Should I Use Google Workspace or Outlook for My Practice?
Jamie Letcher • July 16, 2025
Google Workspace Vs. Microsoft Outlook: What's the best fit for your therapy practice?
When you’re setting up (or cleaning up) the backend of your private practice, email and scheduling are some of the first systems you need to get right. And a common question we hear from therapists is:
"Should I use Google Workspace or Microsoft Outlook?"
Both are solid platforms. Both offer email, calendars, document storage, and admin tools that can support your work. But they’re definitely not the same, and the one you choose can impact how smoothly your day-to-day actually runs.
If you’ve been stuck at the setup stage or you're wondering if you should switch, here’s a breakdown to help you figure out what’s going to serve your practice best!
Google Workspace (formerly G Suite)
Google Workspace gives you custom email, cloud storage, shared calendars, video meetings, documents, spreadsheets, forms, and more, all under your domain. So instead of using a Gmail address, you get something like yourname@yourpractice.ca
with the same Gmail interface you probably already know.
What therapists like about it:
- It’s familiar! If you’ve used Gmail, Google Calendar, or Google Drive, there's no transition.
- Everything syncs across devices instantly. You can check your calendar, reply to emails, and access files from anywhere.
- Shared drives and documents are easy to use, especially if you have a VA or admin helping you.
- You can color-code your calendar and create multiple calendars for different parts of your week.
- Google Meet is built in for virtual sessions or meetings.
- It’s affordable, with flexible plans that grow with your practice.
Things to keep in mind:
If you're used to Microsoft, there might be an adjustment period (especially with Docs and Sheets).
Microsoft Outlook / Microsoft 365
Outlook comes with Microsoft 365, which includes email, calendar, storage, Word, Excel, and Teams. It’s a more traditional suite that some therapists prefer, especially if they’ve worked in clinic or agency settings.
What therapists like about it:
- It’s robust and familiar for anyone who has used Outlook, Word, and Excel long-term.
- Outlook’s desktop app is fast and powerful for high-volume email users.
- You get access to the full Microsoft Office suite, which some still prefer for documents or spreadsheets.
- Microsoft Teams is helpful for internal messaging and group practice meetings.
Things to keep in mind:
- The interface can feel clunky and less intuitive, especially if you're used to Gmail or Google Calendar.
- Syncing across devices isn’t always seamless, especially on mobile.
- The calendar layout feels more rigid and harder to customize.
- May require more IT support or setup time depending on your comfort with tech.
So, what’s the verdict?
If you’re looking for something simple, intuitive, and easy to manage, Google Workspace
is our top pick!
It’s clean, accessible, and gives you everything you need in one place: email, calendar, storage, video calls, spreadsheets, and document sharing.
Unless you already know and love Outlook or have a specific reason to stick with Microsoft 365, Google Workspace makes daily admin a little easier, especially if you’re working with a VA or want to keep things streamlined.
Want help setting it up or switching from Outlook to Google Workspace?
We’ve done it before and can make the process smooth and stress-free!
Looking to make your practice easier to manage? Book a free consultation
and we’ll take a look at what’s working and what could run more smoothly.
Want to improve client retention in your therapy practice? These simple admin habits, like rebooking reminders and consult follow-ups, can help clients stay engaged and coming back.
Should you hire an admin for your therapy practice or work with a virtual assistant instead? Here’s how to decide and why more Canadian therapists are choosing VAs.
Running a private practice means wearing a lot of hats, and that includes making sure your phone system works just as hard as you do. Whether you’re a solo therapist or managing a group practice, having a secure, professional, and easy-to-use phone setup can make a big difference. But with so many options out there, how do you know which one’s the best fit for your practice? We’ve rounded up three of the most popular phone systems used by Canadian therapists and ranked them based on features, price, and overall ease of use. 1. OpenPhone: Best for Growing Practices 🏆 Price: Starting at $17/month CAD Platform: Desktop and mobile app (iOS and Android) OpenPhone is one of the most therapist-friendly options out there, especially if you’re growing a team or planning to. It gives you a dedicated business number that works from both your computer and phone, so you’re never tied to one device. You can call, text, send voicemail, and even share access with a team member (like a virtual assistant). Why Therapists Love It ✔️ Seamless call and text integration ✔️ Shared inbox (perfect if you work with an admin) ✔️ Canadian numbers available ✔️ Voicemail transcription ✔️ Easy to use and scale Heads-Up To ensure PHIPA compliance, you’ll want the Business plan and a signed BAA if you work with clients outside of Ontario too. Best For Therapists who want a professional, flexible setup that can grow with them. 2. Fongo Works: Best Free Option 🏆 Price: Free (basic version) Platform: Desktop and mobile app (iOS and Android) Fongo has been a staple for Canadian therapists who want a professional number without the extra monthly cost. You can get a Canadian number for free, use it for calling and texting, and upgrade if you want features like voicemail transcription or call recording. Why Therapists Love It ✔️ It’s free ✔️ Works on your phone and computer ✔️ Easy to set up and start using ✔️ No separate phone needed Things to Note Fongo doesn’t offer as many integrations or shared access features, so it may be better suited for solo therapists. Best For Therapists just starting out or keeping costs low. 3. Telus Business Connect (by RingCentral): Good for Large Teams Price: Starting at $35/month CAD Platform: Desktop and mobile app (iOS and Android) Telus Business Connect is a robust option built for businesses that need more traditional phone infrastructure. It’s a solid choice if you have a larger clinic with multiple therapists and want more advanced call routing and team features. Why Therapists Use It ✔️ Established provider ✔️ Good for clinics with multiple locations ✔️ High-quality call system ✔️ Option to integrate fax and conference calls Drawbacks It’s pricier, has a steeper learning curve, and may be more than you need if you’re a solo or small group practice. Best For Larger group practices with complex needs. Our Verdict For most Canadian therapists, OpenPhone and Fongo are the clear winners. If you're ready to invest in a sleek, scalable solution, OpenPhone is worth it. If you’re just starting out and need something simple and affordable, Fongo is a great choice. Want help setting up your phone system or managing client calls? Wellnix offers virtual assistant support tailored to Canadian therapy practices so you can spend more time with clients, not troubleshooting tech. ✨ Book a free consultation today to learn more! ✨
Thinking about starting a therapy blog? Here’s how the right posts can boost your SEO, connect with clients, and support your private practice.
Do therapists really need a website? This post explains why it matters and how we can help your therapy practice get found by the right clients.
Feeling stretched thin in private practice? You’re not alone. Here are 7 common pain points therapists face and how a virtual assistant can help.
Wondering whether to choose Jane or OWL for your therapy practice? We compare both platforms and share why Jane is usually our top pick for Canadian clinicians.
You don’t have to scale your therapy practice to be successful. Here’s why thoughtful virtual assistant support might be exactly what you need to grow sustainably, on your own terms.
A virtual assistant can do more than just book appointments. Learn how the right admin support can help Canadian therapists save time, reduce stress, and focus more on client care.
Tired of feeling disorganized? Here’s how therapists can create simple, sustainable systems that save time, reduce stress, and make daily tasks more manageable.
