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“Competition is always a good thing. It forces us to do our best. A monopoly renders people complacent and satisfied with mediocrity.”
Nancy Pearcey
Google Apps vs Office 365An Independent Guide
Created for : Senior Executives in charities who understand the benefits of cloud software but are not sure which platform to use yet.
Created by : Unleashing Potential, a charity helping other charities achieve more through technology.
Some of the information herein will be out of date by the time it’s published. This is the nature
of cloud technology - products change constantly, often at an eye-watering rate. This is a living
document.
We test everything ourselves. This means our opinions are our own (we take no money from
Google or Microsoft), and we won’t hold back. We will gladly change our position faced with new
evidence, but we use these systems ourselves and know first hand that what is promised and what
is delivered are not always the same thing.
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Contents
An Introduction : Why it matters 6
Cost and features for nonprofits 7
What do they both do well? 9
Advantages of Google Apps and Office 365 9
Google Mail vs Outlook Online 9
Google Mail 10
Outlook Online 11
Google Calendar vs Outlook Calendar 12
Google Calendar 12
Outlook Calendar 13
Google Hangouts vs Skype for Business 14
Google Hangouts 14
Skype for Business/ Lync 2013 15
Google Drive vs OneDrive & Sharepoint 15
Google Drive 16
OneDrive & Sharepoint 18
Mobile Apps 21
Google Apps 21
Office 365 22
What are they like to manage? 23
Google Apps 24
Office 365 25
Backups/ retention of data 26
Google Apps 26
Office 365 27
Quality of support 28
Google Apps 28
Office 365 28
Summary 29
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You might choose Google if...
• ...you don’t have IT staff, and would like to save money by managing the system yourself, perhaps with a
little training.
• ...you are happy to adapt to Google’s way of doing things, instead of spending time customising the
system.
• ...your internal office documents are not particularly complex, and...
• ...you occasionally put together external documents using more advanced Microsoft Office features, but
don’t mind working on documents in Google collaboratively first, and then changing to Office format later.
• ...your staff prefer to use Microsoft Office over Google Drive docs/sheets/slides, but you rarely work on
the same document simultaneously, and are happy to sync what you need to PCs instead of editing in the
browser.
• ...you want to move to the cloud quickly. You want to move your data to a place where it’s easily
accessible from anywhere, and to hit the ground running. You don’t have time to adapt to something more
complex.
• ...strict folder and file structures are not that important to you, as long as you can find what you need
quickly and folders that certain staff shouldn’t see can be locked down easily.
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You might choose 365 if...
• ...you have IT staff and can dedicate part of their role to managing the system, or can afford to
outsource this to an IT support provider.
• ...you have the time to customise the system to work exactly the way you want it to.
• ...you often produce complex or heavily formatted Office documents which are circulated widely
outside the organisation. Your staff are happy to deal with the occasional locked document.
• ...you have many different folders and files which have to be hidden from different groups of staff in the
organisation.
• ...you would like the option to create document workflows. e.g. documents need to be signed off or
approved by several members of staff through a strict process, after which they are locked as final copies.
• ...you understand that Office 365 tends to be less reliable than Google in places (e.g. if using the
Chrome browser or an Apple device), but know that it is improving quickly, will get more stable over time,
and the increased granularity and range of features is more important to you.
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An Introduction : Why it mattersSome of the UP staffers are young enough to have only ever used Google Apps and Office 365. They have no
memory of email servers breaking down for days, documents being unavailable while out of the office, or
attachments labelled things like ‘v2.1a) final JD edit FINAL v1’.
Those starting charities today use cloud-based email and document management by default. Only in the
rarest circumstances would they think of installing a server in their office.
Of course, technology has always been this way - whatever you buy is out-of-date as soon as you’ve bought it,
and so newer companies get newer tech. Right?
That no longer has to be true.
Google Apps and Office 365 are free for charities, so the upgrade cycle is no longer asking you to pay more, it’s
helping you to pay less. More importantly, this software gets faster, adds more features and increases storage
over time - no upgrades necessary. That’s a break with 50 years of IT tradition.
In fact, we don’t like the term ‘IT’ much at Unleashing Potential. IT departments are increasingly the
people that say ‘no’; that try to guard outmoded, command-and-control systems; that get defensive and
territorial when faced with new technology. This is understandable behaviour - cloud services undermine
the justification for in-house IT resource - but the forward-thinking ones see that there will always be digital
opportunities to improve their charities, be it in comms, operations, or service delivery.
Google Apps and Office 365 are just the beginning of the journey - a highly affordable, modest step towards a
new way of thinking about technology. A way that sees employees using cutting edge technology all the time
via their smartphones, and realises they don’t want to be shackled to restrictive systems when they go to
work.
These platforms are not created equal. One will be more suitable for some organisations than the other. UP
exists - in part - to help charities weigh up the options and make the move to the cloud. This document is
here to help you do that yourself.
Over the following pages, we pit Office 365 and Google Apps against each other in the areas we feel are most
important to charities - and we promise to do all we can to keep it interesting.
We sincerely hope you find this useful, and if you have any questions or feedback please get in touch.
- The UP Team
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Cost and features for nonprofits
Email and document management for free? Pretty much. If your organisation holds a registered charity
number in the UK, you can register for Google Apps and some Microsoft Office 365 plans for free.
Core Features
• Emails accessible seamlessly from anywhere,
including mobile devices, your browser, or the
email clients you may already be using, e.g.
Outlook, Apple Mail. Moving to Google or 365
doesn’t preclude you from working in Outlook!
• Shareable Calendars that sync across all your
devices.
• Documents shared between staff which can be
synced to your PCs for access offline, and edited
inside your browser collaboratively in real-time
(this is revolutionary for team productivity!)
• Phone, video and instant messaging using your
work email addresses
• Integrations with many third party programs,
like databases (e.g. log an email to your CRM), and
other add-ons to supplement the out-of-the-box
features.
The tables below provide a brief overview of how the two platforms compare.
