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By Developer
15 Jun 2026
Business
It is one of the most common decisions schools face when upgrading or reviewing their technology setup. Do you go with Microsoft 365 or Google Workspace? Both platforms are widely used in UK education, both have strong track records, and both have genuine strengths that make them appealing, depending on how a school works. The problem is that the decision is often made on the wrong grounds, such as familiarity, cost assumptions, or what a neighbouring school happens to use, rather than on a proper assessment of what actually fits.
This article works through the key differences, the questions schools should be asking, and how to arrive at a decision that serves staff and students well over the long term. There is no single right answer, but there is a right process for arriving at one.
What Both Platforms Actually Offer Schools
Before comparing them, it helps to be clear about what each platform provides at its core. Microsoft 365 for Education gives schools access to Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and Exchange email, all managed through a central admin console. Google Workspace for Education provides Docs, Sheets, Slides, Gmail, Drive, Meet, and Classroom, with its own admin tools and a browser-first approach to working.
IT support for education providers like TC-IT works with both platforms regularly and is a certified partners of both Microsoft and Google. That experience matters because it means advice comes from familiarity with how each platform actually behaves in a real school environment, not just from reading a product brochure.
The Case for Microsoft 365 in Schools
Microsoft 365 tends to be a strong fit for secondary schools, sixth form colleges, and institutions where students and staff will be expected to produce work that translates directly into professional or higher education environments. The desktop applications, particularly Word and Excel, remain the standard in most workplaces and universities. Familiarity with these tools is a practical advantage for older students.
Microsoft Teams has also become a genuinely capable platform for school communication, lesson delivery, and staff collaboration. For schools that already use Windows devices across their estate, Microsoft 365 integrates tightly with device management tools like Intune, making it easier to manage a large fleet of machines centrally.
Key reasons schools choose Microsoft 365 include:
• Strong desktop application suite that aligns with further and higher education expectations
• Microsoft Teams as a unified hub for communication, video lessons, and file sharing
• Tight integration with Windows devices and Microsoft Intune for device management
• SharePoint and OneDrive for structured file storage and sharing across departments
• Familiarity for staff who have used Microsoft products throughout their careers
The Case for Google Workspace in Schools
Google Workspace tends to be a natural fit for primary schools and institutions that have invested in Chromebooks. The browser-based approach means devices do not need to be powerful to run the tools effectively, which keeps hardware costs lower. Google Classroom is widely regarded as one of the most accessible learning management tools available, particularly for teachers who are not especially technically confident.
Collaboration in Google Workspace is genuinely seamless. Multiple users can edit the same document simultaneously with no version control issues, which works well for group projects and shared lesson planning. The admin console is also straightforward, which reduces the management overhead for smaller IT teams.
Key reasons schools choose Google Workspace include:
• Optimised for Chromebooks, which are cost-effective and easy to manage at scale
• Google Classroom provides an accessible and well-structured learning management system
• Real-time collaboration on Docs and Slides with no version conflicts
• Simple, clear admin console that reduces complexity for smaller IT teams
• Strong integration with Google Meet for video lessons and staff meetings
Factors That Should Drive the Decision
Rather than choosing based on brand preference, schools should work through a set of practical questions. The answers will usually point clearly in one direction.
What devices does the school currently have or plan to purchase? If the answer is Chromebooks, Google Workspace is the logical fit. If it is Windows laptops or tablets, Microsoft 365 makes more sense. Mixed estates can work with either, but one platform will always feel more natural.
What age group does the school serve? Primary schools typically benefit from the simplicity of Google Workspace and Classroom. Secondary schools and colleges often benefit from the deeper functionality and workplace alignment of Microsoft 365.
What does the existing IT infrastructure look like? A school already running Active Directory and Windows Server will find Microsoft 365 integrates more naturally. A school with a lighter on-premise setup may find Google Workspace easier to manage.
What does the teaching staff actually need? The best platform is the one teachers will actually use effectively. If staff find one platform more intuitive, that counts for a great deal in practice.
Migration and Ongoing Management
Whichever platform a school chooses, the migration process requires careful planning. Email, files, contacts, and calendars all need to move across cleanly, and staff need time and support to adapt to any changes in how they work. Rushing a migration creates problems that take months to unpick.
TC-IT handles migrations for both Microsoft 365 and Google Workspace for education clients. They plan each project around the school calendar to avoid disrupting teaching time, and they provide training and on-site support to make sure staff feel confident with the new setup from day one.
After migration, ongoing management matters just as much as the initial setup. Both platforms require regular review of security settings, user access, and storage as staff change and the school grows. TC-IT manages this on an ongoing basis so schools are not left to figure it out themselves.
Can a School Use Both?
Some schools do run both platforms simultaneously, typically where different year groups or departments have settled into different tools. This is workable but adds complexity to device management, licensing, and IT support. As a general rule, settling on one platform and managing it well produces better outcomes than trying to support two. If a school is in this position, TC-IT can advise on a consolidation plan that moves everyone to the better-fit platform without disruption.
Frequently Asked Questions
Q1. Is Microsoft 365 or Google Workspace cheaper for schools?
The licensing cost is actually less of a differentiator than most people expect, since both platforms offer free or heavily subsidised tiers for schools. The real cost question is about devices and management. Chromebooks are cheaper per unit and pair naturally with Google Workspace, but if your school already runs Windows laptops, buying new hardware just to align with Google rarely saves money overall. TC-IT can walk you through the full picture so the decision is based on actual numbers, not assumptions.
Q2. Can TC-IT support our school if we switch platforms mid-year?
Yes, and they do it regularly. Migrations do not have to wait for the summer break, though timing is planned carefully around the school calendar to keep disruption to an absolute minimum. TC-IT handles everything on the technical side, including data, email, and user accounts, and makes sure staff get the training and on-site support they need to feel confident from day one, rather than left to figure things out themselves.
Q3. What security features do Microsoft 365 and Google Workspace offer for schools?
Both platforms come with solid core protections out of the box, including multi-factor authentication, access controls, and audit logging. Microsoft 365 goes deeper on granular security through Defender for Education and Intune, which suits schools with more complex compliance needs. Google Workspace is simpler to configure but still genuinely robust. Either way, TC-IT does not leave settings at defaults. They configure and monitor whichever platform the school uses to make sure it is actually secure, not just theoretically so.