In today’s fast-paced digital landscape, office suites (also known as productivity suites) play a pivotal role in shaping how organisations collaborate, communicate and achieve their goals.
With an ever-expanding array of platforms – ranging from established names like Microsoft 365 and Google Workspace to emerging alternatives – businesses are faced with more choice than ever before. Navigating these options can be overwhelming, but selecting the right office suite is crucial for driving efficiency and supporting seamless teamwork.
This guide is designed to cut through the noise, providing a comprehensive comparison to empower your business to make an informed decision about the right office suite for your needs.
What makes a great office suite?
A truly great office suite goes beyond basic document creation or word processing. In a world where teams can be based anywhere, it’s the foundation for productivity, collaboration and security in an organisation.
When evaluating solutions for your business, consider these essential criteria:
- Collaboration and communication tools: Modern teams rely on real-time editing, instant messaging, video conferencing and shared calendars. A leading office suite should make it easy for staff to co-author documents, share feedback and stay connected, whether working remotely or in the office.
- Cloud integration and storage: Seamless access to files from any device, anywhere, is now the standard. Cloud-enabled suites offer automatic saving, version history and reliable backup, reducing the risk of data loss and enabling flexible work patterns.
- Security and compliance: With sensitive business data at stake, robust security features are non-negotiable. Look for enterprise-grade encryption, multi-factor authentication, granular permissions and compliance certifications that meet industry standards like GDPR.
- Compatibility and interoperability: Your office suite should work well with a range of operating systems, devices and third-party apps, ensuring smooth workflows across your digital ecosystem.
- Cost and scalability: Every business is unique, so consider licensing models, subscription costs and the ability to flexibly add or remove users as your organisation evolves.
- Support and ecosystem: Responsive technical support and a thriving ecosystem of add-ons, integrations and community resources can make a significant difference. Choose a vendor that offers clear documentation, training and help when you need it most.
A great office suite will empower your people, streamline your workflows and safeguard your business, helping you stay ahead in an ever-changing world. So that’s why it’s crucial to pick the right one.
Comparison of office suites_
We’re comparing seven of the market leading office suites, from well known names to emerging contenders, to help you find the best option for you. Keep reading for an overview of their key features, prices, pros and cons.
Microsoft 365_
Microsoft 365 is one of the most well-known office suites, leveraging the might of Microsoft tooling in a connected ecosystem. It’s used by many businesses and critically acclaimed – with a 4.6 out of 5 star rating on Capterra.
Key features
- A comprehensive suite of apps with Word, Excel, PowerPoint, Outlook, Teams, OneDrive and SharePoint
- Integrated AI-powered tools such as Microsoft Copilot to boost productivity and automate routine tasks
- Deep integration with Windows OS and Azure cloud services
- Enterprise-grade security and compliance, supporting GDPR, ISO and more
- Flexible deployment options, with both cloud-based and desktop versions available
Our guide to Microsoft 365 explains the key capabilities in more detail.
Price
There are plenty of licensing options available for Microsoft 365, making it flexible for different needs and budgets. Business prices start from £3.70 per user, per month (without Teams) or £4.60 per user, per month (without Teams). For enterprises, prices start from £29 per user, per month. This makes it one of the most affordable options on the market – but prices will increase for plans with more features.
Pros
- Best-in-class collaboration through Teams and SharePoint, enabling seamless communication and document sharing
- Robust security features and compliance certifications trusted by organisations worldwide
- Highly scalable, making it suitable for organisations from small startups to global enterprises
- Frequent updates deliver new features, security improvements and innovations on a regular basis
- Extensive partner network and support ecosystem, with rich documentation and add-ons
Cons
- Certain advanced features may require training to maximise adoption and value
- Some features are only available in higher-tier plans, which may increase costs for organisations needing advanced capabilities
- Reliance on internet connectivity for access to cloud-based tools can impact productivity during outages or in low-bandwidth environments
Ideal for…
Microsoft 365 is ideal for businesses of all sizes looking for a secure, scalable and feature-rich productivity suite with strong collaboration, integration and support capabilities. It’s also ideal for businesses aiming to modernise workflows, increase productivity and enable flexible work arrangements, or already working with Microsoft tooling.
Google Workspace_
Google Workspace is Google’s cloud-native productivity suite, designed for seamless collaboration and communication. It’s widely adopted by startups and remote teams, and holds a strong reputation.
Key features
- A suite of cloud-based apps including Docs, Sheets, Slides, Gmail, Meet, Drive and Calendar
- Real-time collaboration with simultaneous editing, comments and suggestions
- Deep integration with Google services and third-party apps
- Built-in video conferencing and chat via Google Meet and Chat
- Strong mobile support and accessibility across devices
Price
Google Workspace offers flexible pricing tiers for businesses. Plans start from £5.90 per user, per month. Enterprise pricing starts from £29.50. All plans include core collaboration tools, with higher tiers offering more storage, security and admin controls.