Google Apps
Google have one subscription plan for non-profits.
Upfront Cost Free.
Number of Users Unlimited. (Imagine trying to get unlimited users on your own server.)
Support 24/7 telephone and email support, for administrators only.
Storage Space30GB of storage per person, for emails and documents.
This is upgradeable per person. e.g. 100GB for $1.99pm and 1TB for $9.99pm.
There’s a strong rumour that nonprofits will get unlimited storage for all users in 2016.
Office SoftwareGoogle has its own versions of Microsoft Word, Excel, and Powerpoint. If your staff need to
continue using Microsoft Office, licenses for those desktop applications will need to be purchased
separately.
Mobiles Edit Google documents on Android and iOS.
RegistrationRegister for a Technology Trust Exchange account, verify your nonprofit status and then enrol in
the “Google for Non-profits” programme.
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Office 365 E1 for Non-Profits E3 for Non-Profits
Licensing for Office 365 is not as simple, and only some of the plans are free. If you are not a non-profit (e.g. a social enterprise, without a
charity number), there are six business plans to choose from. It’s confusing.
Upfront Cost Free. £3.30/user/month
Number of Users Unlimited. Unlimited
Support Free telephone and email support
Storage Space1TB storage for OneDrive (used for personal documents, like “My Documents” on a PC).
10GB of shared document storage (Sharepoint Sites) + an extra £1.56 per GB, per year
Office Software
Edit Microsoft Office documents in your
browser. These are slimmer versions of the full
desktop applications, which if needed, must
be purchased separately.
Edit documents in browser AND
Get the latest versions of the Microsoft Office
desktop applications for Windows and OSX;
the applications you would install locally.
You’re renting these applications as part of the
cost.
Windows/OSX:
Word, Excel, Powerpoint, OneNote, Outlook
Windows only:
Access, Publisher
Mobiles Read-only access to documents on mobiles. Edit documents on mobiles.
Added FeatureseDiscovery for auditing/searching the emails and documents owned by everyone in the
organisation (legal compliance), and placing legal holds on accounts so that the users cannot
permanently delete their data.
RegistrationRegister for a Technology Trust Exchange account, verify your nonprofit status and then sign up for a
nonprofit free trial. Microsoft will walk you through the rest.
Staff can switch between the two plans, and E3 licenses can be purchased at any time.
Nonprofit Business Essentials & Premium plans are similar to the Enterprise subscriptions, but with corporate video hosting and the
eDiscovery/legal compliance functionality removed. If you don’t need these, but would like to give some of your staff desktop Microsoft
Office licenses and/or the ability to edit documents on mobiles and tablets, the Business Premium plan includes these at a cheaper rate of
£1.30 per person, per month - but these plans only support a maximum of 300 users. As we said, it’s confusing.
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What do they both do well?
Over the past four years, we have met many organisations using dated email and document systems.
They include: having a large server sat in the corner of the room (sometimes covered in drapes and plants
to ‘dress them up’ a bit!); email accounts that came free with other services but didn’t include shared
calendars; and hosted desktops, where you log into a complete Windows PC environment for emails and
documents, but which requires a strong internet connection at all times.
People have an amazing capacity for getting by, even in the face of such systems - but technology
shouldn’t be something your staff have to battle with, especially given the scale and affordability of recent
advances.
Advantages of Google Apps and Office 365
• They store your emails and documents where
they can be accessed from anywhere with an
internet connection, across PCs, laptops, tablets
and mobile devices.
• The availability (“uptime”) is incredibly high,
with data only inaccessible a few hours out of
every year. These companies dedicate more
resources to ensuring this than any charity could
have as a budget. Even paying someone to sit by
your server all day in case something goes wrong
wouldn’t compete.
• A whole industry now exists around creating
add-on applications and services that directly
integrate with Google Apps and Office 365,
often with a few button clicks. Increasingly, new
software releases (e.g. fundraising platforms,
databases, etc) will look to integrate with these
systems rather than maintain compatibility with
in-house servers.
• They let staff work on the same document
simultaneously, so that each person can see what
the others are working on. This is a fantastic tool
for increasing productivity across teams, and it
beats trying to reconcile thirty different versions
of the same document, because Jim in finance
locked a document off and Sally didn’t have time
to wait for it to be available again.
• They’re more accessible, and you can start to
manage the systems yourselves, instead of paying
for a support company to manage it for you.
inclusive 24/7 telephone and email support from
Google and Microsoft helps.
• They take security more seriously than local
IT companies supporting older systems in the
office or in a hosted environment. Microsoft and
Google have security experts on the payroll, and
the livelihood of those companies depends on
protecting the data of millions of charities and
corporate clients.
Google Mail vs Outlook Online
Both systems do email very well. While we can compare user experience and proximity to current usage
patterns, the truth is that with a little change management, all staff can adapt to either one. Both work
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with your existing company email addresses (you don’t have to have a gmail.com address!) and neither
requires you to manage your emails in a browser (a common misconception). Staff can continue to use
their existing Outlook or Apple Mail software if they prefer.
Google Mail
Mailbox Size:
• 30GB for free (Shared with Google Drive), and
upgradeable
• Send attachments up to 25MB
Pros
• Simple to use. Intuitive.
• Use labels to categorise emails (equivalent to
Outlook folders), and assign multiple labels to
each one.
• Learns as you use it. It will gradually guess
which emails are more important to you, and
which are spam. Alerts when attachments are not
added, but mentioned in the email.
• Enable labs (beta features) which can be used
to enhance the experience, such as undoing an
email within 30 seconds of sending it.
• Easily install marketplace apps to extend the
functionality, like adding a button to send an
email to your CRM.
• Staff can continue to use Outlook and other
email clients locally - having to access your emails
in a browser is a myth.
• Unlike Office 365, which has a maximum
mailbox size of 50Gb (still very large), storage
space can be upgraded in Google Apps; the email
accounts will not hit a limit provided you pay for
extra storage.
