Microsoft Word vs Google Docs: Pros and cons compared

For years, Microsoft Word (also known as MS Word) has been the go-to application for word processing worldwide. I remember a time when my college made it mandatory to use Microsoft Word to draft our project documents. This was mainly because of how widely available MS Word was and its long list of features. However, Microsoft Word has a competitor from Mountain View, and it’s called Google Docs.

There is no denying that Microsoft Word still retains its advantage but Google Docs has a different take on what word processors could be. It is a cross-platform tool that automatically syncs across devices, is accessible on phones, and yes, it is free. When you use MS Word and Google Docs, the differences become apparent. Here is a look at the pros and cons of both, and how Google Docs stacks up against Microsoft Word.

Google Docs vs MS Word: Pros and cons compared

The comparison between Google Docs and MS Word is not an apples-to-apples comparison even though they are both word processing applications. Microsoft certainly has advantages here since it has been developing Word for more than three decades, while Google’s take on word processing is mostly a digital alternative to traditional software.

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If you have used Microsoft Word before then Google Docs might seem limited in function, but if your reference to word processing software is Google Docs then MS Word can be overwhelming. At the end of the day, they are both tools that help you create documents whether it is a school project or technical document or a book project.

In a nutshell, we can look at the pros and cons of Microsoft Word and Google Docs across these categories:

1. Platform

2. Interface

3. File compatibility and sharing

4. Cost

Difference between MS Word and Google Docs

The difference between MS Word and Google Docs not only boils down to the features they offer but also how you use it or the devices on which you will use these applications. Let’s look at the difference between MS Word and Google Docs.

1. Platform

Google Docs is a web-based alternative to Microsoft Word and is thus available on any desktop platform with a modern browser. In other words, you can use Google Docs on Windows, macOS, Linux, and ChromeOS in addition to Android and iOS phones. You will need a Google account to log in and use Google Docs and an internet connection is necessary for sync and sharing functions.

Microsoft Word, on the other hand, is available as an application for both Windows and macOS as part of an Office or Microsoft 365 subscription. There are also free clients of MS Word available for Android and iOS while a Microsoft 365 subscription will let you use MS Word on the web. If you are someone who uses online apps then Google Docs will appeal to you but if you want a standalone software application then Microsoft Word has no competition.

2. Interface

Microsoft Word has so many features that it is really easy to recommend it over Google Docs. But those plethora of features are also a bane for the word processing software. Microsoft Word has such a complex and dense interface that often people struggle to understand, learn, or put those features to good use. Google Docs has a clean and minimal interface designed with digital natives in mind.

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Whether it is headings or margins, it is easier to change in Google Docs than on Microsoft Word. The area where Microsoft Word makes itself unique in the way it handles extra features like inserting tables and adding page numbers or footnotes to a page. If you are looking for an easy to use interface then Google Docs is a clear winner.

3. File compatibility and sharing

Both Microsoft Word and Google Docs are compatible with most common word processing formats such as Word, PDF, and rich text. MS Word, however, has an edge over Google Docs in terms of how it handles these files. For starters, Microsoft is faster to import files and is better equipped at consistently displaying even complex file formats.

Google Docs allows users to download files in the same formats as Word but it is more suited for publishing immediately. When it comes to sharing, Google Docs leads the way thanks to the way Google Drive works and the ease with which you can share the documents. Microsoft Word offers editing and markup tools for sharing and is better suited for large teams working on the same document.

4. Cost

Google Docs is free for individual and personal use but there is a paid version available as part of Google Workspace. While there is an option to download Microsoft Word, the software giant also offers an option to either buy standalone Word software or subscribe to Microsoft 365.

Microsoft Word vs Google Docs: Which is better suited for you

There is a reason why MS Word is still the de facto standard in many industries including the education field. Once you use Microsoft Word and all the tools available with Word, it is hard to switch to another application. However, if you are looking for a simple word processor then Google Docs is the one for you.

If you are going to work online then Google Docs is better suited than Word but if you need a program that works whether you are online or offline and allows rich editing then Microsoft Word is your clear choice. If you already use other Microsoft applications then it is logical to stick with Microsoft Word. While I tend to switch between Word and Docs, the compatibility remains an issue and it can be hard to fix them at times.