Microsoft 365 vs. Google G Suite vs. Self-Hosted Email
As any business receives numerous emails, it makes sense to find a host for your custom business email address. The main options seem to be Microsoft 365, Google G Suite, or self-hosted email. Also, using business names with generic emails like Yahoo and Gmail is another option.
Even though these solutions manage emails, how they go about it is as different as night and day. If you are not sure which one to choose, we have compiled a comprehensive comparison of three email services to help you. First, the differences.
What are their differences?
Google G Suite, now called Google Workspace, is a suite of productivity and collaboration tools that you can use online. You can use the Gmail app to store your emails on a secure server separate from your own website.
On the other hand, Microsoft 365 offers the same productivity tools and email service on its Outlook app. When it comes to email services, the Microsoft and Google solutions count as hosted email.
In a self-hosted email service, it means your emails are stored in the same server as your website.
Pros
Microsoft 365 — Its base product offers 1TB of storage, plus an additional 50GB of email mailbox with the business plans. Additionally, it comes with Office Outlook, a desktop email management program that can sort and group your emails. Further, Outlook is available in online and offline versions. With the offline version of Outlook, all your emails are available to your desktop as soon as they reach your inbox when you are online. You can then edit, and Outlook will send them once you go online.
Google Workspace — once you move up to the business plan, the minimum storage is 2TB per user, a figure that can go as high as 5TB in the business plus plan. Gmail also has monthly options so if your company experiences plenty of worker turnover, it can be useful. Google shines with the availability of third-party apps to help add useful functionality. Gmail is also the most popular email service provider. With 1 billion users per month, most users will find it easy to use this platform.
Self-hosted emails — since the email server is on the same server as your website, you only require one password to log in, and you are likely to get it free. Additionally, it has a layer of privacy since only one provider handles your website and email. Further, you get to manage the size of the email storage as well as the number of domains. Upgrades, improvements, and troubleshooting will be quicker and more manageable since it is easier to pinpoint problems and fit custom solutions. It also prevents other companies from scanning your emails without your permission.
Cons
Microsoft 365 — only offers upfront yearly plans. Microsoft also insists on the 1TB storage option even for the business plan.
Google Workspace — for the basic plan, it only offers 30GB of cloud storage. Surprisingly, it does not provide email sorting or grouping. Further, it does not have a desktop email program. Although you can work with your emails offline, you must first enable offline mail on Chrome and then download the emails.
Free email hosting — does not have the same robust spam filtering options. It suffers from reliability; when your website faces downtime, down goes your email. When you decide to go down this road, it will present challenges that hosted emails do not face. You must know the technical aspects of emails. For instance, you will be in charge of updating security, email migration, and inputting settings to enable sending emails.
To wind up, if you are on a limited budget, prefer offline email access, and value email storage, Microsoft 365 is the best solution for you. If functionality is your aim, then Google has plenty of third-party apps that you can install to complement your email client. Self-hosted solutions are for the pros because although they offer unlimited customization options, and are potentially cheaper than the other options, you must have the technical know-how.
Ready to make the jump to a Microsoft 365 email service? Contact EVERNET today. EVERNET has over 15 years experience handling IT-related business support.
Eric is a Business IT cybersecurity advisor, consultant, manager, integrator, and protector who founded EVERNET in 2007. Eric co-hosts a podcast called “Finance and Technology Insights by Brian & Eric” on YouTube. Eric is a regular contributor to the EVERNET blog, writing about the latest technology news and providing his expertise in cyber security prevention and management.
