How to Align Google Workspace and Microsoft 365 Policies Across a Hybrid Organization

Part of the Education Series by Advisory

Many organizations don’t run on a single productivity platform anymore. Mergers, remote teams, contractors, and legacy decisions often result in a hybrid environment where Google Workspace and Microsoft 365 coexist.

While this flexibility can support business growth, it also introduces policy gaps, security blind spots, and compliance risks if the two platforms aren’t aligned.

Here’s how organizations can bring consistency, security, and control to Google Workspace and Microsoft 365 in a hybrid environment.

Why Policy Alignment Matters

When Google Workspace and Microsoft 365 are managed separately, organizations often experience:

• Inconsistent security controls between platforms
• Confusing user experiences and access rules
• Increased risk of data leakage or unauthorized access
• Difficulty meeting compliance or audit requirements

Aligning policies doesn’t mean forcing both platforms to behave identically — it means ensuring security, access, and data protection standards are consistent across the organization.

1. Establish a Unified Identity and Access Strategy

Identity is the foundation of security in both Google Workspace and Microsoft 365.

Best practices include:

• Centralizing identity management through a primary identity provider (such as Microsoft Entra ID or Google Cloud Identity)

• Enforcing Multi-Factor Authentication (MFA) for all users, regardless of platform
• Standardizing password policies or moving toward passwordless authentication
• Ensuring conditional access rules are comparable (location, device trust, risk-based access)

If one platform enforces stronger controls than the other, attackers will target the weaker one.

2. Align User Lifecycle Management

User accounts are frequently overlooked — and often become security liabilities.

To maintain consistency:

• Standardize onboarding and offboarding processes across both platforms
• Automatically disable access in both environments when an employee leaves
• Regularly audit inactive or unused accounts
• Apply role-based access principles rather than permanent elevated permissions

A user should never retain access to one platform simply because the other was updated first.

3. Standardize Email and Collaboration Security

Email remains the #1 attack vector in most organizations.

Ensure both platforms are aligned by:

• Enabling advanced phishing and malware protection
• Applying consistent rules for external sharing and forwarding
• Enforcing SPF, DKIM, and DMARC across all domains
• Using safe link and attachment scanning where available
• Aligning policies for automatic forwarding and mailbox delegation

Attackers will exploit whichever system has the weakest protections.

4. Apply Consistent Data Protection and Sharing Policies

Data often moves freely between Google Drive, OneDrive, SharePoint, and email — which creates risk if policies don’t match.

Key alignment areas include:

• External sharing restrictions for files and folders
• Data Loss Prevention (DLP) policies for sensitive data
• Retention and deletion policies for documents and emails
• Rules around personal vs. corporate storage

The goal is to ensure sensitive data is protected regardless of where it lives.

5. Align Device and Endpoint Requirements

Users may access Google Workspace and Microsoft 365 from the same devices — but with different security requirements.

Best practices:

• Enforce minimum device security standards (encryption, OS version, screen lock)
• Require compliant devices for access to sensitive data
• Align mobile device management (MDM) expectations across platforms
• Restrict access from unmanaged or high-risk devices

Security policies should follow the user and device, not the application.

6. Centralize Monitoring, Logging, and Alerts

Visibility is critical in a hybrid environment.

Organizations should:

• Enable audit logs and security alerts in both platforms
• Monitor suspicious sign-ins, file sharing, and privilege changes
• Standardize alerting thresholds and response procedures
• Regularly review security logs, not just collect them

If incidents are only detected in one platform, attackers can operate unnoticed in the other.

7. Create Clear Governance and Ownership

Hybrid environments fail when ownership is unclear.

Successful organizations:

• Define who owns policy decisions across both platforms
• Document standards for identity, data, and security controls
• Train users on consistent collaboration and sharing expectations
• Review policies regularly as platforms evolve

Technology alignment only works when governance supports it.

Final Takeaway

Running both Google Workspace and Microsoft 365 is increasingly common — but leaving them misaligned creates unnecessary risk.

By standardizing identity controls, user lifecycle management, data protection, and monitoring practices, organizations can maintain flexibility without sacrificing security or compliance.

If your organization isn’t sure whether its Google Workspace and Microsoft 365 environments are truly aligned, a policy and security assessment can help identify gaps before they become incidents.