Pros
- Excellent real-time collaboration features, ideal for distributed teams
- Simple, intuitive interface that’s easy to adopt
- Cloud-native architecture with automatic saving and version history
- Strong integration with other Google services and third-party apps
- Competitive pricing for small and medium businesses
Cons
- Limited offline functionality compared to desktop-based suites
- Advanced formatting and features in Docs and Sheets may lag behind Microsoft Office equivalents
- Privacy concerns for some industries due to data handling policies
- Less suitable for businesses requiring complex document workflows or advanced spreadsheet functions
Ideal for…
Google Workspace is ideal for startups and SMB that value simplicity, real-time collaboration and cloud-native workflows. It’s especially effective for organisations already embedded in the Google ecosystem or those looking for a cost-effective, easy-to-manage solution. However, it’s not ideal for those who would prefer desktop access.
Apple iWork_
Apple iWork is Apple’s free productivity suite, designed with simplicity and elegance in mind. It includes Pages, Numbers and Keynote – apps that are tightly integrated with macOS, iOS, and iCloud. While not as feature rich as some enterprise suites, iWork is praised for its design and ease of use.
Key features
- Core apps include Pages (word processing), Numbers (spreadsheets) and Keynote (presentations)
- Seamless integration with macOS, iOS, and iCloud for syncing and collaboration
- Real-time collaboration with other Apple users via iCloud
- Templates and design tools for visually polished documents
Price
Apple iWork is completely free for all users of macOS and iOS devices. There are no subscription fees or licensing costs, making it a cost-effective option for Apple-centric teams.
Pros
- Clean, intuitive interface with a focus on design and usability
- Free with Apple devices, with no additional cost for software
- Excellent for creating visually appealing documents and presentations
- Real-time collaboration via iCloud
- Strong performance and stability on Apple hardware
Ideal for…
Apple iWork is ideal for creative teams, freelancers and small businesses that work primarily within the Apple ecosystem and value design, simplicity and cost-effectiveness over enterprise-level features.
LibreOffice_
LibreOffice is a powerful open-source office suite developed by The Document Foundation. It offers a full range of productivity tools and is widely used by individuals, nonprofits and organisations looking for a free alternative to commercial software.
Key features
- A comprehensive suite including Writer (word processing), Calc (spreadsheets), Impress (presentations), Draw, Base (database) and Math (formula editor)
- Strong compatibility with Microsoft Office file formats
- Fully offline functionality with no reliance on cloud services
- Open-source and community-driven development
- Available on Windows, macOS, and Linux
Price
LibreOffice is completely free to download and use, with no licensing fees or subscriptions. It’s maintained by a global community of contributors and supported by donations and enterprise partners.
Pros
- No cost, so ideal for budget-conscious organisations
- Strong offline capabilities and performance
- Good compatibility with Microsoft Office formats
- Highly customisable and extensible with plugins
- Active open-source community and regular updates
Cons
- Dated user interface compared to modern cloud-based suites
- Limited real-time collaboration features
- Occasional formatting issues when working with complex Office documents
- No native cloud storage or integrated communication tools
Ideal for…
LibreOffice is ideal for nonprofits, educational institutions and organisations that prioritise cost savings, offline access and open-source values. It’s especially suitable for teams with basic productivity needs and limited reliance on cloud collaboration.
However, businesses with more complex needs will quickly find themselves limited.
WPS Office_
WPS Office is a lightweight, cross-platform office suite developed by Kingsoft. It offers a familiar interface for Microsoft Office users and includes a range of tools for document creation, spreadsheets, presentations, and PDF editing.
Key features
- Core apps: Writer (word processing), Spreadsheets, Presentation and integrated PDF tools
- Available on Windows, macOS, Linux, Android and iOS
- Cloud storage and file syncing across devices
- Built-in templates and design tools
- Free version with optional premium upgrades
Price
WPS Office offers a Pro license for Teams, starting from £2.24 per user, per month, for up to 50 users. For larger teams and businesses, you need a business license. Prices for this are not publicly available. There is also a free tier for individuals to try out.
Pros
- Affordable pricing
- Familiar interface for users coming from Microsoft Office
- Lightweight and fast, even on older hardware
- Built-in PDF editing and conversion tools
- Cross-platform support, including mobile apps
Cons
- Ads in the free version can be distracting
- Limited collaboration features compared to cloud-native suites
- Privacy concerns due to data handling policies in some regions
- Less robust support and documentation for enterprise users
Ideal for…
WPS Office is ideal for small businesses looking for a cost-effective, Office-compatible suite with essential features and strong mobile support. It’s especially useful for teams with limited budgets or older hardware. However, privacy concerns and limited collaboration features will rule it out for many larger businesses.
