Copilot vs Gemini is the question on every IT lead’s desk this quarter. The scene is the same in a dozen companies: half the team drafts quotes in Word and lives in Outlook, the other half took the Google Workspace route years ago and writes in Docs, and the owner wants to know what to roll out for 40 people on Monday. In 2026 the shape of the choice has also shifted - Microsoft keeps selling Copilot as a per-seat add-on on top of M365, while Google has folded Gemini into every Workspace Business and Enterprise plan. The answer is less about which assistant is smarter and more about which suite your team already uses.
This explainer is for IT leads and department heads in teams of about 5 to 120 people. It compares the two side by side on price, security, setup and what each one really does, and shows the third path: with Superkind’s ready-made AI team you don’t pick a suite - Superkind works across Outlook, Teams, Gmail, Slack and 1,700+ connected programs, hosted in Europe.
Key takeaways
Superkind works in both suites - in Outlook, Teams, Gmail and Slack. You don’t have to choose between Microsoft and Google, and it does the work in your other programs too.
A ready-made AI team, ready right away - Inbox Triage, Meeting Prep and Docs Finder run automatically. Start free with unlimited users, or build your own.
Hosted in Europe, you stay in control - GDPR compliant, EU AI Act aligned, no training on your data. You decide which steps wait for your approval.
Copilot only works in Microsoft 365 - Word, Excel, Outlook, Teams and SharePoint. About $30 per user per month for Enterprise, about $21 for small businesses, on top of the M365 licence.
Gemini only works in Google Workspace - Gmail, Docs, Sheets, Drive. It is bundled into Workspace plans (Business Standard about $14 per user, Business Plus about $22). EU hosting is an option with both, not the default.
Your AI team, across M365 and Workspace
What is the difference between Copilot and Gemini?
Microsoft 365 Copilot is Microsoft’s AI assistant built into Word, Excel, PowerPoint, Outlook and Teams, grounded in your Microsoft 365 content via Microsoft Graph. Gemini for Google Workspace is Google’s AI assistant built into Gmail, Docs, Sheets, Slides, Meet and Drive, grounded in your Workspace content. Both are suite assistants: they help a person inside the suite they ship with. One example of the third path is Superkind, a sovereign European AI employee that works across both suites - Outlook, Teams, Gmail, Slack and the Superkind web app - and does the task in your programs with your approval, hosted and processed in Europe.
The one-line summary
Copilot is a Microsoft 365 add-on. Gemini is now part of Google Workspace. Both assist a person inside their own suite; neither crosses into the other one, into Slack, or into your CRM or accounting tool on its own.
Copilot vs. Gemini at a glance
| Criterion | Superkind | Microsoft 365 Copilot | Gemini for Workspace |
|---|---|---|---|
| What it is | AI employee team across Outlook, Teams, Slack, Gmail and the web app; works with your programs via 1,700+ integrations | AI assistant built into Microsoft 365 apps (Word, Excel, Outlook, Teams) | AI assistant built into Google Workspace (Gmail, Docs, Sheets, Drive, Meet) |
| Where it works | Outlook, Teams, Slack, Gmail, Superkind web app | Microsoft 365 apps only | Google Workspace apps only |
| Hosting / Data protection | Hosted and processed in Europe, GDPR, EU AI Act aligned, DPA | EU Data Boundary available; DPA; no training on your data2,3 | EU data region optional; DPA; no training on your data6,7 |
| Models | OpenAI + Anthropic + Mistral + Google, processed in Europe | OpenAI GPT family (Microsoft) | Google Gemini family |
| Does the task in your programs | Yes - via 1,700+ integrations (HubSpot, Pipedrive, lexoffice, Notion, Zendesk, Shopify, DATEV) | Inside M365; connectors for other systems via Copilot Studio (extra cost) | Inside Workspace; limited connectors to other systems |
| Approval step | You decide which steps wait for approval in Outlook, Teams or Slack | You still send, book or save yourself inside the app | You still send, book or save yourself inside the app |
| Price (2026, excl. VAT) | Free start up to EUR 150 credits; Business from EUR 50/month for the whole company, unlimited users | Enterprise ~USD 30/user/month; Business ~USD 21; needs a M365 base1 | Bundled into Workspace: Business Standard ~USD 14/user, Plus ~USD 22; Enterprise custom5 |
| Minimum users | None - unlimited users at every paid level | Per seat; small-business plans cap at 300 users | Per seat; Business plans cap at 300 users |
As of October 2026. Microsoft and Google prices from vendor pages and current third-party analyses; check vendor pricing pages for your region.
