Choosing file storage and sharing tools is one of the key technological decisions for every company today. On the one hand, we have Google Workspace with Google Drive and team spaces (Shared Drives), which tempt with their simplicity and intuitive real-time collaboration. On the other hand – OneDrive from Microsoft, available both as a standalone service and as part of the Microsoft 365 package, which provides full integration with the well-known Word, Excel and PowerPoint.
Which solution is better? It depends on the size of the team, the type of documents, and your expectations regarding security, cost, and the convenience of daily work. In this guide, you'll find a fair comparison of Google Workspace and OneDrive, based on current prices, limits and features in 2025.
We will focus on what is most important when working with files: capacity, collaboration capabilities, security, sharing and integrationsWe'll cover email and calendar issues (Gmail/Calendar vs. Outlook/Exchange) in a separate article – we'll just touch on them here.
With this guide you will learn, which solution suits your company better, and you will also learn specific choice scenarios that will make it easier to make a decision.
Google Workspace or OneDrive – what are the differences between the two licenses?
Before we get into the specific differences, it's worth answering one question: what are we really comparing? Google and Microsoft offer different licensing models, and their cloud services are often packaged into broader packages, which can be quite confusing.
Google Workspace
Google Workspace is a complete suite of office tools. In the context of files, the key is Google Drive and Shared Drives – team spaces in which documents are not assigned to a single user, but to the entire organization.
There are four main business editions available:
• Business Starter – basic version, limited disk space and lack of some administrative functions.
• Business Standard – the most popular choice in the SME sector, extended capacity and meeting recording.
• Business Plus – more cloud storage, security and compliance features (Vault).
• Enterprise – plan for large organizations, priced individually.
Important: Google uses a model pooled storage – the entire space is the sum of user allocations and can be flexibly divided within the organization.
OneDrive
OneDrive for companies it comes in two variants:
• OneDrive Plan 1 – 1 TB of storage per user, basic file storage and sharing features.
• OneDrive Plan 2 – unlimited space (with some implementation restrictions), additional security and management features.
However, OneDrive is often not purchased separately – it is included in packages. Microsoft 365 Business (Basic, Standard, Premium), which in addition to cloud space also offer Office applications, Exchange email and security tools.
Why is it important?
• Comparing Google Workspace, we analyze the entire package, in which Drive is a central element of teamwork.
• Comparing OneDrive, we need to take into account both standalone plans and how OneDrive works in the Microsoft 365 package – because only then can we see the full picture of the possibilities.
Table: Google Workspace vs. OneDrive – licensing models
| Platform | Plan | Space | Comments |
|---|---|---|---|
| Google Workspace | Business Starter | 30 GB per user (pool) | Limited space, no advanced safety features |
| Google Workspace | Business Standard | 2 TB per user (pool) | Most frequently chosen by SMEs |
| Google Workspace | Business Plus | 5 TB per user (pool) | Additional security features, Vault |
| Google Workspace | Enterprise | Custom | Price determined individually |
| OneDrive | Plan 1 | 1 TB per user | The simplest, stand-alone variant |
| OneDrive | Plan 2 | "Unlimited"* | Increasing space after reporting |
| Microsoft 365 Business Basic | 1 TB per user | Included: OneDrive, Teams, Exchange email | |
| Microsoft 365 Business Standard | 1 TB per user | As above + Office desktop applications | |
| Microsoft 365 Business Premium | 1 TB per user | As above + advanced security (Defender, Intune) |
* In practice, "unlimited" means 1 TB with the possibility of increasing up to 5 TB per user, and further - after individual notification to Microsoft.
Storage Capacity and Limits – How Much Space Do You Really Get?
Disk space is one of the first things management and administrators look at. It determines whether users will work smoothly or quickly need to clean up or purchase additional licenses.
Google Workspace: pooled storage
Google Workspace operates in a model pooled storage, a shared pool of space for the entire organization. This means that if one person uses little space and another uses much more, the system automatically balances it.
• Business Starter – 30 GB per user (total across the organization).
• Business Standard – 2 TB per user (pool total).
• Business Plus – 5 TB per user (pool total).
• Enterprise – space negotiated individually, often without practical limits.
This solution is particularly beneficial in smaller companies, where some people work mainly with email and small documents, while others generate large files (e.g. graphics, videos).
OneDrive: Individual Assignments
Microsoft takes a different approach - each user has your own disk space, which is difficult to divide flexibly.
• OneDrive Plan 1 – 1 TB per user.