• You can sign into more than one Google
account in the same browser. e.g. you may have
a personal Gmail account that you want to keep
open.
Cons
• By default, accounts give permission for Google
to use the data in the account to customise
advertising for the user. The data is not shared
with third parties, but regardless, it’s intrusive. You
can turn this off.
• Offline email inside the browser is limited
- it only supports up to a month of emails -
and is only available for Google Chrome. For
working offline regularly, a client like Outlook/
Thunderbird/Apple Mail might be better.
• Group email addresses and delegated accounts
(e.g. being given access to a colleague’s emails)
don’t appear in the same browser tab; this is more
of an individual preference, but may take a little
getting used to.
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• There are no public folders and shared
mailboxes, which you might be accustomed to
coming from a Microsoft email system.
» Public Folders: If you wish to share emails, you
must forward them to a CRM database or the person
who wishes to see it.
» Shared Mailboxes: the equivalent to a shared
mailbox in Google is a group, which looks like a
forum. You can either visit this private ‘forum’ and
manage the emails collectively with other staff,
or receive emails sent to that group (e.g. info@
yourorganisation.com) to your personal inbox,
where ‘replying to all’ will update the original
sender, and everyone else in your group. If you
would like to keep these group emails neatly
separated, they can be filtered automatically under
a label/folder of its own.
Outlook Online
Mailbox Size
• 50GB maximum • Send attachments up to 25MB
Pros
• Flagged emails will appear in a “Tasks” to-do
list, with dates and reminders.
• Create groups, shared mailboxes and public
folders for team communications; there are more
options than Google Apps gives you.
• View a staff member’s delegated email account,
or groups (e.g. info@ and hr@) within the same
browser tab. In practice, this is marginally quicker
than switching to a different tab, as you would do
in Google Apps.
• More powerful rules (email automation) than
Google’s filters.
• For those with Outlook experience, Outlook
Online will feel more familiar.
Cons
• Slightly buggy and unstable in browsers that are
not Microsoft’s. Google Chrome seems to be worse
off than the others. Google is far more reliable in
this respect.
• Steeper learning curve than Google Mail, for
new users - the number of options, and overlap
between features to cover all working styles can
be daunting.
• Offline email in a browser is limited - it only
supports three days of emails - but is available
in more browsers, including Chrome, Firefox and
Internet Explorer. For working offline regularly a
client like Outlook/Thunderbird/Apple Mail might
be better.
• You cannot sign into more than one Office 365
account in a browser. You must either use an
email client like Outlook to manage both, or two
different browsers.
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• Email storage is limited to a maximum of 50Gb.
You can enable archives for staff accounts which
move emails out of the primary mailbox
and into a second location which has
a further 50Gb of storage. The user can
still access emails in both these places,
and search each of them, but it adds to
the complexity of “where your emails
are”.
• By default, Microsoft sets up a
retention policy which automatically
moves all emails older than 2 years
into the archive mailbox, when you
enable the feature. (Make sure you let staff know
to prevent confusion!)
Google Calendar vs Outlook Calendar
Being able to see and manage colleagues’ calendars from any device, reliably, is something we now take
for granted - but many charities still don’t have this luxury. Differences between Google and Microsoft
calendar applications are subtle and unlikely to impact your choice of platform.
Google Calendar
Pros
• Intuitive. (You may notice a theme here...)
• Staff can view each other’s calendars by default
(or you can restrict that), and overlay calendar
events to see the availability of several staff at
once.
• To help find available time slots, there is
a scheduler to line up each event attendee’s
calendar side-by-side. (Google will suggest times,
but we find Saturdays and Sundays aren’t the
most helpful suggestions. We work hard, but there
is a limit!)
• Calendars can be made public, and shared
with people outside the organisation (e.g. an
events calendar on a website; although it isn’t the
prettiest way of doing this).
• Create a calendar event in other staff member’s
calendars, without making yourself an attendee
(e.g. PAs arranging meetings for other staff).
• Staff who have personal Gmail accounts can
share their personal calendar with the work
account and manage both in the same place.
• View availability of attendees and resources
(e.g. meeting rooms) when scheduling meetings,
and book accordingly.
• Google Calendar can be used offline in Google
This is a recurring theme with both Office 365 and Google: each company’s
browser offers the best experience for their
software.
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Chrome by installing an app.
• Importing calendars/invites is straightforward.
• Can add sports team calendars (go Yankees!),
which are maintained by Google, if you’re into that
kind of thing…
Cons
• Cannot categorise events (e.g. internal vs
external)
• The offline calendar app is only available in
Google Chrome. This is a recurring theme with
both Office 365 and Google: each company’s
browser offers the best experience for their
software.
Outlook Calendar
Pros
• Install extensions to add new third party
features to Outlook calendar (e.g. insert template
text)
• If someone gives you access to their calendar,
you can manage it on their behalf (e.g. a Personal
Assistant).
• Includes a scheduling assistant to help compare
availability when creating events.
• Outlook will automatically check for available
resources (e.g. meeting rooms) and display those
that can be booked.
• One year’s worth of calendar entries (a year
in the past and future) can be synced offline in
Internet Explorer, Firefox and Google Chrome
without installing an app.
• Categorise events (e.g. Internal vs External)
• Weekly calendar view includes a weather
forecast!
Cons
• Slightly less intuitive than Google calendar in
places, but functionally rich.
• By default, staff cannot view each other’s
calendars unless they explicitly share them with
one another. In Google, this can be managed in
the admin panel, but in Office 365, there is no
option for this. The only way to enable this for
everyone is to run a ‘script’; technical experience
or a detailed step by step guide are needed.
• There are several places in Office 365 where
options are only available through scripting.
Administration is generally more difficult than in
Google.