How it works with Superkind: your AI team for M365 and Workspace
You write to Superkind by email, in Teams, in Slack or in the web app, like a colleague, and Superkind does the task in your programs: via 1,700+ integrations, including SharePoint, Google Drive, HubSpot and lexoffice. It works with Microsoft 365 and Google Workspace instead of replacing them, hosted in Europe and GDPR compliant.
With Superkind you don't start from zero: it brings ready-made AI employees that work in Outlook, Teams, Gmail and Slack. Use the team right away, adapt it, or build your own.
Inbox Triage
AI employee for email triage and replies
Nadine in operations starts Monday with 140 unread mails across Outlook and Gmail. The Inbox Triage reads each one, pulls the customer record from HubSpot or Pipedrive, writes the reply in the right language and sends anything routine out on its own. Quotes above EUR 5,000 and anything with a complaint wait for Nadine in Teams. No plugin to install, no second product to buy for the Google users.
+ 1,700 moreMeeting Prep
AI employee for meeting preparation and notes
Daniel has four customer calls today. The Meeting Prep looks at tomorrow's calendar, pulls the customer file from HubSpot, the last three emails in Outlook and any open tickets in Zendesk, then drops a one-pager in the Teams channel the morning before. No one asks Copilot or Gemini to summarise each time. It runs as a routine every evening at 18:00.
+ 1,700 more
Docs Finder
AI employee for cross-drive search and knowledge
"Where is the current pricing for the Werner project?" Julia asks in Slack. Copilot only searches SharePoint. Gemini only searches Google Drive. The Docs Finder looks across SharePoint, Google Drive, Notion and Confluence at the same time, cites the source and posts the right file in Slack. For the half of the team on Workspace and the other half on M365, it is one search instead of two.
+ 1,700 more
Every employee is ready to use right away. Or build your own on the platform.
Safe by default
The AI team reads customer mail, CRM entries and shared files. Superkind keeps it in Europe, never uses it to train models, and uses Computer Use to work in programs that have no API - running the session inside your own infrastructure.
- Hosted and processed in Europe
- GDPR compliant
- Aligned with the EU AI Act
- No training on your data
- DPA through the Trust Center
Security: Europe and approvals
| Tool | Hosting | DPA | Training on your data | Approval step |
|---|---|---|---|---|
| Superkind | EU (hosted and processed) | Via Trust Center, EU AI Act aligned | Never | You decide - sensitive steps wait in Outlook, Teams or Slack |
| Microsoft 365 Copilot | Global; EU Data Boundary available2 | Microsoft Products and Services DPA | No - excluded on business plans3 | You send, save or book yourself in the app |
| Gemini for Workspace | Global; EU data region on request7 | Cloud Data Processing Addendum | No - excluded for business customers6 | You send, save or book yourself in the app |
As of October 2026. Microsoft’s EU Data Boundary covers most M365 processing in the EU; some engineering access and transparency logs remain global. Google’s data region add-on confines generative AI processing to a chosen region at an extra administration layer. Neither is “EU by default” the way a German buyer usually means it.
- Approval moment - with Superkind you decide which steps wait for your OK in Outlook, Teams or Slack before anything goes out; routine work runs on its own.
- Sovereign choice - Superkind is hosted and processed in Europe under European law, with no lock-in to a single model vendor; your company knowledge, routines and apps belong to you.