• OneDrive Plan 2 – 1 TB by default, expandable to 5 TB per user. For very large needs, Microsoft may increase this limit further, but this requires notification and meeting certain conditions (e.g., the number of users).
• Microsoft 365 Business (Basic/Standard/Premium) – also 1 TB per user, regardless of plan.
It is worth emphasizing that in practice "unlimited" space in Plan 2 doesn't mean the user immediately receives unlimited storage. Microsoft introduces increases in stages – only after the available capacity has been used and a request has been made to support.
File sizes and versioning
• Google Workspace – The maximum size of a single file is 5 TB. Built-in versioning allows you to revert to previous copies of a document.
• OneDrive – supports files up to 250 GB (for a single file). A very strong point is differential sync, i.e. sending only fragments of files that have been modified – significantly speeds up work with large documents.
Table: Google Workspace vs OneDrive capacity and limits
| Function | Google Workspace | OneDrive |
|---|---|---|
| Space model | Pooled storage | Individual assignments |
| Business Starter / Plan 1 | 30 GB per user (pool) | 1 TB per user |
| Business Standard | 2 TB per user (pool) | 1 TB (included in M365 package) |
| Business Plus | 5 TB per user (pool) | Plan 2: up to 5 TB, further upon request |
| Enterprise | Determined individually | “Unlimited” if conditions are met |
| Max file size | 5TB | 250 GB |
| Versioning | Yes, built-in | Yes, with differential sync |
As you can see, Google gives you more flexibility in managing space thanks to pooled storage, and Microsoft wins with the differential sync mechanism, which speeds up work on large files.
File collaboration and Office compatibility
Storing data is one thing, but being able to access it in everyday work is equally important. joint editionHere, the differences between Google Workspace and OneDrive/Microsoft 365 are particularly visible and may determine your choice of platform.
Google Workspace: real-time work
Google Workspace's greatest strength is instant online collaborationYou can edit documents, spreadsheets, and presentations simultaneously, seeing other users' changes in real time. Features like comments, suggestions, and version history make teamwork seamless.
Google also offers a mode Office editing, which allows you to open Word, Excel, and PowerPoint files without conversion. However, it's important to note that not all advanced features (e.g., VBA macros, complex formatting, or advanced charts) work on the 100%.
OneDrive and Microsoft 365: Full Office Compatibility
OneDrive bundled with Microsoft 365 gives you access to applications Word, Excel and PowerPoint in web and desktop versions. This gives companies that have been working with Office documents for years full compatibility, including support for macros, complex formulas, and files with unusual formatting.
Web versions enable basic real-time collaboration, while desktop applications provide full functionality. This is a more conservative solution, but often necessary in finance, accounting, and engineering departments where macros and advanced spreadsheets are standard.
Hybrid work
In practice, many companies use both approaches:
• Google Workspace for quick collaboration on internal documents,
• Microsoft 365 for working on complex Office files that need to be compatible with external partners.
Table: Collaboration Features – Google Workspace vs OneDrive
| Function | Google Workspace | OneDrive / Microsoft 365 |
|---|---|---|
| Online co-editing | Yes, in real time, full liquidity | Yes, mainly in web versions |
| Comments and suggestions | Yes (Docs, Sheets, Slides) | Yes (Word, Excel, PowerPoint) |
| Version history | Yes, built-in | Yes, integrated with OneDrive |
| Editing Office files | Yes, via Office editing (with limitations) | Yes, full compliance |
| VBA macro support | NO | Yes, in desktop applications |
| Performance with large files | Very good in browser, but limited in Office editing | Better in desktop Office applications |
| Offline mode | Yes, after switching it on | Yes, full offline work in desktop applications |
In short: if your company cares about dynamic online collaboration, Google has the advantage. However, if the keywords are advanced Office files, OneDrive and Microsoft 365 apps will be a safer choice.
Synchronization and offline performance
While most companies today operate in the cloud, the reality is that we don't always have access to high-speed internet. Therefore, file storage tools must also work well in cloud mode. offline and efficiently synchronize data when the connection is available again.
Google Workspace: Drive for desktop
Google offers an app Drive for desktop, which allows:
• synchronize selected folders or the entire disk,
• work on offline files (they are saved locally and will synchronize automatically later),
• use the "streaming" mode, where files are visible in the system but download only when opened.
This solution works well for typical office work. However, with very large files (e.g., over 1 GB) or intensive editing, synchronization can be slower than with OneDrive.
OneDrive: differential sync
Microsoft has introduced a mechanism differential sync, which only transfers the changed portions of the file, not the entire file. This makes working with large Word, Excel, or multimedia files significantly faster.
