The comparison covers every dimension that matters for small businesses: free storage limits, paid pricing, collaboration features, security, offline access, mobile apps, third-party integrations, and the specific use cases where each platform wins. Whether you are starting from scratch, reconsidering your current setup, or trying to decide whether to move from one platform to another, this guide gives you everything you need to make the right decision.
Quick summary — what this guide covers:
- How much free storage each platform actually provides in 2026 — and what it is shared with
- Full honest reviews of Google Drive, OneDrive, and Dropbox — strengths, weaknesses, and limitations
- A comprehensive head-to-head comparison across 12 key categories
- Paid plan pricing for all three — what you get for your money and which is best value
- Collaboration features compared — real-time editing, sharing with external parties, version history
- Security and privacy — encryption standards, GDPR compliance, and data residency for UK businesses
- Offline access — how each platform handles working without internet, and which is most reliable
- A definitive verdict by business type — freelancer, small team, Microsoft Office user, design-heavy business, and more
Cloud storage means storing your files on remote servers — run by Google, Microsoft, or Dropbox — rather than only on the hard drive of your own computer. When you save a file to Google Drive, it lives on Google's servers and is accessible from any device with an internet connection: your laptop, your phone, a client's computer, a borrowed tablet. Your files are no longer tied to a single piece of hardware.
For small businesses, cloud storage solves four problems simultaneously:
Files saved to the cloud are automatically backed up. A stolen laptop, a hard drive failure, or a flood does not destroy your business's files — they are safe on remote servers.
Work from home, a client's office, a coffee shop, or a phone — your files are always accessible from any device with internet access, without emailing files to yourself.
Multiple people can work on the same document simultaneously without the confusion of "which version is current?" — changes appear in real time for everyone.
Share a document or folder with a client or contractor via a link — no email attachments, no version confusion, no storage limits on what you can share.
💡 Cloud storage vs cloud backup — an important distinction
Cloud storage (Google Drive, OneDrive, Dropbox) is primarily for active working files — documents you access, edit, and share regularly. Cloud backup (services like Backblaze, iCloud backup, Google Photos backup) is for archiving everything on your device automatically in the background. For small businesses, you need both: cloud storage as your primary file workspace, and cloud backup as your insurance policy. This guide covers cloud storage specifically.
The free storage comparison between the three platforms is significant — and there are important nuances beyond the headline gigabyte numbers that affect how useful each free tier actually is in practice.
| Platform | Google Drive | OneDrive | Dropbox |
|---|---|---|---|
| Free storage | 15GB Most generous | 5GB | 2GB Most limited |
| What it's shared with | Gmail + Google Photos + Drive | OneDrive only (email separate) | Dropbox only |
| Free productivity apps included | Docs, Sheets, Slides, Forms Yes | Web versions of Word, Excel, PowerPoint Yes | None No |
| Free email included | Gmail (shared from 15GB) | Outlook.com (separate storage) | No |
| Version history (free) | 30 days | 30 days | 30 days (180 days on paid) |
| Max file size (free) | 5TB per file | 250GB per file | 2GB per file (free) |
| Desktop sync app | Yes — Google Drive for Desktop | Yes — built into Windows | Yes — Dropbox desktop app |
| Offline access (free) | Yes — selective sync | Yes — Files On-Demand | Yes — selective sync |
⚠️ Google Drive's 15GB is shared with Gmail
Google's 15GB free storage is shared across Google Drive, Gmail, and Google Photos. If you have used Gmail for years and have thousands of emails with attachments, your available Drive storage may be significantly less than 15GB. Check your current usage at storage.google.com. If Gmail is consuming most of your 15GB, consider archiving or deleting old emails — or upgrading to Google One for more storage.
Google Drive
15GB free · Part of Google Workspace · Best integration with Gmail, Docs, Meet, Calendar
Google Drive is the most widely used cloud storage service for small businesses in the UK — and with good reason. Its combination of generous free storage, tightly integrated productivity suite (Docs, Sheets, Slides, Forms), and deep connection with Gmail and Google Calendar makes it the most complete free ecosystem available. If you already use Gmail as your business email, Google Drive is the natural extension of that setup.