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Google Hangouts vs Skype for Business
Ideal for supporting office and remote team communications, Hangouts and Skype for Business both offer
group instant messaging, and audio/video conference calls. They are both excellent tools, but be wary of
placing too much emphasis on these when making a decision between the two platforms; there are many
other great - and arguably better - alternatives available. In fact, if you’ve made it this far (well done!), we
highly recommend Slack. Opening channels of communication across the organisation to break down
silos is easy and effective with Slack’s service, and yes - it’s free for charities too.
Google Hangouts
Pros
• Simple and intuitive (have we mentioned that
yet?)
• Free group audio and video calls (up to 10
people for video), both on desktop and mobile
devices.
• You don’t need to install a separate application
- it runs inside the browser (chat windows appear
inside the inbox)
• If you use the Chrome Browser, an extension is
available to make chat windows and video calls
appear outside the browser windows.
• Mobile application supports group video calls.
• Will adapt the quality of the audio/video on
mobile devices to keep people in the call, instead
of dropping them out.
• Google on-air for video calls: open up the
conference call to an audience, and automatically
post the video to YouTube afterwards. e.g. hold
seminars and online events.
Cons
• You have to have your browser open to use it.
• Cannot share files within the chat window
(other than pictures) - but if you use Google Drive
to store and share files, you can share a link
instead.
• The Chrome Extension for Hangouts is very
handy, but Google is clearly biased towards its
own browser for some of this functionality, which
is unfortunate.
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Skype for Business/ Lync 2013
Pros
• Inside Outlook Online you can open chat
windows with other staff.
• Mobile applications are available for Android,
iOS and Windows Phones.
• Not ad-supported, like the free version of Skype.
Cons
• Not as intuitive as Google. Interfaces are slightly
confusing in places, but accustomed users
shouldn’t have a problem.
• The service is called “Skype for Business” on
Windows, and “Lync 2013” on Apple Macbooks
(the new applications are not yet ready, as of Oct
2015).
• No group video calls on mobile (i.e. more than
two people) - you can participate, but audio only.
• There are currently two different versions of
the Skype/Lync application on devices: one for
consumers, and another for business (this can get
confusing).
• You must install an app to use Skype outside
the browser.
• Slightly less forgiving of low quality connections
on mobile devices.
Google Drive vs OneDrive & Sharepoint
We need to share our files somewhere. Many organisations have an area on a server in the office, a shared
drive, that all PCs on the network can access. This might be available remotely, but it’s typically a slow and
clunky affair. Google Drive and OneDrive/Sharepoint are equivalent to the shared drives of old, but the files
are accessible anywhere you have a connection to
the internet, including on mobile devices.
This is where the Google Apps and Office 365
diverge the most, and you should make sure their
approach to document management is suited to
your organisation.
If your organisation takes a free and open stance
to document access internally (save for a few
confidential folders), empowering staff to manage their data themselves, Google Drive may feel liberating.
Alternatively, Microsoft have taken a command and control approach to document management,
providing a staggeringly comprehensive tool set for locking down and/or controlling access to files and
the workflows around them. This accommodates the wide variety of working practices companies have
This is where Google Apps and Office 365
diverge the most
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adopted with Microsoft’s older systems, but it does make things more difficult to manage for simpler, and
perhaps more ‘agile’ organisations.
Google Drive
Google Drive is an evolution of the ‘traditional’ file server. You can take the structure you currently have
(files within folders, within other folders, etc), and move it to Google Drive. Each folder and document is
now owned by someone (the person who created/uploaded it, and who has the permission to delete it),
and may be shared to other staff. These folders could be “HR”, “Finance”, “Programmes”, etc. You share
them with the users who require access, and everyone helps manage the contents. The structure is less
rigid than before, with control devolved to the relevant staff. They choose who can view, and who can
collaborate on certain documents and folders. You can selectively pick folders to share with people outside
the organisation too.
It’s liberating, but not best suited to an approach where ‘everything must have its place’. That said, search
(Google’s bread-and-butter) now allows to find what you need instantly, and folder hierarchies are
becoming less important than they used to be.
Google have built a set of applications to rival Microsoft Office which feel familiar, but are simplified. They
have around 80% of the functionality the Microsoft Office counterparts have, enough for most staff to use
without needing to revert to Microsoft Office. These applications are accessed in any browser, and the
browser is where staff create and edit their documents. By far, the largest benefit of this is that 10+ staff
can work collaboratively on the same document simultaneously. This is a game changer, but there may be
times when employees need functionality not offered by Google, at which point they can download the file
and edit in Microsoft Office. It is possible to work in Microsoft Office completely with Google Drive, but you
will lose the collaboration feature.
Pros
• Intuitive, but may take a little while to get used
to the new way of organising files.
• You can create as many Google documents,
spreadsheets and presentations as you like - only
non-Google files will use up the 30Gb storage
quota.
• Can behave like Dropbox. Create a folder
structure (or use your current one), upload the
files and let staff sync them to their devices
wherever they are. If your organisation is wedded
to Microsoft Office, this is the easiest way of
continuing to use it without Google’s version of
the Office Suite. However…
• A Google Chrome extension is available to
let you edit Microsoft Office format files inside
the browser. This is good for light edits to Office
documents.
• Create a folder structure and lock down
access at both the folder and file level. You can
also prevent staff from sharing them out further
without permission.
• Collaborate on the same file, wherever you are
in the world; see each other’s changes in real-time.
• Google Drive converts Microsoft Office
documents into their own format, usually
preserving all - or the majority - of the formatting.
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• Working on documents offline is fairly
seamless, and Google does an admirable job at
reconciling online and offline edits. It doesn’t
always work, but Google saves a revision history
so that changes that were not merged well can
be corrected (e.g. if someone edited a document
online, while another was working offline).
• Staff can work offline in the following ways:
» Using Google format documents? Install the Google
Drive Chrome browser application. Documents are
synced offline and are editable inside the browser.
» Using Microsoft Office format documents? Install
the Google Drive sync tool to synchronise selected
folders locally.
» Using both Google and Microsoft Office formats?
Install both.
• Photos uploaded to “Google Photos” don’t
count towards the 30Gb of storage space,
provided they are under 16 megapixels in size
(quite big).
