In this guide · 8 sections
- 01Google Drive vs OneDrive vs Dropbox: the short version
- 02Storage per user and what it costs
- 03Sharing controls and the external link risk
- 04Version history and ransomware recovery
- 05Moving files between platforms
- 06Which should your business choose?
- 07Do it yourself or get help?
- 08Frequently asked questions
Short answer
Use OneDrive and SharePoint if you are on Microsoft 365 (1 TB per user from US$7 a month) and Google Drive if you are on Google Workspace (from 30 GB pooled per user at S$9.40). Choose Dropbox when you work heavily with outside partners or large media files and do not need an email suite.
Google Drive vs OneDrive vs Dropbox: the short version
Prices are approximate, as of October 2026, excluding GST. Microsoft lists Singapore business prices in US dollars, Google in Singapore dollars, and Dropbox showed US dollar pricing when we checked from Singapore.
OneDrive + SharePoint
With Microsoft 365In M365 from US$7/user/mo
- 1 TB OneDrive per user on Business Basic and above
- SharePoint team sites for shared company folders
- Ransomware detection and Files restore built in
- Works best with desktop Word, Excel and Outlook
Best for: Businesses on Microsoft 365 and Office files.
Google Drive
With WorkspaceIn Workspace from S$9.40/user/mo
- Pooled storage: 30 GB, 2 TB or 5 TB per user by plan
- Shared drives owned by the company, not a person
- Real-time editing in Docs, Sheets and Slides
- Strong browser-based sharing for outside guests
Best for: Businesses on Gmail and Google Docs.
Dropbox
Standard from US$15/user/mo
- Standard: from 3 TB for the team, 180-day recovery
- Advanced (US$24): from 15 TB, 1-year recovery
- Ransomware detection and recovery on Advanced
- Separate from your email suite; another login to manage
Best for: Creative teams, big files, many outside collaborators.
Sources: OneDrive business plans, Google Workspace pricing and Dropbox plan comparison.
Storage per user and what it costs
| Plan | Price (per user/month) | File storage | Notes |
|---|---|---|---|
| Microsoft 365 Business Basic | US$7 (yearly) | 1 TB per user | Web and mobile Office apps, email, Teams |
| Microsoft 365 Apps for business | US$10 (yearly) | 1 TB per user | Desktop Office apps, no business email |
| Google Workspace Business Starter | S$9.40 | 30 GB pooled per user | Email, Meet, Drive |
| Google Workspace Business Standard | S$18.80 | 2 TB pooled per user | Adds recording, more Gemini features |
| Dropbox Standard | US$15 | From 3 TB for the team | Files only |
| Dropbox Advanced | US$24 | From 15 TB for the team | Minimum 3 users |
Google's storage is pooled across the organisation, so a 5-person team on Business Standard shares 10 TB. Microsoft gives each user 1 TB of OneDrive, and SharePoint sites draw on a separate organisation-wide pool. Dropbox storage is shared across the team.
For a typical office of Word, Excel and PDF files, 30 GB per user is often enough. Video, design files and scanned archives are what push teams onto larger plans.
Version history and ransomware recovery
If ransomware or a careless sync overwrites files, version history and recycle bins are your first line of recovery. They work differently in each product.
| What you need to undo | OneDrive / SharePoint | Google Drive | Dropbox |
|---|---|---|---|
| Restore an older version of a file | Version history; admins can set limits, such as 500 versions | Uploaded files: kept up to 30 days or 100 newer versions unless pinned | 180 days (Standard) or 365 days (Advanced) |
| Recover a deleted file | Up to 93 days | Trash, then admin recovery for 25 days after it is emptied | Within the plan's recovery window |
| Roll back after mass encryption | Files restore: whole OneDrive back up to 30 days | File-by-file, or from a backup | Restore within the recovery window; ransomware recovery on Advanced |
Sources: SharePoint version limits, Google Drive file versions and Dropbox version history. Google Docs, Sheets and Slides keep their own edit history separately.
Moving files between platforms
Switching storage is easier than switching email, but still needs planning. The main risks are broken sharing links, lost permissions and duplicate copies.
List what you have and who owns it
Export a list of top-level folders, their size and who needs access. Delete or archive what nobody uses.
Design the new structure first
Map folders to SharePoint sites or Google shared drives by team or client, so files are owned by the company.
Use a migration tool, not drag and drop
Microsoft's Migration Manager and Google's migration tools copy files with metadata; manual copying loses version history and sharing.
Run a test batch, then a final sync
Move one department first, check files open and permissions are right, then do a final sync over a weekend.
Freeze the old platform
Set the old storage to read-only for a month before cancelling, in case something was missed.
Which should your business choose?
| Your situation | Usually the best fit |
|---|---|
| On Microsoft 365, mostly Word and Excel | OneDrive and SharePoint |
| On Google Workspace, mostly Docs and Sheets | Google Drive and shared drives |
| Large video or design files, many outside partners | Dropbox (Standard or Advanced) |
| Need the longest built-in recovery window | Dropbox Advanced, or add a separate backup to M365 or Workspace |
| Already paying for two of these | Consolidate onto the one that matches your email |
Paying for Dropbox on top of Microsoft 365 or Workspace is common and often unnecessary. If you keep both, decide which is the official home for company files, otherwise staff save in both and nobody can find the latest version. After a ransomware incident, our ransomware response guide covers the first steps.
Do it yourself or get help?
Tightening sharing settings and creating shared folders is a half-day job for a confident admin. Migrations and backups take more care.
Microsoft 365 / Google Security Lockdown (S$590) sets external sharing rules, enforces MFA and cleans up admin roles. Backup & Ransomware Recovery (S$290) sets up a separate Microsoft 365 or Google Workspace backup with a tested restore and a one-page recovery guide.
Frequently asked questions
Neither is better in general. OneDrive with SharePoint suits businesses on Microsoft 365 that use desktop Word and Excel, with 1 TB per user from Business Basic. Google Drive suits businesses on Google Workspace and browser-based Docs and Sheets, with pooled storage from 30 GB per user. Choose the one that matches your email platform.
Usually not for everyday office files, because OneDrive and SharePoint are already included with 1 TB per user. Dropbox can still make sense for teams working with very large media files or many external partners, or if you want its one-year recovery window and ransomware tools on the Advanced plan.
Often, yes. Microsoft's Files restore lets you roll back a whole OneDrive to a point in the previous 30 days, and deleted files can be restored for up to 93 days. Clean the infected device first so files are not re-encrypted, and keep a separate backup in case version history is not enough.
As of October 2026, Google Workspace Business Starter includes 30 GB of pooled storage per user, Business Standard 2 TB per user and Business Plus 5 TB per user. Storage is pooled across the organisation, so heavy users can use more as long as the company total is not exceeded.