What Google Drive does exceptionally well:
- Real-time collaboration in Google Docs, Sheets, and Slides: Multiple people editing simultaneously with every change visible in real time, with full comment and suggestion functionality. This is the gold standard for cloud-based document collaboration.
- Sharing with external parties: Share any file or folder with a shareable link — view, comment, or edit permissions — that works in any browser with no Google account required for view-only access. For sharing documents with clients, this is frictionless.
- Search: Google's search capability inside Drive is exceptional — it searches file names, file contents, and even text inside images and scanned PDFs using OCR. Finding a document from a year ago takes seconds.
- Gmail integration: Save email attachments directly to Drive with one click. Attach Drive files to emails without downloading them first. See all emails related to a Drive document from within Drive itself.
- Google Meet integration: Every Google Calendar event has a Google Meet link automatically, and files shared in Meet are saved directly to Drive. The integration between calendar, video calls, and file storage is seamless.
- Google Forms → Sheets automation: Create a form (for client onboarding, feedback, enquiries) and responses automatically populate a linked Google Sheet — no manual data entry, no third-party tools required.
Google Drive's limitations:
- Storage shared with Gmail: The 15GB free allocation is split across Gmail, Drive, and Google Photos — heavy Gmail users may find their effective Drive storage significantly less than 15GB.
- Google Docs ≠ Microsoft Office: Google Docs, Sheets, and Slides are not perfect replacements for Word, Excel, and PowerPoint for complex documents. Advanced formatting, macros, and some formulas behave differently or are not supported. Businesses that rely heavily on complex Excel models or Word templates with specific formatting will notice the differences.
- Desktop sync performance: Google Drive for Desktop is functional but not as fast or as seamlessly integrated with the operating system as Dropbox's desktop client. Large file syncs are slower, and the app requires more system resources.
- Offline access requires setup: Google Docs offline editing works well in Chrome browser, but requires deliberate setup (installing the Google Docs offline Chrome extension, enabling offline mode per document). It does not work as automatically as Dropbox's offline sync.
✅ Google Drive is best for businesses that...
- Already use Gmail as their primary business email
- Frequently collaborate on documents with clients or team members in real time
- Want the most complete free productivity suite (Docs, Sheets, Slides, Forms) with no additional cost
- Share documents with clients who should be able to view or comment without creating an account
- Prefer browser-based document creation over desktop applications
Microsoft OneDrive
5GB free · Integrated with Microsoft 365 · Best for Word, Excel & Outlook users
Microsoft OneDrive is the cloud storage layer of the Microsoft 365 ecosystem — and for businesses that use Word, Excel, PowerPoint, and Outlook as their primary tools, it is the most natural fit. The deep integration between OneDrive and the full Microsoft Office suite means that files saved in OneDrive open natively in the Office applications you already use, with full feature parity and none of the compatibility trade-offs that come with converting between Google Docs and .docx formats.
What OneDrive does exceptionally well:
- Microsoft 365 integration: Files in OneDrive open directly in desktop Word, Excel, and PowerPoint with full feature support — no format conversion, no compatibility issues. For businesses with complex Excel models, detailed Word templates, or PowerPoint presentations with advanced animations, this is a genuine advantage over Google Drive.
- Windows 11 native integration: OneDrive is built into Windows 11. The File Explorer sidebar shows your OneDrive files directly alongside local files, with cloud status icons indicating sync state. For Windows users, OneDrive feels like a natural extension of the file system rather than a separate app.
- Personal Vault: A special high-security folder within OneDrive that requires additional authentication (PIN, fingerprint, face recognition, or two-factor authentication) to access — ideal for storing highly sensitive business documents like contracts, financial records, and identity documents.
- Real-time co-authoring in Office: Like Google Drive's collaboration in Docs and Sheets, OneDrive enables real-time co-authoring in Word, Excel, and PowerPoint — with the advantage that this works in the full desktop Office applications, not just the browser-based versions.