Cons
• It may take a little while to get used to the folder
sharing and organising mechanics, unless you
plan well. Some may be confused by the concept
of all files and folders being owned by someone,
and the difference between having their own
private files in Google Drive, as well as shared
folders where everyone can collaborate.
• Google has its own format for Office documents,
and if you would like to use the collaborative
editing feature, you must use these. It is perfectly
possible to use both Microsoft Office formats and
Google’s for different documents and projects, but
if staff are not prepared it can be confusing.
• Google’s own ‘flavours’ of Microsoft Word, Excel
and Powerpoint, are relatively full featured (for
many basic daily tasks, they outdo the Office
365 browser apps), and are great for internal
documents. Those wanting more feature rich
formatting tools may need to revert to Microsoft
Office offline on occasion, which is possible either
through syncing files locally or downloading
and uploading the odd document manually into
Google Drive.
• Using the two different methods of working
offline (see pros) could be a little confusing for
some, without training. Consider whether staff
who tend to work offline often are changing
documents that others use at the same time. This
is a challenge that all offline-online systems have,
so a process for managing it will need to be put in
place.
• You cannot manage access to shared folders
using groups (e.g. members of the hr@ email
group); when onboarding new staff, each folder
will need to be shared with the new staff member
one by one. If you use Microsoft file servers, you
may be familiar with managing access by teams of
people. It’s slightly longer to do individually, but
staff have greater visibility of who has access to
which areas.
• Accessing the revision history can be slow, and
it is hard to tell where changes were made. e.g. if
wanting to recover a paragraph deleted roughly
a week ago, you may need to jump between
different versions to find the one containing the
text you need; there is no way to label versions.
• Managers and organisations with a strong
“command and control” culture may find the way
Google Drive manages documents too ‘open’.
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OneDrive & Sharepoint
Microsoft Office 365 is attractive for organisations that need to strictly control the flow of information
internally. The toolset is broad and powerful, and automated workflows for managing files can be put into
place. It can also accommodate most working scenarios that businesses may have. One outcome of this
approach is that smaller organisations looking for a replacement to their old file server are faced with a
large system which takes time to tame, is bursting with options and raises many questions on how best to
use it. However, if you have the time it can be a valuable tool.
Office 365 splits document management into two areas: OneDrive for Business and Sharepoint Sites. This
is how they are intended to be used:
OneDrive for Business
Feels similar to Google Drive, but is designed for working on documents solo, or in very small teams. It’s
the equivalent to “My Documents” on a Windows PC: the documents you store there are only visible to you,
until you put them somewhere that other people can access. OneDrive can be synced with your PC, with
the idea being that staff store all of their private/’work-in-progress’ documents in the OneDrive area so
that they are synced online. This way they’re protected from loss if the PC breaks down (an excellent idea,
especially given the generous 1TB of space). It is also possible to share them with others, as you would do
in Google Drive, but it’s a clunky experience, and Microsoft never intended it to be used for sharing files
inside the organisation, as you would do on a shared drive.
Sharepoint Sites
This is where shared files are meant to be organised; the equivalent to a shared drive/ file server in an
office. You can design a structure to the files and then selectively share areas to different teams of staff, and
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individuals. However, rather than being accessed as a set of folders on your PC, this is browsed through
a set of internal websites. These websites can include other content like twitter feeds, information pages,
lists, calendars… everything you may expect to see on a website, but also include areas (Microsoft calls
them “document and picture libraries”) for storing documents. Each website area is a “Site”, and those
sites contain document libraries.
Managing these sites, and the document libraries takes time, similar to maintaining your website; part of
someone’s role is dedicated to keeping on top of making updates to the website. This is the very same
with Sharepoint Sites. Staff are not as free to change the structure of document folders as they would be
on a file server or in Google Drive - instead that power is given to a trusted few who maintain the system
on behalf of everyone else. Depending on how complex your structure and how ambitious your plans, the
amount of time needed varies.
Pros
• Use the Microsoft Office suite in a browser
(Microsoft Word, Excel, Powerpoint and OneNote),
even on PCs where Microsoft Office is not
installed. These are ‘light’ versions of the desktop
apps - useful for making changes to documents
without heavy formatting.
• Several people can edit the same document
simultaneously, in real-time, if using the browser
version of Microsoft Office, or Office 2016 on
Windows. This isn’t quite as smooth as Google
Drive, but it gets closer every day.
• If the browser version of Microsoft Office doesn’t
have the functionality needed, staff with Microsoft
Office 2013 and 2016 installed can switch to
editing the documents in local Microsoft Office at
the click of a button, without kicking other users in
the browser out of the document (also 2007 and
2010 with updates installed).
• Documents have a full revision history of
changes, and you can mark major versions with
comments to make them easier to browse later.
• Files stored in OneDrive for Business, and
document libraries in Sharepoint Sites can be
synced to your PC, instead of browsing online (like
Dropbox).
• Browse documents in Sharepoint and OneDrive
from within Microsoft Office using the “open”
menu, and edit them alongside staff working in
the browser.
• Sharepoint sites can be created for the
public, or members of the charity’s network
(e.g. volunteers). They can be login restricted
using Microsoft accounts (no additional cost), or
completely open to the public, and can include
documents, styled pages, calendars… Google
Sites offers similar functionality, but the tool set is
less rich.
• Add custom tags and categories to files in
Sharepoint. The search feature is also excellent,
showing previews of the document - it might
negate the urge to spend time filing everything
away.
• In Sharepoint, restrict access to areas using
groups (useful where many areas are locked off to
certain staff), and set more advanced restrictions
like the ability to sync certain documents offline,
download them or make changes if certain
conditions have been met (like having a document
signed off). You can also set management alerts,
with notifications should anyone make changes in
certain areas.
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Cons
• The online, in-browser version of Microsoft
Office has around a third of the functionality
available in the full, locally installed Microsoft
Office 2016 applications (think of it as ‘Diet Office’).