OneDrive also allows you to:
• work offline,
• selecting folders to sync,
• using the "Files On-Demand" option, i.e. streaming files similarly to Google Drive.
In practice, in companies working with heavy spreadsheets or graphic files, OneDrive usually works more efficiently and uses less of the internet connection.
Offline in apps
• Google Workspace – Offline mode must be manually enabled in the browser (Chrome). It allows you to edit documents, spreadsheets, and presentations, which will sync when you return online.
• Microsoft 365 – Desktop applications (Word, Excel, PowerPoint) work fully offline, and synchronization with OneDrive occurs in the background. This ensures greater work continuity, especially in environments with unreliable internet.
Table: Synchronization and Offline Work
| Function | Google Workspace | OneDrive |
|---|---|---|
| Desktop application | Drive for desktop | OneDrive (Windows/macOS) |
| Offline mode | Yes, after enabling it (Chrome) | Yes, full offline work in Office applications |
| File streaming | Yes ("streaming files") | Yes ("Files On-Demand") |
| Differential sync | NO | Yes, only uploading changed fragments |
| Performance with large files | Good, but slower at >1GB | Very good, especially with large files |
| Support for native applications | Browser only (offline after activation) | Full desktop application support |
If your employees frequently work with large files, OneDrive will usually prove to be faster and more stable. However, for teams that primarily work in the browser and need simplicity, Google Workspace is perfectly adequate.
Sharing and access control
Working in the cloud is not only about storing documents, but above all, it is possible sharing them with the team and external partnersThis is where the differences between Google Workspace and OneDrive are clear – both in terms of flexibility and precision of control.
Google Workspace: Simplicity and Clarity
Google has long been known for its highly intuitive sharing system. Each file or folder can be shared in several ways:
• public link (readable, with comment or edit),
• access limited to people within the organization,
• sharing with specific email addresses.
In Business Standard plans and above, administrators can additionally set:
• restrictions to selected domains,
• blocking downloading, printing or copying documents,
• access expiration date.
In the context of teams, they are particularly important Shared Drives – spaces where files are owned by the company, not an individual employee. This eliminates the risk of data loss when changing jobs.
OneDrive: Flexibility with SharePoint Integration
OneDrive also allows you to share files via links (readable or editable), protected by passwords or expiration dates. It's also possible to limit access to internal users only.
The advantage of the Microsoft ecosystem is integration with SharePoint This allows companies to build more comprehensive document sharing and management structures. Any file from OneDrive can be moved or shared within SharePoint libraries, which also include features such as workflows, compliance labels, and retention policies.
Precision vs. Intuitiveness
• Google Workspace wins with simplicity – even less technical people can easily set up access to the document.
• OneDrive gives more control in large organizations, especially when combined with SharePoint and Microsoft 365 security systems.
Table: Sharing and Access Control
| Function | Google Workspace | OneDrive |
|---|---|---|
| Public link | Yes (read, comment, edit) | Yes (read, edit) |
| Link with password | No (domain restriction only) | Yes, you can set a password |
| Link expiration date | Yes (in Standard plans and above) | Yes |
| Domain restrictions | Yes | Yes |
| Download/Copy Blocker | Yes | Yes |
| File ownership | Shared Drives – owned by the organization | SharePoint Libraries - owned by the organization |
| Integration with the DLP system | Yes (Vault, DLP) | Yes (Microsoft Purview, on M365) |
If your company cares about easy and quick sharing, Google Workspace offers the advantage of intuitiveness. However, if the key is tight control and integration with security policies, OneDrive combined with SharePoint will be a more powerful solution.
Security, Compliance, and Data Storage Locations
For many companies, the decision to choose a cloud solution isn't just about price or convenience. Equally important are data security, compliance with regulations (e.g. GDPR) and the ability to determine where files are physically stored.
Google Workspace: Encryption and Data Control
Google provides data encryption for both at rest, as well as during transmission (in transit). Additionally, the following functions are available:
• Client-Side Encryption (CSE) – allows you to manage your encryption keys independently. This prevents even Google from accessing the file contents.
• Data Loss Prevention (DLP) – rules to prevent accidental disclosure of confidential data.
• Google Vault – archiving, retention and eDiscovery, available in higher plans (Business Plus, Enterprise).
• Data regions – the controller may specify that the data be stored only in the EU or the USA.
For companies operating in Europe, the option is particularly important data regions, which makes it easier to meet GDPR requirements and security audits.
OneDrive: Security in the Microsoft 365 Ecosystem
Basic encryption covers all files in OneDrive—both at rest and in transit. However, the real added value comes with integration with Microsoft 365:
• Microsoft Purview – a suite of tools for data classification, DLP, eDiscovery and compliance management.