- Shared Libraries in Microsoft Teams: For businesses using Microsoft Teams, OneDrive and SharePoint integrate seamlessly to create shared document libraries accessible from within Teams channels — making file sharing within a team as simple as it gets.
- AutoSave: Files open in Office apps with OneDrive enabled save automatically every few seconds — eliminating the risk of losing work if an application crashes or a connection drops.
OneDrive's limitations:
- Only 5GB free: The free tier is the least useful of the three — 5GB fills up quickly and provides little room for a business that generates regular documents, spreadsheets, and presentations. OneDrive's real value only emerges with a Microsoft 365 subscription (which typically includes 1TB per user).
- Sync reliability has historically been an issue: OneDrive's desktop sync client has been less reliable than Dropbox's, historically experiencing issues with certain file types, file path length limits, and sync conflicts. Microsoft has improved this significantly in recent updates, but Dropbox remains the more trusted option for sync reliability.
- External sharing is clunkier: Sharing files with people outside the Microsoft ecosystem — clients who do not use Microsoft accounts — requires more steps and is less seamless than Google Drive's link sharing.
- Weaker without Microsoft 365: OneDrive without a Microsoft 365 subscription provides only 5GB of storage and access to the web versions of Office apps — which are significantly less capable than the desktop versions. The full value of OneDrive is only realised as part of a paid Microsoft 365 subscription.
✅ OneDrive is best for businesses that...
- Already pay for Microsoft 365 (Business Basic, Standard, or Premium) — OneDrive storage is included
- Rely heavily on desktop Word, Excel, and PowerPoint for complex documents and models
- Work primarily on Windows devices where OneDrive is natively integrated
- Use Microsoft Teams as their primary internal communication and collaboration platform
- Need the Personal Vault feature for storing highly sensitive documents
Dropbox
2GB free · Best desktop sync reliability · Best for large files & cross-platform teams
Dropbox was the original cloud storage platform — launched in 2007, years before Google Drive or OneDrive — and its focus has always been on one thing: making files sync between devices as reliably, quickly, and seamlessly as possible. In 2026 it has added collaboration tools, Paper (its document editor), and Dropbox Sign (e-signatures), but its core strength remains what it always was: the best desktop sync experience available, particularly for large files and mixed operating system environments.
What Dropbox does exceptionally well:
- Desktop sync reliability: Dropbox's desktop client is the most reliable file syncing experience available. Files appear in Finder or File Explorer as if they are local, syncing happens in the background without manual intervention, and sync conflicts are handled more gracefully than either Google Drive or OneDrive. Creative and technical teams that have tried all three consistently cite Dropbox as the most trustworthy for day-to-day file sync.
- Large file handling: Dropbox handles large files — video files, high-resolution photography, CAD files, large design assets — more efficiently than competitors. Its block-level sync technology means only the changed portion of a large file is re-uploaded after edits, rather than the entire file, making large-file updates dramatically faster.
- Cross-platform consistency: Dropbox works identically on Mac, Windows, Linux, iOS, and Android — with no meaningful differences in functionality between platforms. For teams with mixed devices, this consistency is valuable. Google Drive on Linux is limited, and OneDrive's Mac experience has historically lagged behind the Windows version.
- Dropbox Sign (formerly HelloSign): E-signature functionality built into the Dropbox ecosystem — send documents for signature, track status, and store signed copies automatically in Dropbox. Available on paid plans and more natively integrated than bolting on a separate e-signature tool.
- Selective sync and Smart Sync: Choose exactly which folders sync to each device. On paid plans, Smart Sync keeps files accessible via the desktop app without downloading them locally — useful for managing storage on laptops with small SSDs.
- Extended version history: Dropbox's paid plans offer up to 180 days of version history — significantly longer than Google Drive and OneDrive's 30-day history on comparable plans. For businesses where document version recovery matters, this is a meaningful advantage.
Dropbox's limitations:
- Only 2GB free: Dropbox's free tier is essentially unusable for a business — 2GB fills up with a handful of presentations and a few months of invoices. Unlike Google Drive (15GB) and OneDrive (5GB), the Dropbox free plan is more of a trial than a genuinely functional free tier. Almost all meaningful business use of Dropbox requires a paid plan.
