Platforms · 6 min read
Google Workspace vs Microsoft 365 for small charities
Both are excellent. The right one depends on how your team works, not which is technically 'better'.
Most small charities I meet are stuck on a mix of personal Gmail accounts, a shared Dropbox and a WhatsApp group. Moving to a proper centralised platform is one of the highest-impact things you can do, but the choice between Google Workspace and Microsoft 365 isn't as clear-cut as the sales pages suggest.
The honest summary
Both platforms can do everything a small charity needs: email on your own domain, shared files, calendars, video calls, a basic intranet and decent security. They're both available free or heavily discounted for registered charities in the UK through Charity Digital Exchange or the providers directly.
The real question is how your team works today, and which platform will feel like a natural extension of that.
When Google Workspace is the better fit
- Most of your team already uses Gmail personally and is comfortable in a browser.
- You collaborate in real-time on documents more than you produce polished final outputs.
- You want simple, fast file sharing with external partners.
- You don't have heavy spreadsheet or Word-document workflows.
- You value speed of setup over depth of features.
Google Workspace's strength is its simplicity. Shared Drives are easier to explain than SharePoint, and permissions are harder to get wrong.
When Microsoft 365 is the better fit
- Your trustees, funders or partner organisations send a lot of Word and Excel files you need to edit and return.
- You produce printed or formal documents where layout matters.
- You already pay for Office on desktops and the team is used to it.
- You'll need Teams for hybrid working, internal channels, or structured meetings.
- You want a more powerful intranet (SharePoint) as you grow.
Microsoft 365 is more powerful and more flexible. It's also more complex, SharePoint in particular needs thought before you turn it on.
What I usually recommend
For a team of 1–10 people who mostly send emails, share a handful of folders and don't have complex document workflows, I lean Google Workspace. It's faster to set up, easier to train people on, and harder to misconfigure.
For a team of 10+ with mixed Word/Excel use, formal documents, or anyone who'll lean on Teams day-to-day, I lean Microsoft 365.
Whichever you choose, the migration matters more than the platform. Done well, your team barely notices the change, just that things suddenly work properly.
If you'd like a second opinion on what's right for your organisation, get in touch, I'm independent and don't earn commission from either platform.
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