The browser apps are great for light editing and
reporting, but any heavier changes will need to
be done outside the browser. Bear this in mind if
wondering whether to purchase (or upgrade to
a paid subscription including) the full desktop
applications.
• Even basic tasks like freezing panes and adding
data validation in Excel, creating contents pages,
editing tables in Word and duplicating Excel
sheets (to name a few), are not currently possible
online. However, changes happen fast, and
Microsoft may suddenly address this.
• Real-time collaboration in Excel is currently
only available in the browser. Nobody can edit a
spreadsheet in desktop Excel if someone else has
the file open in the browser, or on a mobile.
• Only Microsoft Office 2013 and 2016 links with
Sharepoint Online (2007 and 2010 can also access
Sharepoint documents with updates).
• Editing documents in desktop Microsoft Office
will overcome the limitations of the browser
apps, but the experience differs depending on the
devices your staff are using:
• Office 2016 on Windows: edit in real-time with
others who are working in the browser.
• Office 2016 on Macs: you cannot edit together
in real-time, but you can co-exist simultaneously
with those working in the browser; the areas
others are working in within the document are
locked (they’re highlighted with dotted lines)
until they have moved to another area and the
document updates (once a minute at the most).
• Microsoft Office 2007- 2013 on Windows: the
same experience as Mac users.
• Microsoft Office for Mac 2011: not compatible -
doesn’t support simultaneous editing.
• OneDrive for Business is not yet available for
Apple Macbooks (expected in 2016), so users with
Macbooks must - for the time being - work online
or download files manually. Microsoft’s support
for Apple continues to be an afterthought.
• Staff can continue to work on documents
offline in OneDrive and Sharepoint if they sync
them to their PC using OneDrive for Business
(confusingly, it let’s you sync documents in either
area). However, if they have edited a document
that someone else has changed while they were
offline, the sync tool will fail to upload it - an
error will appear. That person must open the file
again for it to sync with the online version of the
document, and Microsoft will attempt to merge
the changes between them. They can be hit and
miss, but all changes are available in the revision
history. As with Google, a process may need to be
considered for those who frequently work offline
on documents that are widely worked upon.
• The document structure in Sharepoint -
depending on how it has been setup - cannot be
edited by all staff. Many changes will require an
admin, so if the organisation doesn’t already have
someone whose role already includes dedicated
time for maintenance of systems, this may need to
be planned for.
• If you store files in Sharepoint, staff will not be
able to view thumbnails unless the app is a “photo
library”, not a “document library”. This may force
you to store photos separate from everything else.
• Sharepoint has a number of restrictions which
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will affect how data is structured, where it is, and
how staff access it. These include:
» Document libraries (those areas where documents
are stored inside a ‘site’, e.g. “HR”) cannot exceed
5000 files. If it does, the site will slow down, and
the files will no longer sync to PCs. Some careful
planning is needed to avoid this.
» Sites (the small websites), can sit inside one
another. The highest level is called a “Site
Collection”, and it cannot contain more than 1TB
of files. Some charities may never hit that limit, but
if you think you will, your admins will need to split
sites across several site collections and link them
together. Confused? We were when we first saw it!
Mobile Apps
It’s good to be able to work from home occasionally: time
lost to commutes (especially during tube strikes) can quickly
add up, and in the evenings many employees will prefer to
go home and continue working than to stay late at the office.
By moving your data to a cloud service, it’s instantly available
from anywhere, which helps to keep your options open.
Being able to reliably access emails and edit live documents
from anywhere with a 3G/4G connection is powerful (the
number of times we’ve popped into a document while
running out of the door to add a quick comment…), and
both Google and Microsoft have their own sets of mobile
applications to make this possible.
Google Apps
Pros:
• Gmail mobile app lets you turn off work emails
while at home and turn all accounts on and off
quickly.
• The Gmail and Calendar apps feel very similar
to the browser versions, and allow you to do most
things on the go. Filters and some of the more
advanced account settings are unavailable.
• You don’t have to use the Gmail and Google
Calendar apps - all other email clients are
compatible.
• The calendar app is user friendly and available
offline.
• The Google Drive applications (Docs, Sheets
and Slides) are all available on iOS and Android,
and make good use of the small amount of screen
real estate. On mobiles, anything but light edits
or reading files will become exasperating after a
while, but working on a tablet is fairly comfortable.
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• Make documents in Google Drive available
offline. Doc, Sheet and Slide files are also editable,
but changes are occasionally lost if someone else
edits the online file while you were off the grid.
• The Hangouts application (Google’s equivalent
to Skype) supports group video calls of up to ten
participants on a mobile and tablet.
• Add a passcode/password to the applications to
prevent unauthorised access.
• Google Apps offers device management features
for Android and iOS devices. e.g.
» Enforce rules where all phones connecting to work
accounts must have a passcode and/or encryption
turned on
» Remotely wipe email and document data from the
phones of staff who have left. It is also possible to
completely wipe and factory reset Android phones.
Cons
• There are differences between the Android and
iOS Google Drive applications. e.g. if you add
dropdown options in your spreadsheets, they
can only be used on Android; iOS is missing that
feature.
• The Google Drive mobile applications are not
fully fledged; they’re designed for light edits, and
lack some of the formatting options, including
inserting media and graphs (which would be
clunky on a small mobile anyway). Unfortunately,
these are also missing on tablets, where working is
more comfortable.
• You can only make files available offline one-
by-one. If you have a folder of files to view on the
underground, it might take a while to get ready!
• The Gmail app will only keep some emails
offline, and it varies depending on the number
of emails you get each day; perhaps a few days
to a week’s worth of emails, but only those in
the inbox. If you need everything offline on your
phone, use a different email client.
• Device management requires that staff install
a security profile on their phones. The process
is simple, but staff may be wary of giving the
organisation the potential to control (and
remotely wipe) their personal phone, if you have a
Bring Your Own Device policy.