- Most expensive paid plans: Dropbox's paid plans are significantly more expensive than Google Workspace and Microsoft 365 per user, without including the productivity app suites that both competitors bundle. For a small business, the cost comparison versus getting storage bundled into a Google Workspace or Microsoft 365 subscription rarely favours Dropbox.
- No native productivity suite: Dropbox Paper is a capable collaborative document tool, but it is not a replacement for Google Docs or Microsoft Office. For businesses that create and edit documents as a core business activity, Dropbox requires a separate productivity tool — which adds cost and complexity.
- Limited free integrations: Many of Dropbox's most useful integrations (including Slack integration for shared files, Zoom integration for meeting recordings, and Adobe Creative Cloud integration) require paid plans.
✅ Dropbox is best for businesses that...
- Work with large files regularly — video production, photography, design, architecture, engineering
- Have mixed Mac and Windows teams where cross-platform consistency matters
- Need maximum sync reliability and are willing to pay for it
- Need extended version history (180 days) for compliance or audit purposes
- Already use Dropbox Sign for e-signatures and want them natively integrated
| Category | Google Drive | OneDrive | Dropbox |
|---|---|---|---|
| Free storage | 15GB | 5GB | 2GB |
| Productivity apps included | Docs, Sheets, Slides, Forms | Word, Excel, PowerPoint (web) | Paper only (limited) |
| Real-time collaboration | Excellent | Excellent (in desktop apps) | Good (in Paper only) |
| Desktop sync reliability | Good | Good (improved recently) | Excellent — industry standard |
| Offline access | Good (needs setup) | Good — Files On-Demand | Excellent — seamless |
| Mobile apps | Excellent | Excellent | Excellent |
| Search functionality | Best — searches file contents | Very good | Good |
| External sharing | Excellent — link sharing | Good | Excellent |
| Large file handling | Good (5TB file limit) | Good (250GB file limit) | Excellent — block-level sync |
| Version history (free) | 30 days | 30 days | 30 days (180 days paid) |
| Security | AES-256 + 2FA + GDPR | AES-256 + 2FA + GDPR | AES-256 + 2FA + GDPR |
| Value for money (paid) | Excellent — apps included | Excellent — apps included | Expensive — no apps included |
When the free tier is not enough — whether because of storage limits, team collaboration needs, or security requirements — each platform's paid plans offer very different value propositions. The comparison below covers the most relevant plans for small businesses and sole traders.
💡 The real value comparison — storage + apps bundled
Google Workspace Starter at ~£4.60/user/month includes Gmail with a custom domain, Google Drive (30GB), Google Docs/Sheets/Slides/Forms/Meet/Calendar, and all Google Workspace admin tools. Microsoft 365 Business Basic at ~£4.50/user/month includes Exchange email, OneDrive (1TB), Teams, and the web versions of Office apps. Dropbox Essentials at ~£14/user/month includes only 3TB of storage and Dropbox's own tools — no email, no productivity suite. On a pure value basis for small businesses, Dropbox is the clear outlier for cost.
Collaboration features compared in detail
How each platform handles document co-editing, comments, and external sharing
Real-time document collaboration
Google Drive wins for browser-based collaboration. Google Docs, Sheets, and Slides offer the most seamless real-time editing experience available — multiple cursors visible simultaneously, instant updates, a robust comment and suggestion system, and a full edit history accessible at any time. For teams that create documents in a browser, nothing matches it.
OneDrive wins for desktop Office collaboration. If your team uses Word, Excel, and PowerPoint in their full desktop versions, OneDrive's co-authoring feature enables real-time collaboration within those applications — with the advantage of full feature support for complex documents. This is the only platform where you can collaborate in real time on an intricate Excel model with macros, or a Word document with complex styles and tracked changes.
Dropbox is weakest for document collaboration. Dropbox Paper is a capable collaborative writing tool, but it is not a replacement for Word, Docs, or Sheets for most business document creation. For the majority of business documents, Dropbox requires using a separate productivity suite alongside it.
