Key facts
- Both are paid per user at the vendor's own price; check current plans with Google or Microsoft.
- Google Workspace uses a single MX record: smtp.google.com at priority 1 for new set-ups.
- Microsoft 365 uses the exact MX value shown in its admin centre, plus an autodiscover CNAME.
- SPF includes differ: _spf.google.com for Google, spf.protection.outlook.com for Microsoft.
- Google DKIM is a TXT record at google._domainkey; Microsoft uses two DKIM CNAMEs.
- Both support shared or group mailboxes, in different ways.
- dijitul sets up either platform at £45 an hour + VAT, or a fixed quote for migrations.
The short version
Google Workspace and Microsoft 365 both give you professional email on your own domain, plus calendars, file storage and video calls. Neither is a wrong choice. The deciding factor is usually how your team already works.
If people spend their day in Outlook, Word and Excel desktop apps, Microsoft 365 is the natural fit. If they prefer Gmail, Google Docs and working in a browser, Google Workspace usually feels simpler. Both charge per user at their own price, so check current plans directly with Google or Microsoft.
Side by side
| Factor | Google Workspace | Microsoft 365 |
|---|---|---|
| Price | Google's own per-user price | Microsoft's own per-user price |
| Email app | Gmail in the browser and mobile app; other apps supported | Outlook desktop, web and mobile; other apps supported |
| Office apps | Docs, Sheets, Slides, mainly browser based | Word, Excel, PowerPoint, desktop and web |
| Admin | Google Admin console | Microsoft 365 admin centre |
| Shared addresses | Groups and collaborative inboxes | Shared mailboxes (Microsoft says no licence needed up to 50 GB) |
| MX record | smtp.google.com, priority 1 | Exact value from the admin centre |
| SPF include | include:_spf.google.com | include:spf.protection.outlook.com |
| DKIM | TXT at google._domainkey (2048-bit recommended) | Two CNAMEs: selector1 and selector2 |
| Other records | Verification TXT | MS=ms TXT verification, autodiscover CNAME |
Admin, apps and shared mailboxes
Microsoft 365 has a deeper admin centre, with detailed device management and security policies on the right plans. Shared mailboxes are a strong point: several people can read and send from info@ or accounts@, with their own permissions. Read shared and group mailboxes for the options.
Google Workspace is often quicker for a small team to learn. Shared addresses are handled with Google Groups, which can act as a collaborative inbox, or by delegating access to a mailbox. Real-time editing in Docs and Sheets is a strength.
Both offer video calls (Google Meet and Microsoft Teams), shared calendars and mobile apps. Both work with other mail apps, though each works best in its own.
DNS records each one needs
Whichever you choose, the DNS has to be right or mail will bounce or land in spam:
- MX: Google uses a single MX record,
smtp.google.comat priority 1, for new set-ups. Microsoft 365 gives you an exact MX value in its admin centre. See MX records set-up. - SPF: one TXT record starting
v=spf1, including the right provider plus anything else that sends as you. Never publish two SPF records. - DKIM: Google generates a key in the Admin console, published as TXT at
google._domainkey. Microsoft uses two CNAMEs,selector1._domainkeyandselector2._domainkey. - DMARC: a TXT record at
_dmarc, starting atp=none.
Our SPF, DKIM and DMARC records service covers the detail.
Migration and which to choose
Both platforms have tools to import existing mail from another provider. The usual order is: create the users, copy existing mail across, switch the MX records at a quiet time, then copy any mail that arrived during the change. Lower the TTL on the MX record a day or two before. Read moving email provider for the full process.
Choose Microsoft 365 if your team relies on Outlook and desktop Office, needs shared mailboxes or wants detailed device control. Choose Google Workspace if your team prefers Gmail, works mostly in a browser and wants a simpler admin console.
How dijitul helps
You buy the licences at Google's or Microsoft's own per-user price. We set up the domain verification, MX, SPF, DKIM and DMARC records, create mailboxes and check mail flows, at £45 an hour + VAT, or a fixed quote for a migration with several users. See Google Workspace set-up and Microsoft 365 email set-up, or ask for a quote.
Frequently asked questions
Is Google Workspace or Microsoft 365 better for a small business?
Neither is better for everyone. Microsoft 365 suits teams that rely on Outlook, Word and Excel and need shared mailboxes. Google Workspace suits teams that prefer Gmail and browser-based working. Pick the one your team already knows, as that keeps training to a minimum.
How much do Google Workspace and Microsoft 365 cost?
Each is charged per user at the vendor's own price, and plans change from time to time, so check current pricing directly with Google or Microsoft. dijitul's set-up is separate, at £45 an hour + VAT or a fixed quote for a larger migration.
Can I switch from Google Workspace to Microsoft 365 later?
Yes. You create users in the new platform, migrate existing mail, then change the MX, SPF and DKIM records to the new provider. Done in the right order with a lowered TTL, mail keeps flowing during the move.
What DNS records does Google Workspace need?
A verification TXT record, a single MX record of smtp.google.com at priority 1 for new set-ups, an SPF record including _spf.google.com, a DKIM TXT record at google._domainkey generated in the Admin console, and a DMARC TXT record at _dmarc.
What DNS records does Microsoft 365 need?
The MS=ms verification TXT, the exact MX value from the admin centre, an autodiscover CNAME to autodiscover.outlook.com, an SPF record including spf.protection.outlook.com, two DKIM CNAMEs for selector1 and selector2, and a DMARC record.
Can I use both on the same domain?
Only one service can receive mail for a domain through its MX records, so pick one for your main mailboxes. Some businesses use a subdomain for a second service, which needs its own records and careful SPF and DMARC planning.
Related
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