• Microsoft Defender for Business – threat protection, available in Business Premium plans.
• EU Data Boundary – EU customer data can only be stored within the EU, which supports GDPR compliance.
• Advanced access control – Conditional Access, MFA and integration with Azure AD allow you to precisely manage user security.
Google vs Microsoft – different philosophies
• Google focuses on easier-to-use mechanisms that work well for small and medium-sized companies and startups.
• Microsoft provides more advanced tools that are especially useful in larger organizations and where strict compliance with safety procedures.
Table: Security and Compliance – Google Workspace vs. OneDrive
| Function | Google Workspace | OneDrive |
|---|---|---|
| Encryption | Yes (at rest, in transit, optional CSE) | Yes (at rest, in transit) |
| DLP (Data Loss Prevention) | Yes, in higher plans | Yes, via Microsoft Purview |
| Archiving and eDiscovery | Vault (Business Plus, Enterprise) | Purview (various levels in M365) |
| Data Regions (EU/US) | Yes, you can choose | Yes, EU Data Boundary |
| Encryption key management | Yes (CSE) | No, Microsoft manages it by default |
| Integration with security systems | Basic (Google Admin, DLP) | Advanced (Defender, Intune, Conditional Access) |
If you need maximum simplicity and clear security settings, Google Workspace will work perfectly. However, if your company requires extensive audit tools and advanced identity management, OneDrive in the Microsoft 365 package has the advantage.
Integrations and automations in working with files
For many companies, disk space alone isn't enough. Increasingly, there's a need for a document storage system. automated processes and worked well with other tools – from CRM to electronic signature applications.
Google Workspace: Simplicity and Flexibility
Google is focusing on integrations through API and ready-made pluginsGoogle Drive can easily connect to many third-party applications, including CRM tools, project management apps, and document signing platforms.
Key automation options:
• Google Apps Script – a simple scripting language that allows you to automate tasks within Drive, Docs or Sheets.
• AppSheet – a low-code/no-code platform that allows you to build your own business applications that run on data from Google Drive.
• Integrations with popular services (Slack, Zoom, DocuSign, Trello) available in Marketplace.
This approach is particularly beneficial for companies that value the simplicity and speed of creating simple automation without large IT investments.
OneDrive: Automations in the Microsoft Ecosystem
OneDrive becomes much more powerful when it runs within Microsoft 365. This gives it access to enterprise-class tools:
• Power Automate – an extensive platform for building workflows, e.g. automatic file copying, document approval, and CRM integration.
• Power Apps – the ability to create business applications that use data in OneDrive/SharePoint.
• Integrations with Teams and SharePoint – documents can be part of broader processes, e.g. invoice or project flow.
• Support for hundreds of connectors to third-party applications – from ERP systems to HR tools.
This is a more demanding, but extremely powerful solution – especially where the company wants to automate document flows or implement a workflow with approvals and signatures.
Google vs Microsoft – when is which better?
• Google Workspace – when you need quick, simple automation and the team does not have its own IT department.
• Microsoft 365 / OneDrive – when the company needs advanced integrations, extensive workflows and central management.
Table: Integrations and Automations
| Area | Google Workspace | OneDrive (with M365) |
|---|---|---|
| Process automation | Apps Script, AppSheet | Power Automate, Power Apps |
| Marketplace / Add-ons | Yes, thousands of integrations | Yes, hundreds of connectors |
| Integrations with other tools | Slack, Zoom, Trello, DocuSign, CRM | Teams, SharePoint, Dynamics 365, CRM/ERP |
| Building your own applications | AppSheet (no-code) | Power Apps (low-code) |
| Scale and complexity | Simple processes and applications | Complex workflows and enterprise integrations |
In short: Google Workspace gives you the advantage simplicity, and OneDrive in the Microsoft 365 package – power and scaleThe choice depends on whether you need "fast automation" or full-fledged business processes.
Prices and simple calculations for small and medium-sized businesses
License costs are a key factor when choosing a cloud solution. So let's take a look at how much a company will actually pay if they choose Google Workspace or OneDrive (alone or as part of a Microsoft 365 package).