Sharing with clients and external parties
All three platforms allow file sharing via link. Google Drive and Dropbox handle external sharing with the least friction — a shareable link allows anyone (with or without an account on the platform) to view, download, or (if permitted) edit a file in their browser. OneDrive sharing links also work for external parties, but managing permissions and the experience for non-Microsoft-account recipients is slightly less intuitive.
✅ Practical sharing tip — Google Drive for client-facing documents
For sharing proposals, reports, and deliverables with clients who may not have a Google account: Google Drive's "Anyone with the link can view" setting opens the document directly in the browser — no account creation, no app download, no friction. Clients can view your documents on any device in seconds. For client-facing document sharing, this ease of access is a genuine professional advantage.
Team folders and shared drives
Google Workspace's Shared Drives (available from Business Starter) allow folders to be owned by the organisation rather than an individual — meaning files are not lost if a team member leaves. OneDrive with SharePoint (available from Microsoft 365 Business Basic) provides similar shared library functionality. Dropbox's Business plan allows team folders with admin-controlled permissions. For teams of 3 or more with staff turnover, shared organisational folders are an important consideration.
All three platforms use AES-256-bit encryption for files at rest and TLS (Transport Layer Security) for files in transit — the same encryption standards used by financial institutions. On the baseline security standards, all three are equally strong. The differences emerge in admin controls, compliance certifications, data residency options, and the additional security features available on paid plans.
| Security Feature | Google Drive | OneDrive | Dropbox |
|---|---|---|---|
| Encryption at rest | AES-256 ✓ | AES-256 ✓ | AES-256 ✓ |
| Encryption in transit | TLS ✓ | TLS ✓ | TLS ✓ |
| Two-factor authentication | All plans | All plans | All plans |
| GDPR compliance | ✓ EU DPA signed | ✓ EU DPA signed | ✓ EU DPA signed |
| UK / EU data residency | Workspace (paid) | M365 (paid) | Business plans only |
| Admin security controls | Workspace plans | M365 plans | Business plans |
| Zero-knowledge encryption | Not available | Not available | Not available |
| Personal Vault / high-security folder | No | Yes — Personal Vault | No |
💡 GDPR and UK data protection for small businesses
All three platforms are GDPR-compliant and have signed EU Standard Contractual Clauses (SCCs) for data transfers. For UK businesses subject to UK GDPR (post-Brexit), all three platforms have updated their data processing agreements to cover UK requirements. If you handle personal data belonging to EU citizens (customers in Europe), all three platforms provide adequate safeguards. For businesses in regulated industries (healthcare, legal, financial services) requiring data to remain within UK or EU data centres, confirm your specific plan's data residency terms with the platform directly — typically only available on paid business plans.
Offline access compared across all three platforms
What works, what requires setup, and which is most seamless
Dropbox — the most seamless offline experience
Dropbox's offline model is the simplest and most reliable: files synced to your local computer are always available offline, period. The desktop app keeps a local copy of selected folders automatically, and changes made offline sync back automatically when you reconnect. There is no special setup, no Chrome extension to install, no per-document offline enabling — it just works. For professionals who frequently work on trains, planes, or in areas with unreliable connectivity, Dropbox's offline reliability is its strongest practical advantage over the alternatives.
OneDrive — good offline with Files On-Demand
OneDrive's Files On-Demand feature (available on Windows 10/11 and modern macOS) allows you to see all your OneDrive files in File Explorer without downloading them all locally. Right-click any file or folder and choose "Always keep on this device" to make it available offline. The experience is well-integrated into Windows and works reliably for most file types. Microsoft Office files (Word, Excel, PowerPoint) opened from OneDrive continue to work offline with AutoSave queuing changes for sync when reconnected.
Google Drive — capable but requires deliberate setup
Google Drive's offline mode is capable but less automatic than the alternatives. The Google Drive for Desktop app syncs selected folders to a local mirror, making files available offline via File Explorer or Finder. For Google Docs, Sheets, and Slides specifically, offline editing requires installing the Google Docs Offline Chrome extension and enabling offline mode — it does not work in other browsers. Once set up correctly, the experience is reliable — but the initial configuration is more involved than Dropbox or OneDrive's approach.
