google doesn’t
Microsoft 365 works well, as long as you stay inside the Microsoft ecosystem. But that’s the thing — the deeper you go, the harder it is to escape later.
Switching becomes expensive, slow, and complicated once your email, files, security settings, video calls, internal chat, and documents all depend on Microsoft products — and maybe even Windows devices or Azure services. You’re no longer just using tools; you’re committing to a platform long term.
Google Workspace is more flexible. It doesn’t tie you to other Google products in the same way. You can mix it easily with tools like Slack, Zoom, Notion, Trello, and many others. The Workspace Marketplace also gives you easy access to both native integrations and third-party tools. If you need to adjust how your teams work or change direction later, you’ll have more room to do it.
Why does this matter for migration?
Moving to Microsoft might seem like a strategic upgrade, but it often pulls you into a narrow path — one that’s tied to Microsoft’s roadmap, pricing, and ecosystem decisions. With Google Workspace, you keep more control and stay open to other tools, even as your company grows and changes.
Switching might not always be the smart move
Switching to Microsoft 365 is a big move. It takes time, money, and a lot of effort from your team. And often, it solves less than people expect. If Google Workspace is already working well for your team, changing platforms might not solve the problem you’re trying to fix.
At Revolgy, we help companies get more out of the tools they already use. If you’re thinking about switching — or just want to make Google Workspace work better — we’re here to help. Let’s talk.