Office 365
Pros
• The Outlook email client for phones includes
emails, calendar, contacts and files in one place,
rather than switching between apps. (This can be
used with Google accounts too, so it isn’t Office
365 specific.)
• Add Google and Dropbox accounts to the
Outlook email client, on top of OneDrive and
Sharepoint. Files are view only.
• The Microsoft Office applications are well
designed, and include more formatting options
than Google’s. e.g. Excel for iOS does include drop-
down options in cells, whereas Google Sheets
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does not. However, as with Google, the mobile
applications are again designed for light edits
only.
• Provides similar device management
functionality to Google for controlling access to
data on phones, and locking down functionality
(e.g. ability to install applications).
• OneDrive files can be downloaded individually
for offline access, but will need to be re-uploaded
if edited.
• Work on Sharepoint documents in Microsoft
Word for mobile, alongside others editing in the
browser.
Cons
• The calendar in Outlook for mobiles doesn’t
include a week’s view of events (you can view
three days by rotating your phone horizontally).
• Staff will only be able to view OneDrive and
Sharepoint files in the Microsoft Office apps,
unless they have a paid subscription to Office 365.
• The OneDrive application only allows access
to view files in OneDrive, not Sharepoint (the
organisation’s shared files).
• Sharepoint files can only be edited in the
Microsoft Office mobile applications, and they
cannot be downloaded offline. You must access
and work with them online.
• Real-time collaboration with staff only works
between Microsoft Office 2016 and the browser/
mobile apps in Microsoft Word and Powerpoint;
when trying to edit a spreadsheet in Sharepoint, if
someone else is already in the file, the app will not
let you edit it, unless all collaborators are working
in the browser.
• Skype for Business on mobiles and tablets,
doesn’t support group video calls (more than two
participants).
What are they like to manage?
If the wealth (and complexity) of corporate-level functionality that Microsoft Office 365 offers is not already
clear, nowhere is it more obvious than the administrative area. Only the well acquainted will feel at home
there. Google does offer an impressive range of options, but it breaks it down into manageable chunks.
We suggest that, if you wish to manage these systems yourself (we firmly believe technology should be
simple enough to use that you should be empowered enough to do it yourself, instead of hiring others
to support you), Google has the upper-hand on the accessibility front. Admin training may be needed for
both systems, it’s true, but the learning curve is certainly steeper in Office 365.
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Google Apps
Pros
• Accessing the administrative settings is
straightforward.
• Administrative tasks like managing accounts
(creating new users, resetting passwords) are
very… you guessed it... intuitive. Help articles are
available for every setting, and (in our experience)
are often easier to follow and more up-to-date
than Microsoft’s.
• The number of settings available are not too
daunting at a glance. Everything is broken up into
neat, logical sections.
• Google have opted for simpler, conventional
options, rather than allowing complete flexibility
to change and reconfigure. By doing this, they
appeal to the majority of smaller organisations
looking to do 80% of things swiftly and easily,
rather than invest time into configuring the other
20% (which Microsoft gives you the tools to do).
• Locking down access to functionality is fairly
pain-free, and can be done by groups of users.
• Reports let you see who is active/inactive, audit
where people logged in from, which users have
shared files with external contacts (including how
many), and the strength of the passwords users
have set.
• Set alerts for any major changes to Google Apps
by administrators.
• Supports two-factor authentication. This can
be turned on (or forced) for any email account,
and helps verify that the person attempting to
log in is the real owner. When logging in, a code is
sent to the user’s mobile phone, so that anyone
attempting to access an account must have both
the person’s password and phone.
Cons
• Permissions for functionality (e.g. the ability to
use Google+ and Hangouts) is managed by groups
of users; you cannot turn off functionality for one
individual, unless you put them in a new group
on their own (“organisation unit”). Unless you
want to get very granular with your permissions,
this shouldn’t be a problem for many small
organisations.
• There is a central contact directory where
external contacts can be shared with all users
automatically (e.g. the number of the local
pizzeria... or is that just us?), but it cannot be
managed from within Google Apps. The only way
to update this is through a third party application.
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Office 365
Pros
• Adding, editing and resetting passwords of user
accounts is straightforward. There are quick links
to these tasks from the landing page when you
open the admin dashboard.
• Turn off permission to access areas of Office 365
(e.g. Sharepoint) on an individual by individual
basis.
• Greater support of enterprise level functionality.
e.g. a wider range of compliance and data leakage
protection features for organisations that wish to
more strictly monitor the data entering and exiting
the system.
• Shared directory of contacts. Administrators can
create a central contact list that is accessible to all
users in the organisation (i.e. they appear in your
Outlook).
• If a staff member leaves the organisation, what
do you do? Their successor may need access to
some of their emails. In Google, you can delegate
access to the account to the new starter (they
log in as the leaver), or rename the account
(which may feel odd to the person assuming their
position). Office 365 will also let you convert this
into a “shared mailbox”, which can be accessed
by any person you choose - they can open this
mailbox like a second account, within Outlook.
Very useful, and slightly cleaner.
• Also supports two-factor authentication.
Cons
• Help articles are a mixed bag. Some are well
written and easy to follow, others are heavily
technical, and occasionally out of date (or
referring to other versions of Microsoft’s systems).
• The system is very customisable. Often, there
are several ways of achieving the same goal, but
knowing the subtle differences between them and
which one to choose can be daunting.
» For example: I want an email address that more
than one person can send and receive emails
from. Should I use a “shared mailbox”; the new
“Outlook Groups” feature; a Sharepoint mailbox
(the answer’s ‘no’, by the way); a distribution group
or a public folder? In comparison, Google just has
“Groups”, which you can work with in two ways,
interchangeably depending on your preference.
• The admin area has a tendency to stop working
in places, displaying unhelpful error messages.
This seems to occur more frequently than in
Google Apps.
• Some changes can only be made in some
browsers. e.g. in Sharepoint, editing navigation
menus is not as reliable in Chrome as it is in
Firefox and Internet Explorer. Cross-browser
compatibility appears to be weaker than Google
Apps, but functionality is broadly stable in all
browsers, with the occasional hiccup like not
being able to login without closing and resetting
the browser (this occurs more frequently in
Chrome).