⚠️ Google Docs offline — browser limitation
Google Docs, Sheets, and Slides offline editing only works in Google Chrome with the Google Docs Offline extension installed. If you primarily use Safari, Firefox, or Microsoft Edge, you will not be able to edit Google documents offline. For businesses where offline access to documents is a regular requirement, this browser dependency is worth factoring into the platform decision.
All three platforms have strong mobile apps for iOS and Android — this is one category where there is no clear loser. However, there are meaningful differences in what each app does best on mobile.
Excellent for viewing, uploading, and sharing files. Google Docs, Sheets, Slides are separate apps but deeply integrated. Best for document editing on the go. Scan paper documents with camera directly to Drive.
Best for photo backup (auto-upload from camera roll). Strong integration with Microsoft Office mobile apps. Personal Vault access requires additional authentication. Good for browsing and sharing files.
Clean, fast file browsing and uploading. Camera upload for photos. Offline access to marked files. Less focused on document editing (uses third-party Office apps). Best rated for intuitive navigation.
💡 Scanning paper documents directly to the cloud
Both Google Drive and OneDrive mobile apps include a document scanning feature — point your phone's camera at a paper document, invoice, receipt, or signed contract, and it automatically enhances the scan, removes background, and saves it as a PDF directly to your cloud storage. For small businesses receiving paper invoices, receipts, or signed documents, this feature eliminates the need for a physical scanner entirely. Google Drive's scanning includes OCR (the text in the scanned document is searchable) — particularly useful for finding old receipts and invoices.
| Integration | Google Drive | OneDrive | Dropbox |
|---|---|---|---|
| Email client | Gmail — native Best | Outlook — native Best | Via third-party apps Via Zapier |
| Calendar | Google Calendar — native | Outlook Calendar — native | Via integrations only |
| Video calls | Google Meet — native | Microsoft Teams — native | Zoom — via integration |
| Slack | Native Slack app | Native Slack app | Native Slack app |
| Zapier / Make.com | Extensive automations | Extensive automations | Extensive automations |
| Adobe Creative Cloud | Via connector | Via connector | Native Creative Cloud integration |
| DocuSign / e-signatures | Via DocuSign app | Via DocuSign app | Dropbox Sign — built in |
| CRM (HubSpot, Salesforce) | Integrations available | Integrations available | Integrations available |
How to migrate between Google Drive, OneDrive, and Dropbox
Practical steps for switching platforms without disruption
Moving from Dropbox or OneDrive → Google Drive
MIGRATION STEPS
- Download your files — use the platform's desktop sync app to ensure all files are downloaded locally, or use "Download all" from the web interface. Create a complete local copy before beginning.
- Organise locally first — this is a good opportunity to clean up folder structure and rename files before uploading to the new platform. Use the naming conventions from our file organisation guide.
- Upload to Google Drive — drag and drop folders directly into Google Drive in the browser, or use Google Drive for Desktop to sync a local folder. Large file sets upload faster via the desktop app than the browser.
- Convert key documents — Google Drive can automatically convert Word (.docx), Excel (.xlsx), and PowerPoint (.pptx) files to Google Docs, Sheets, and Slides format. Do this selectively — documents you actively edit should be converted; archive documents can stay in their original format.
- Update shared links — any existing sharing links (sent to clients or embedded in emails) will break when files move to a new platform. Audit shared links in your old platform before migrating and notify relevant parties of the change.
- Run both platforms in parallel for 2–4 weeks — keep the old platform active while the team adapts to the new one. This provides a safety net for any files missed in the migration.
File format considerations when switching:
- Google Docs → Word: Export as .docx (File → Download → Microsoft Word). Complex formatting may require adjustment after export.
- Google Sheets → Excel: Export as .xlsx. Complex formulas and Google Sheets-specific functions (ARRAYFORMULA, IMPORTRANGE, QUERY) will not work in Excel.