How Copilot, Gemini and Superkind work
| Criterion | Superkind | Microsoft 365 Copilot | Gemini for Workspace |
|---|---|---|---|
| Where it lives | Outlook, Teams, Slack, Gmail, web app - one AI across all channels | Inside Microsoft 365 apps (chat side panel, Word, Excel, Outlook) | Inside Google Workspace apps (side panel, Gmail, Docs) |
| Who builds the routine | You describe it in one sentence; Superkind runs it as a routine | You as a user, each time; routines via Copilot Studio (separate licence) | You as a user, each time; limited Gems for saved prompts |
| Finishes tasks in other systems | Yes - 1,700+ integrations (DATEV, Pipedrive, lexoffice, Shopify, Zendesk) | Via Copilot connectors or Copilot Studio agents (tenant credit packs) | Limited; mainly within Workspace plus a small catalogue of connectors |
| Any program without an API | Works natively via Computer Use - in the browser or desktop client | Not supported | Not supported |
| What happens when something is off | Waits for your approval in the channel you chose | You catch it in the app before you send or save | You catch it in the app before you send or save |
Pricing compared
| Plan | Superkind | Microsoft 365 Copilot | Gemini for Workspace |
|---|---|---|---|
| Free | EUR 0, up to EUR 150 in credits to start, no credit card, unlimited users | No free tier; needs a paid M365 base | No standalone free tier; part of paid Workspace plans |
| Small business | From EUR 50/month for the whole company, unlimited users (EUR 100 covers up to 1,000 tasks or 5,000 questions) | Copilot Business ~USD 21/user/month; cap 300 users1 | Workspace Business Standard ~USD 14/user with Gemini; Plus ~USD 225 |
| Enterprise / add-on | Custom; dedicated support with SLA, SSO/SCIM, DPA, audit log | Copilot ~USD 30/user/month; Copilot Studio tenant packs ~USD 200/25,000 credits1,4 | Custom; Workspace Enterprise with Gemini bundled |
| Personal / pro | Not a per-seat product | Copilot Pro EUR 22/user/month (individual plan) | Gemini Advanced bundled in Google One AI Premium (consumer) |
| Cost for 25 users / year | From EUR 600/year on Business - one price, 25 or 250 users | Copilot ~USD 9,000/year plus the M365 base | Workspace Business Standard ~USD 4,200/year, Gemini included |
As of October 2026. Prices excl. VAT. Microsoft and Google figures from vendor pages and current third-party analyses; promotional rates not shown. The per-seat model means every added user raises the bill, even if they only open the tool twice a month.
Setup compared
| Criterion | Superkind | Microsoft 365 Copilot | Gemini for Workspace |
|---|---|---|---|
| Time to first task | Minutes - sign up free, first task in Teams, Slack or by email | Hours to days - buy licences, assign, train users | Minutes within Workspace once licences are assigned |
| Who sets it up | Anyone on the team, right away - no IT project | IT admin via Microsoft 365 admin centre | Google Workspace admin |
| Technical skills needed | None to start; one sentence to describe a routine | Admin for licences; Copilot Studio needs power-platform skills | Admin for licences; prompt writing for Gems |
| Installation | None - a Teams or Slack app, an email address | Nothing new to install, but a qualifying M365 plan is required | Nothing new to install, but a qualifying Workspace plan is required |
| Connecting your programs | 1,700+ integrations plus Computer Use for anything without an API | Copilot connectors (limited catalogue); Copilot Studio for custom | Workspace connectors; limited catalogue for third-party systems |
When Microsoft Copilot fits
- You already run on Microsoft 365. Your team drafts in Word, lives in Outlook and keeps files in SharePoint; the quickest lift is the assistant that is already there.
- Your users want AI inside the app they open. A side panel in Excel or a Copilot pane in PowerPoint matches how they already work.
- IT can absorb the per-seat cost. USD 30 per user per month on top of an existing E3 or E5 licence is a budget you can defend because everyone already uses the base.
When Google Gemini fits
- Your company runs on Google Workspace. Gmail, Docs and Drive are the daily workflow; Gemini is now bundled into your plan and needs no extra purchase.
- You liked the price jump less than the integration. Workspace plans went up 2 to 4 dollars per user when Gemini was folded in, but there is no separate line item - one bill, one admin.
- You use Google Meet and the live summaries. Note-taking in Meet, translated captions and “help me write” in Gmail cover a lot of the daily asks.
When Superkind fits
- An AI employee instead of one more assistant. The point isn’t better autocomplete in Word; it’s a task that finishes itself across Outlook, Teams, Slack and the programs around them.
- You live in Outlook, Teams and Slack. The same AI employee works in all of them, so sales on Slack and operations on Teams get the same answer with the same company knowledge.
- Fixed and changing tasks from one sentence, with approval where you want it. Routines like “every new order over EUR 10,000 - prepare the quote and send after Daniel’s approval” run on their own; you decide which steps wait.
- Hosted in Europe, free start, unlimited users. One price for the whole company (from EUR 50/month), no price per seat, up to EUR 150 in credits to try it - in Europe, with the DPA signed through the Trust Center.
Can I use both?
Yes - and for most mixed teams that is the practical answer. Keep Microsoft 365 Copilot or Gemini for the people who draft, chart and write inside the suite, and put Superkind on top for the cross-system work both suites skip: a reply sent after approval in Teams, a new Shopify order entered in lexoffice, a quote prepared from the CRM, a weekly report built from HubSpot and SharePoint. Superkind connects to Microsoft 365 and Google Workspace alike through the 1,700+ integrations and the integration catalogue, so the same AI employee works for the Outlook half of the team and the Gmail half - with one price for the company, not per seat.