• Some changes can only be made in Powershell.
To be clear, this is like writing lines of code -
not changing an option in the settings. This is
a challenge for administrators, and really not
acceptable for non-technical staff.
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» For example: you cannot automatically share
calendars with all staff in 365 (you can in Google).
There is a powershell script you can run which will
do this for you, but every time a new user is created,
this same script will need to be run to give them
access to their colleagues’ calendars without them
manually giving him/her access.
Backups/ retention of data
Google and Microsoft are safeguarding your data. They are responsible for protecting against data loss
- however, they are not responsible for recovering data staff delete themselves, either accidentally or
willfully. How do Office 365 and Google fare in helping you restore this data?
Google Apps
Google’s built-in tools are not ideal if you need good quality, searchable backups of your emails, files,
contacts and calendars, and the ability to quickly restore data.
• Administrators can restore ‘permanently’
deleted emails and documents (deleted from the
bin), on a user by user basis, however:
» It’s only available for the past 25 days worth of data.
» If you can’t remember who the owner of the
document you need was, this is going to be painful.
» It restores all deleted data between two dates and
times. You cannot search for the data you wish to
recover, and put that back.
» Does not cover contacts or calendars.
• A Google Vault service is available, which
will store a copy of all incoming and outgoing
emails for each user it is enabled for. This can be
indefinitely or a set period of time.
» Unfortunately, it’s not free with the non-profit plan.
You must purchase a license for each user. Licenses
are £3.30pm, per user/month, but a non-profit
discount is available on request.
» You can search all emails in a staff member’s vault
(e.g. for legal reasons), but the emails cannot be
restored to that person’s mailbox.
» Does not cover documents, but will let you search
all files in the organisation (even those which are
not shared).
» Contacts and calendars are not retained either.
• Any emails or documents you delete are
safe in a recycle bin for 30 days, after which, an
administrator has 25 days to recover them.
• To archive emails/documents for longer, and
retain the ability to recover them back into their
original accounts, we recommend a third party
backup solution, like:
» Backupify: $36 per user per year (10% NFP discount
available on request, when purchasing more than
50 licenses)
» Spanning Backup: $30 per user/license, per year
(NFP discount is 25%, and five free licenses on
request). Annual commitment.
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Office 365
Office 365 is similar to Google: it does not offer backup services, but instead provides tools to control how
long deleted emails and documents stay in the system, and gives administrators the ability to recover this
data themselves.
Email retention
• When someone deletes an email in Outlook
online, the email goes through a multi-step
process. First it goes to a “deleted items” folder for
30 days, before moving to a second “deletions”
area. Staff can get to this fairly easily and recover
the emails if they realise in time. After 14 days
in “deletions”, the emails are then flagged for
permanent deletion, at which point an admin - if
they’re lightning quick - can still recover them, one
by one. It’s slightly confusing, but chances are, if it
gets past the second area it’s gone for good.
• The “deleted items” folder only keeps emails for
30 days before moving them to the second ‘bin’,
but admins can create a policy to increase this to
up to ~68 years (a bit arbitrary!). This is excellent, if
it’s enabled - some support may be needed to do
that.
• Organisations wishing to retain all emails
(even if staff try to permanently delete them)
can place a legal hold on email accounts, so that
emails are never actually lost. To enable this for
staff accounts, the admin needs to have an E3
subscription (£3.30pm). However…
» This is not a backup. To recover emails from
accounts under legal holds, the admin must create
an audit lookup to search for the emails required
by keyword; the emails cannot be moved back
into the original mailbox. This is intended for legal
compliance only.
Document retention
Similar to emails, Office 365 does not offer ‘backups’ of documents, just a way to ensure that files can be
recovered from deletion, by administrators, if a user deletes something they shouldn’t have.
• Files that staff delete from their OneDrive areas
will sit in the recycle bin for 90 days. After that
period, admins can recover these from a second
recycle bin, hidden from staff. The emails stay in
the second bin for a further 90 days, after which
they’re permanently deleted automatically. This
gives deleted files a 180 day shelf life; if missing
documents are noticed after that period, they are
gone.
• It is not possible to extend the timings for
OneDrive or Sharepoint.
• If you need to secure emails and documents
for longer periods of time than the ones on offer,
or if the processes above (like placing legal holds
on mailboxes) seem too complex to manage
yourselves, we recommend using a more intuitive
third party backup service like the following:
» Spanning Backup: provides a user friendly backup
service for emails, calendars and contacts only. $48
per year, per person.
» CloudAlly: for backing up data in OneDrive for
Business and Sharepoint. $20 per year for each 5Gb
of data (Sharepoint itself also charges for storage).
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Customer Support
Both platforms have 24/7 phone and email support, available to administrators in your organisation. This
is not intended as an all-you-can-eat service for staff to call on while they learn how to use the system, but
as support when there is an issue you don’t know how to resolve, or when advice is needed.
The likelihood that you may want to call for support might be slightly higher with Office 365, given the
complexity of their system, but both provide a valuable, attentive service - especially considering they’re
completely free. At the end of the day, the quality of support boils down to who you get through to, what
kind of day everyone is having, and the nature of the issue - some can take longer to resolve than others.
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Summary
For some organisations, choosing between Google Apps and Office 365 is a simple decision, but that won’t
be the case for everyone.
We hope our comparisons have helped you begin to evaluate the two, but remember that both systems
are available for free if your organisation has a charity number. We encourage you to register for them both
and test them yourself, especially if you have specific requirements that need addressing.
Also, remember that you don’t need to completely buy in to one or the other - you could mix and match,
and use third party services too.
We hope that this guide has made you feel more comfortable with the options available to you, and if you
have any questions at all, please contact us at [email protected]
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For further information, or if you have any queries about the contents of this guide,
please get in touch :
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