- Word/Excel → Google Docs/Sheets: Google Drive can open and edit Office files natively. Conversion is optional — but some advanced features (macros, certain chart types) may not display correctly.
Freelancers & Sole Traders — Google Drive
Best overall value, largest free tier, best collaboration with clients
For freelancers and sole traders who need cloud storage at no cost, Google Drive is the clear winner. The 15GB free tier (largest of the three), the bundled Google Docs, Sheets, Slides, and Forms productivity suite, the Gmail integration if you use Google email, and the seamless link-sharing for client documents make it the most complete free solution available. Most freelancers will never need to upgrade to a paid tier.
Small Teams (2–10 people) — Google Workspace or Microsoft 365
The choice depends entirely on which productivity suite your team already uses
For small teams that need shared storage, team collaboration, and business email, both Google Workspace Starter (~£4.60/user/month) and Microsoft 365 Business Basic (~£4.50/user/month) offer excellent value with cloud storage bundled into a wider productivity suite. Choose Google Workspace if your team creates documents primarily in a browser, values real-time Docs/Sheets collaboration, and uses Gmail. Choose Microsoft 365 if your team relies on desktop Word and Excel, is already on Windows with OneDrive integrated, or uses Microsoft Teams as the team hub. Do not pay for Dropbox when either of these provides comparable storage plus a full productivity suite at the same or lower price.
Microsoft Office Power Users — OneDrive / Microsoft 365
Full desktop Office integration is OneDrive's unmatched advantage
If your business depends on complex Excel models, Word templates with advanced formatting, or PowerPoint presentations with sophisticated animations — and you need real-time collaboration on these in their full desktop versions — OneDrive with Microsoft 365 is the only choice. Google Drive's browser-based alternatives do not match the full feature set of desktop Office, and Dropbox has no competitive productivity suite. The combination of 1TB OneDrive storage, full Office desktop apps, and real-time co-authoring on Microsoft 365 Business Standard (~£9.40/user/month) is unbeatable for this use case.
Creative & Design Businesses — Dropbox
Large file reliability and Adobe Creative Cloud integration make Dropbox the creative sector choice
For design agencies, video production companies, architecture firms, photographers, and other businesses that work daily with large files — video exports, high-resolution photography, large InDesign or CAD files — Dropbox's superior large-file sync performance, block-level sync for faster re-uploads of edited files, native Adobe Creative Cloud integration, and superior offline reliability justify the higher cost. The investment in reliable sync for multi-gigabyte files pays for itself in time saved and frustration avoided.
Businesses Sharing Files with Many External Clients — Google Drive
The easiest sharing experience for recipients with no account
For consultants, agencies, accountants, solicitors, or any business that regularly shares documents — proposals, reports, deliverables — with clients who should not need to create an account to access them, Google Drive's link-sharing is the most frictionless option. A "view" link opens instantly in any browser on any device with no account required. Clients can be given comment access to give feedback on documents without you needing to manage their accounts. For client-facing document sharing at scale, Google Drive wins.
Quick Decision Guide — Which Platform to Choose
Choose Google Drive if:
- You already use Gmail or Google Workspace for business email
- You want the best free tier (15GB) and bundled productivity tools at no cost
- You frequently share documents with clients who should not need to create accounts
- Your team collaborates on documents primarily in a browser
- You are a freelancer or sole trader looking for a complete free setup
Choose OneDrive if:
- You already pay for Microsoft 365 — OneDrive storage is included, so you are already paying for it
- Your team uses desktop Word, Excel, and PowerPoint for complex, formatting-heavy documents
- You work primarily on Windows 10/11 where OneDrive is built into the OS
- Your team uses Microsoft Teams as your primary internal communication hub
- You need the Personal Vault feature for highly sensitive document storage
Choose Dropbox if:
- You work regularly with large files — video, photography, design assets, CAD files
- You have a mixed Mac/Windows team where cross-platform consistency is essential
- Sync reliability is more important than cost and you are willing to pay for the best
- You use Adobe Creative Cloud and want native integration with your file storage
- You need 180-day version history for compliance or client revision purposes
Use two platforms together if:
- Google Drive + Dropbox: Use Google Drive for documents, collaboration, and client sharing. Use Dropbox for large creative files that benefit from its superior sync performance.