Google Workspace Prices (2025)
Google Workspace price list for companies (according to the official website) Google Workspace Pricing):
• Business Starter – $7.20/user/month
• Business Standard – $14.40/user/month
• Business Plus – $21.60/user/month
• Enterprise – price determined individually
OneDrive and Microsoft 365 – prices (2025)
OneDrive and Microsoft 365 price list (according to the official website) Microsoft 365 Business Plans):
• OneDrive Plan 1 – $5/user/month
• OneDrive Plan 2 – $10/user/month
• Microsoft 365 Business Basic – $6/user/month
• Microsoft 365 Business Standard – $12.50/user/month
• Microsoft 365 Business Premium – $22/user/month
Sample calculations – 25-person company
• Google Workspace Business Standard
25 × $14.40 = $360 per month• OneDrive Plan 1 (standalone)
25 × $5 = $125 per month• Microsoft 365 Business Standard
25 × $12.50 = $312.50 per month
Table: Costs for 25 users
| Plan | Price / user | Monthly cost (25 people) | What does it include? |
|---|---|---|---|
| Google Workspace Business Standard | $14.40 | $360 | Pooled storage, Docs/Sheets/Slides, Meet up to 150 people |
| OneDrive Plan 1 | $5 | $125 | 1 TB/person file storage |
| Microsoft 365 Business Standard | $12.50 | $312.50 | 1 TB/person, Office desktop, Teams, Exchange |
In short: the cheapest is OneDrive Plan 1, but it only gives you disk space. Google Workspace and Microsoft 365 They cost more, but include a complete set of office tools.
Migration – paths, tools and risks
Moving data between cloud systems always comes with challenges. Whether you're moving from Google Workspace to OneDriveor vice versa – planning the process and securing data is crucial.
Migration paths
From Google Workspace to OneDrive/Microsoft 365
• Microsoft offers migration tools (e.g. SharePoint Migration Tool) allowing you to transfer files from Google Drive.
• It is also possible to use third-party tools (e.g. CloudM, Mover).
From OneDrive to Google Workspace
• Google Workspace Migration for Drive (GWMME) allows you to import files from OneDrive/SharePoint.
• For large volumes, dedicated solutions from partner companies are also used.
Key risks
• Right – differences between Shared Drives and SharePoint libraries may result in loss or change of access.
• Links and shares – after migration they often need to be reconfigured.
• File format – Some Office features (e.g. VBA macros) may not work properly in Google Docs.
• Time and availability – It is best to plan large migrations on weekends or outside working hours.
How to reduce risk?
• Do it pilotage on a small group of data.
• Prepare rollback plan in case of problems.
• Move over user trainingto avoid chaos when logging in for the first time.
Migration doesn't have to be painful – with good planning, it can be completed in one weekend, minimizing downtime.
How to tailor the solution to your company's needs
There's no one-size-fits-all solution. The choice depends on how your business works. Here are four common scenarios that make the decision easier:
1. Startup or small business working primarily online
Your employees primarily use browsers, rarely open desktop applications, and what matters most is fast, real-time collaboration.
Better choice: Google Workspace – simplicity, pooled storage, smooth document editing in the team.
2. Accounting or finance department
The team works daily with complex Excel spreadsheets with macros and complex formulas. Compatibility and stability of Office formats are paramount.
A better choice: OneDrive in Microsoft 365 – full support for VBA macros, integration with Office desktop applications.
3. Creative or marketing agency
You create graphics, videos, and large files that often need to be shared with external clients. Storage capacity, flexible links, and convenience are key.
Better choice: Google Workspace – greater freedom in pooled storage, simple links for cooperation with partners.
4. A company from a regulated industry (e.g. medical, legal)
You have high requirements for audits, data retention and document access control.
A better choice: OneDrive in Microsoft 365 Business Premium – Compliance tools (Purview), advanced security and EU Data Boundary.
If your company is "in between" these scenarios, it is worth conducting a short needs analysis and calculating the TCO. We can help you assess, which solution will work better In your business, prepare an implementation plan and perform a migration without downtime. Contact us, and we will advise you on the best solution for your company.
Frequently asked questions
Is OneDrive Plan 2 really unlimited?
How to calculate the real capacity in Google Workspace with pooled storage?
What about very large files?
Can both systems be used in parallel?
Can I open files with VBA macros in Google?
How does file recovery after user error or attack work?
Google Workspace and OneDrive are two different approaches to working in the cloud.
• Google Workspace focuses on simplicity, real-time collaboration and a flexible pooled storage model.
• OneDrive (especially in the Microsoft 365 package) provides full compatibility with Office files, differential sync and extensive security features.
There is no universal solution – the choice depends on the specifics of the company: the way of working, security requirements and expectations regarding office applications.
If you are wondering which solution will work better for your organization – Contact us. We'll help you analyze your needs, prepare an implementation plan, and safely complete the migration.
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