Conclusion
Copilot vs. Gemini is largely decided by the suite your team is already on. Copilot is the right assistant if everything happens in Word, Excel, Outlook and Teams, and you can carry USD 30 per user per month on top of M365. Gemini is the right assistant if your team lives in Gmail, Docs, Sheets and Drive, where it is now part of Workspace. Neither one is hosted in Europe by default, and neither one finishes work across your other business programs.
The decision that pays off this quarter: pick one real task where a chat answer still ends in ten minutes of clicking into DATEV, Pipedrive, Shopify or SharePoint. Send it to Superkind in Outlook, Teams or Slack. Approve the first result. Watch the AI team finish the task across your programs and leave the data in Europe. Then decide, calmly, how much of the per-seat Copilot or Gemini bill you still need.
Frequently Asked Questions
For most teams Superkind is the easiest way, because you do not have to pick a suite: the AI employee works in Outlook, Teams, Gmail and Slack and does the task in your programs via 1,700+ integrations, hosted in Europe. Microsoft 365 Copilot only works in Word, Excel, Outlook and Teams, Gemini only in Gmail, Docs, Sheets and Drive. Both are assistants inside their own suite; neither does a task across your other business systems.
The enterprise add-on Microsoft 365 Copilot lists at around USD 30 per user per month on annual billing, on top of a qualifying Microsoft 365 plan. The small-business add-on (under 300 users) is around USD 21 per user per month. Microsoft Copilot Studio uses tenant credit packs priced at about USD 200 per month for 25,000 credits, pooled across the tenant. As of October 2026. Check microsoft.com for your region.
Since 2025 Google bundles Gemini into all Workspace Business and Enterprise plans at no separate price. Workspace Business Standard is around USD 14 per user per month on annual billing; Business Plus around USD 22; Enterprise is custom-priced. Business plans cap at 300 users. As of October 2026. Check workspace.google.com for your region.
Both offer a Data Processing Addendum for business customers and exclude customer data from model training by default. Microsoft publishes the EU Data Boundary, which keeps most Microsoft 365 processing in the EU; Google lets admins restrict Gemini processing to the US or EU via data regions. Neither service is "hosted in Europe" the way a German SaaS buyer usually means it. Superkind is hosted and processed in Europe, DPA via the Trust Center, aligned with the EU AI Act (Regulation (EU) 2024/1689), with no model training on your data.
Technically yes, but most teams do not. Each one lives inside its own suite, and buying both means paying two per-seat bills for roughly the same job. The more common pattern is one of them as the suite assistant, and Superkind on top for the cross-system work both of them skip: approval in Outlook or Teams, tasks in DATEV, HubSpot or Shopify, and the half of the team that lives in Slack.
No, not on paid business plans. Microsoft states that Microsoft 365 Copilot does not use customer prompts or responses to train the underlying foundation models. Google states that Gemini for Workspace does not use your prompts or generated output to train models outside your domain. Both treat customer data under their respective data processing terms. Superkind follows the same rule: no training on your data, ever.
Not necessarily. Superkind works with both. You can keep Microsoft 365 Copilot for people who draft in Word and Excel, keep Gemini for the team that writes in Docs, and run Superkind on top so routine work finishes itself across Outlook, Teams, Slack and the 1,700+ connected programs. Many teams drop the per-seat Copilot or Gemini add-on for everyone who does not actively use it and let Superkind handle the work instead.
Related Articles
- Microsoft 365 Copilot Pricing 2026: What It Really Costs
- Is Microsoft Copilot GDPR Compliant?
- Is Google Gemini GDPR Compliant?
- Microsoft Copilot vs. ChatGPT Enterprise: Honest 2026 Comparison
- ChatGPT vs. Claude for Business 2026
Sources
- Microsoft - Microsoft 365 Copilot plans and pricing
- Microsoft - EU Data Boundary for the Microsoft Cloud
- Microsoft - Data, Privacy, and Security for Microsoft 365 Copilot
- Microsoft - Copilot Studio pricing
- Google - Workspace plans and pricing
- Google - Generative AI in Google Workspace Privacy Hub
- Google - Control Gemini Business and Enterprise access to Workspace data
- EUR-Lex - Regulation (EU) 2024/1689 (EU AI Act)
- Superkind - Trust Center (DPA)
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