- OneDrive + Google Drive: Use OneDrive for Office documents (via Microsoft 365 subscription) and Google Drive for client-facing sharing where link access without an account is important.
Once you have chosen your cloud storage, make the most of it. Read: How to Organise Your Digital Files So You Never Lose Anything — the complete system for folder structures, naming conventions, and the habits that keep everything findable.
Cloud storage is one piece of your digital toolkit. Read: Best Free Tools to Run a Small Business Digitally in 2026 — the complete guide to 40+ free tools covering every area of running a small business.
Frequently Asked Questions
Which cloud storage is best for small businesses in the UK?
For most small businesses in the UK, Google Drive is the best overall cloud storage choice — it offers 15GB free (the most generous of the three), integrates natively with Gmail, Google Docs, Sheets, and Meet, and makes client-facing document sharing frictionless. OneDrive is the better choice for businesses already paying for Microsoft 365, where the 1TB of OneDrive storage is bundled into the subscription cost. Dropbox is best for creative businesses that work with large files regularly and need the most reliable desktop sync available.
How much free storage does each platform offer?
Google Drive offers 15GB of free storage, shared across Gmail, Google Drive, and Google Photos. Microsoft OneDrive offers 5GB of free storage with a free Microsoft account. Dropbox offers only 2GB of free storage — the least generous of the three, and essentially not sufficient for business use without upgrading to a paid plan. For free cloud storage, Google Drive's 15GB is the clear winner, and it comes with Google Docs, Sheets, Slides, and Forms included at no extra cost.
Is Google Drive safe for storing business documents?
Yes — Google Drive uses AES-256-bit encryption for files at rest and TLS encryption for files in transit, the same security standards used by banks. For UK businesses, Google is GDPR-compliant with a signed Data Processing Agreement available. Two-factor authentication is available on all plans. Google Workspace paid plans add additional security controls including admin-level audit logs, data loss prevention, and optional EU/UK data residency. For most small business use cases, Google Drive's free tier security is entirely adequate.
Can I use cloud storage offline?
All three platforms offer offline access. Dropbox provides the most seamless offline experience — files synced to your device are available offline automatically with no special setup. OneDrive's Files On-Demand feature (built into Windows 10/11) lets you mark files to always keep available locally. Google Drive for Desktop syncs selected folders locally, and Google Docs/Sheets/Slides can be enabled for offline editing in Chrome browser — though this requires deliberate setup and only works in Chrome. For users who frequently need to work without internet access, Dropbox's offline reliability is the strongest.
What is the cheapest paid cloud storage for small businesses?
Microsoft 365 Business Basic (~£4.50/user/month) and Google Workspace Starter (~£4.60/user/month) are the best-value paid cloud storage options for small businesses because both include not just storage (1TB and 30GB respectively) but a full suite of productivity apps, business email, and video calling at that price. Dropbox's cheapest meaningful business plan (Essentials at ~£14/user/month) offers more storage but no bundled apps, making it significantly more expensive as an all-in-one solution.
Can I share files with clients who do not use the same platform?
Yes — all three platforms allow sharing files via a link that works for anyone, regardless of whether they have an account. Google Drive links open directly in any browser with no account required for view-only access. OneDrive and Dropbox sharing links also work for non-account holders. For client-facing sharing, Google Drive is the most friction-free — a view link opens a document instantly in any browser on any device with zero account creation required.
Should I use Google Drive or OneDrive if I already pay for Microsoft 365?
If you already pay for Microsoft 365, you are already paying for OneDrive storage — so use it. Microsoft 365 Business Basic and above includes 1TB of OneDrive storage per user, which is bundled into the subscription you are already paying for. There is no reason to additionally pay for Google Workspace or Dropbox when OneDrive is already included in your Microsoft 365 cost. The exception: if your team needs to share documents with external clients who benefit from Google Drive's no-account-required link access, you might use both — OneDrive for internal team files and Google Drive for client-facing document sharing.
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