Microsoft 365, Google Workspace or web-hosted email?
Choosing the right email service is an important decision for any small business. Your email needs to be reliable, easy to use and accessible from your computer, phone and tablet.
There are several options available, from Microsoft 365 and Google Workspace to basic email services supplied with your website hosting. The best choice depends on how your business works, which applications you use and what you need from your email system.
In this guide, we explain the main differences in plain English to help you choose an option that suits your business.
What are the main business email options?
Most businesses will be choosing between three types of email service.
1. Microsoft 365 and Exchange Online
Microsoft 365 provides business email using Microsoft Exchange, along with other applications and services depending on the plan you choose.
You can use your own domain name, such as you@yourbusiness.com.au, and access your mailbox through Outlook on your computer, a web browser or a compatible mobile device.
Depending on your subscription, Microsoft 365 can also provide applications such as Word, Excel and PowerPoint, cloud storage through OneDrive, and collaboration tools.
Microsoft 365 may suit your business if:
- You already use Outlook and Microsoft Office applications.
- You want business email linked with your own domain name.
- You need calendars, contacts and email to synchronise across multiple devices.
- Your team needs to share information and collaborate on documents.
- You want the option of adding further Microsoft business services as your needs change.
There are different Microsoft 365 plans. Some include desktop versions of Office applications, while others provide web and mobile versions. Exchange Online is also available as a separate email service.
It is important to compare the features of each plan before subscribing.
2. Google Workspace
Google Workspace provides business email through Gmail using your own domain name. It also includes services such as Google Calendar, Google Drive, Docs, Sheets, Meet and other collaboration tools, depending on the plan.
Google Workspace is particularly suited to businesses that prefer working through a web browser and using Google’s applications to create documents, manage calendars and share files.
Google Workspace may suit your business if:
- You already use Gmail, Google Drive and Google Calendar.
- Your team collaborates using Google Docs and Sheets.
- You prefer browser-based applications.
- You want business email and collaboration tools managed through one service.
Google Workspace offers different plans with varying storage, administration and security features.
Google Workspace and Microsoft 365 are both established business platforms. Neither is automatically the right choice for every business; your existing systems and working practices are important considerations.
3. Email supplied with website hosting
Many website hosting providers offer email accounts associated with your domain name. These can be suitable for businesses that need straightforward email without the additional applications included in Microsoft 365 or Google Workspace.
For example, you might have an address such as info@yourbusiness.com.au or accounts@yourbusiness.com.au.
The features available depend on the hosting provider and email package.
Before choosing a hosted email service, check:
- How much mailbox storage is included.
- Whether you can access email through webmail and email applications.
- Whether email, contacts and calendars synchronise across your devices.
- What spam filtering and security features are provided.
- Whether additional mailboxes or storage will cost extra.
- What support is available if something goes wrong.
Some basic hosting email services offer fewer features than dedicated business email platforms. However, a well-configured hosted email service can still meet the needs of a business with relatively simple requirements.
Microsoft 365 vs Google Workspace: which is better?
Both services provide business email using your own domain name, along with collaboration and security features.
The main difference is often the way your business prefers to work.
| Consideration | Microsoft 365 | Google Workspace |
|---|---|---|
| Exchange and Outlook | Gmail | |
| Documents | Word, Excel and PowerPoint, depending on plan | Docs, Sheets and Slides |
| Cloud storage | OneDrive and, where included, SharePoint | Google Drive |
| Working style | Suits businesses using Microsoft applications | Suits businesses using Google’s applications |
| Desktop applications | Included with some plans | Primarily browser-based applications |
| Administration and security | Features depend on the subscription | Features depend on the subscription |
Both services can support access from multiple devices and offer security controls. The exact features, storage limits and administration options depend on the plan you select.
If your business relies heavily on Outlook, Word and Excel, Microsoft 365 may be the more natural fit. If your team already works comfortably in Gmail, Google Drive and Google Docs, Google Workspace may be a better match.
You should also consider the cost of the subscription, the number of users, the applications you need and whether you may need additional services in the future.
What about using Gmail with Microsoft Outlook?
You do not necessarily have to choose between Gmail and Outlook as applications.
Outlook can be configured to access some Gmail accounts. However, the features available can differ from those provided by a Microsoft Exchange account, particularly for shared calendars, contacts and other business functions.
If your business depends on Outlook and needs integrated email, calendars and contacts, it is worth comparing an Exchange-based service with your existing Gmail setup before making a decision.
Changing email providers is not always necessary to resolve an Outlook problem. Sometimes the issue is caused by account settings, authentication, synchronisation or the way the account has been configured.
Is basic web-hosted email suitable for a business?
It can be, provided the service meets your requirements.
One important consideration is how email behaves when you use more than one device.
IMAP is commonly used to keep email synchronised between a mail server and devices such as your computer, phone and tablet. POP works differently and may download messages to one device without keeping all folders and changes synchronised across your other devices.
Neither protocol alone determines whether an email service is secure. Security also depends on the provider, encryption, authentication, account settings and how the service is maintained.
If your mailbox is becoming too large, email is not synchronising properly, or you are having trouble accessing older messages, it may be time to review your current setup.
What about email security?
Whatever email provider you choose, security should be part of the decision.
Useful protections include:
- Multi-factor authentication: adds another verification step when signing in.
- Spam and phishing protection: helps identify unwanted or suspicious messages.
- Strong, unique passwords: reduces the risk associated with reused or easily guessed passwords.
- Software updates: helps keep your computer, phone and email applications up to date.
- Appropriate account permissions: ensures staff can access the information they need without unnecessary access to other accounts.
- Backups and recovery planning: helps your business prepare for accidental deletion, account problems or other disruptions.
Microsoft 365 and Google Workspace offer a range of security features, but the protections available depend on your plan and configuration. No email service can eliminate every risk.
Can you move your existing email to a new service?
Yes. It is often possible to move an existing mailbox to Microsoft 365, Google Workspace or another email provider.
However, an email migration needs to be planned carefully. Depending on your current setup, the work may include:
- Creating the new mailboxes and configuring your domain.
- Transferring existing messages and folders.
- Setting up email on computers, phones and tablets.
- Updating the domain’s email records.
- Checking that incoming and outgoing messages work correctly.
- Configuring security and account recovery options.
It is important to plan the changeover so that you do not lose access to important messages or interrupt business communications unnecessarily.
If you are changing providers, make sure you understand what will happen to your old mailboxes, archived messages and existing email addresses before cancelling your current service.
Which business email service should you choose?
For a small business, the right option is the one that meets your needs without adding unnecessary cost or complexity.
Microsoft 365 is worth considering if you rely on Outlook and Microsoft applications. Google Workspace is a strong option if your business prefers Gmail and Google’s collaboration tools. A basic hosted email service may be sufficient if you only need straightforward email using your domain name.
Before making a decision, consider your existing equipment, the number of users, mailbox sizes, security requirements, collaboration needs and ongoing subscription costs.
You do not need to make the decision alone.
Need help with business email?
iTech WA provides practical assistance with business email, domain names and email configuration for businesses in Bridgetown and across the South West.
I can help you compare suitable options, set up new email accounts, configure Outlook and other email applications, transfer existing messages and troubleshoot email problems.
If you are setting up a new business, changing email providers or simply having trouble with your existing system, contact me to discuss your requirements.
See the Business Email, Domains and Website Hosting service for more information
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