Zoho Workplace_
Zoho Workplace is part of the broader Zoho ecosystem, offering a suite of cloud-based productivity and collaboration tools tailored for small to medium-sized businesses. It’s known for its affordability and integration with Zoho’s CRM and business apps.
Key features
- Core apps: Zoho Writer (word processing), Sheet (spreadsheets), Show (presentations), Mail, WorkDrive and Cliq (team chat)
- Integrated communication tools including email, chat, and video conferencing
- Cloud-based with real-time collaboration and file sharing
- Seamless integration with Zoho CRM, Projects, and other business tools
- Admin controls, audit logs and role-based permissions for business use
Price
Zoho Workplace starts from £2.40 per user, per month, with the premium plan priced at approximately £4.80 per user, per month, offering more storage, advanced collaboration and admin features. It also offers a 15-day free trial.
Pros
- Excellent value for money, especially for SMBs
- Strong integration with Zoho’s broader suite of business apps
- Clean, modern interface with good collaboration tools
- Built-in communication tools reduce the need for third-party apps
- Cloud-native with mobile and web access
Cons
- Less widely adopted than Microsoft or Google, which may affect compatibility and user familiarity
- Limited offline functionality
- Some apps lack the polish and advanced features of more mature competitors
- Smaller support and partner ecosystem
Ideal for…
Zoho Workplace is ideal for small to medium-sized businesses, especially those already using or planning to adopt Zoho’s CRM, finance or project management tools. It’s worth considering for teams looking for an affordable, all-in-one business suite with integrated communication and productivity tools.
However, the lack of offline functionality and less polished features may frustrate some businesses.
OnlyOffice_
OnlyOffice is a flexible office suite designed for businesses that value data control, document compatibility, and collaborative editing. It offers both cloud-based and self-hosted deployment options, making it a popular choice for privacy-conscious organisations.
Key features
- Core apps: Document Editor, Spreadsheet Editor, Presentation Editor
- Strong compatibility with Microsoft Office formats (.docx, .xlsx, .pptx)
- Real-time collaboration with version control and permissions
- Available as a cloud service or self-hosted solution
Price
OnlyOffice business plans start from around £15 per user, per month. For enterprise, on-premise deployment, the price is closer to £5,000 per server.
Pros
- Excellent document compatibility with Microsoft formats
- Flexible deployment options (cloud or on-premise)
- Strong privacy and data control for self-hosted environments
- Real-time collaboration with granular access controls
- Integration with popular file-sharing and collaboration platforms
Cons
- Requires technical expertise for self-hosted setup
- Smaller ecosystem and user base compared to Microsoft or Google
- Interface may feel less intuitive for non-technical users
- Limited mobile app functionality compared to competitors
Ideal for…
OnlyOffice is ideal for privacy-focused organisations, IT teams, and businesses that require strong document compatibility and prefer self-hosted or hybrid deployment models. It’s especially suitable for companies in regulated industries or those with strict data governance policies. However, it may be too small-scale for companies with more advanced needs.
What’s right for your business?
With so many options to choose, it’s crucial to pick an office suite that best suits your needs. Doing so will ensure you get more value from your investment, while having a sizeable impact on your organisation.
We’ve listed the key questions to ask to refine the options.
- What are your core business needs? Consider which features and integrations are essential, from document collaboration to advanced analytics or workflow automation.
- How important is data privacy and compliance? Assess your industry requirements and whether you need options for on-premise, cloud or hybrid deployments.
- What is your team’s technical expertise? Determine if your organisation can manage complex setups or would benefit from a more user-friendly, managed solution.
- How does the platform fit with your existing tools? Check compatibility with key software and services your business already relies on.
- What is your budget? Factor in licensing, training, maintenance, and potential migration costs.
- How scalable is the suite? Ensure the solution can grow with your organisation and adapt to changing needs.
- What support and resources are available? Evaluate the vendor’s customer service, community, and documentation.
If you still aren’t certain, it’s worth liaising with an external consultant to uncover the value of the software against your business needs. As a Microsoft 365 expert, we can assess your requirements and advise you whether the suite is a good fit, and what licensing plan will offer you the best ROI.
Uncover your Microsoft 365 use cases_
If you’re looking for a comprehensive office suite, designed to integrate with a range of tools, boost productivity and bring hybrid teams together, few are more powerful than Microsoft 365.
With tailorable pricing plans to fit your needs and budget, it can offer you precisely the support your business needs. Plus, twice-yearly updates mean it innovates as your business grows.
If you’re ready to explore Microsoft 365 licensing and discover the right plan for your needs, download our handy table below. Or speak to a consultant today.
