Let’s face it – managing documents has never been more challenging. With so many platforms out there, it’s hard to know which one will truly work for your team. Whether you’re trying to streamline workflows or improve collaboration, the right document management system can make all the difference. Two of the most popular options are SharePoint and Google Drive—both feature-packed and powerful, but which one’s the right fit for your business.
Choosing the best DMS depends on your business size, the tools you’re already using, and the level of functionality you require. This guide breaks down the key features, integrations, pricing, and pros and cons of both platforms, helping you make an informed decision.
Jump to:
What is SharePoint?
SharePoint is a powerful document management system that forms part of the Microsoft 365 suite. It is designed to store, manage, and share content in a highly structured and secure way. But SharePoint is not just a DMS—it can also serve as an intranet, departmental hubs, and learning platforms—allowing you to do more within just one platform.
Favoured by large businesses and enterprises for its scalability, robust feature set, and deep integration with other Microsoft tools like Teams, Viva, Word, and Excel, SharePoint is ideal for managing complex workflows, ensuring compliance, and maintaining strict access control over sensitive content.
Whether you need to manage a vast number of documents, collaborate across teams, or streamline your internal communication, SharePoint provides the flexibility and security your business needs.
What is Google Drive?
Google Drive, part of Google Workspace (formerly G Suite), offers a simple, intuitive approach to document storage and collaboration. It’s a highly user-friendly cloud storage solution, particularly popular with small and medium-sized teams.
If all you want to do is store and share files, Google Drive has got you covered. It’s simple, intuitive, and especially great for teams already deep in the Google ecosystem.
But if you’re looking to do a little more—like integrating your document management system with other parts of your digital workplace—Google Drive might feel a bit too basic for your needs. It doesn’t have the enterprise-level features or deeper integrations that tools like SharePoint offer for those larger, more complex workflows.
Key Features Comparison
SharePoint Key Features
• Organise files in custom libraries, making it easy to categorise, search, and filter documents with metadata
• Track document versions and revert to earlier versions if necessary
• SharePoint allows for granular control over permissions at the file, folder, or site level, ensuring only the right people can access sensitive documents
• Seamless integration with Teams, Outlook, and other Microsoft tools for real-time document collaboration
• Automate processes such as approvals and notifications with Power Automate, without needing coding skills
Google Drive Key Features
• Upload, store, and share files. Set simple permissions (view, comment, edit) for each file or folder
• Work on documents together in real-time with Google Docs, Sheets, and Slides. Edits are automatically saved and visible to everyone
• Quickly find documents with Google Drive’s search, which even recognises text in images (thanks to OCR)
• Works with Gmail, Google Meet, Calendar, and other Google apps for basic workflow integration
• Edit documents offline and sync once you’re back online
Integrations
SharePoint Integrations
As part of the Microsoft 365 suite, SharePoint integrates seamlessly with Teams, Outlook, OneDrive, and other Microsoft tools. This makes it a strong choice for businesses already using Microsoft’s suite of applications. You can also automate processes via Power Automate, build custom apps with PowerApps, and integrate with third-party platforms like Salesforce and Dynamics 365.
For more on SharePoint’s integrations, check out this official Microsoft article on SharePoint integration.
SharePoint excels in environments with complex workflows and a variety of integrated systems, making it ideal for larger organisations.
Google Drive Integrations
Google Drive is tightly integrated with the full Google Workspace suite, including Docs, Sheets, Slides, Meet, and Gmail, allowing seamless collaboration and communication. It also supports third-party integrations via the Google Workspace Marketplace, connecting with tools like Slack, Trello, and Asana.
For more about Google Drive integrations, visit Google Workspace Marketplace.
While it lacks the enterprise-level integrations of SharePoint, its flexibility makes it ideal for businesses already working within the Google ecosystem or those with simpler integration needs.
Pros and Cons of Each Platform
SharePoint Pros:
- Best for large organisations with complex document management needs
- Deep integration with Microsoft 365 apps and enterprise tools
- Advanced security features and compliance capabilities
- Powerful version control, workflow automation, and metadata management
SharePoint Cons:
- Steeper learning curve, particularly for users unfamiliar with Microsoft tools
- More setup and ongoing management required compared to simpler platforms like Google Drive
- Better suited to large enterprises than small businesses or teams
Google Drive Pros:
- Simple, easy-to-use interface
- Real-time collaboration with Google Docs, Sheets, and Slides
- Seamless integration with Google Workspace apps like Gmail, Meet, and Calendar
- Cost-effective—offers a generous free tier (15GB of storage) and affordable pricing for businesses
Google Drive Cons:
- Lacks some of the advanced document management features of SharePoint, such as workflow automation and metadata tagging
- Less suitable for large enterprises with complex security or compliance requirements
- Limited customisation options compared to SharePoint
Pricing
SharePoint Pricing
SharePoint is included in Microsoft 365 plans, with different tiers based on the features you need. Pricing starts at:
• Microsoft 365 Business Basic: £4.50 per user/month (includes SharePoint and OneDrive, but no desktop apps)
• Microsoft 365 Business Standard: £9.40 per user/month (includes SharePoint, OneDrive, Teams, and Office apps)
• Microsoft 365 Enterprise: Starting at £6.00 per user/month for SharePoint, with advanced features like compliance tools and unlimited cloud storage
For more information, visit Microsoft’s official pricing page.
SharePoint’s pricing is competitive, particularly if you’re already using Microsoft 365.
Google Drive Pricing
Google Drive is part of Google Workspace, with pricing as follows:
• Business Starter: £4.20 per user/month (includes 30GB of storage per user)
• Business Standard: £8.40 per user/month (includes 2TB of storage per user)
• Business Plus: £12.60 per user/month (includes 5TB of storage per user)
• Enterprise: Custom pricing based on needs
For individuals or smaller businesses, Google Drive offers 15GB of free storage, which can be ideal for lighter usage.
Visit Google Workspace pricing for the latest details.
Which DMS is Right for You?
Choosing between SharePoint and Google Drive depends largely on your business’s size, current tools, and document management requirements:
- Choose SharePoint if you’re part of a larger organisation with complex document management needs. It’s perfect for businesses requiring advanced security, compliance, and workflow automation—especially if you’re already using Microsoft 365.
- Choose Google Drive if you’re a smaller business or team that values simplicity and ease of use. It’s ideal for organisations embedded in the Google ecosystem and those after a cost-effective, user-friendly solution for collaboration and file sharing.
Both platforms bring unique strengths to the table, so the best choice comes down to your team’s specific needs and the tools you’re already using.
Guide to SharePoint Intranet Design
