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Nosotros use a multitude of unlike SaaS products here at Kinsta to keep everything running smoothly behind the scenes and to better the productivity of our squad. One product that we couldn't live without is definitely Google Workspace! Nosotros aren't agape to come right out and say it'due south by far the best email solution on the marketplace correct now for your business concern. 👍 Not to mention the other features that it comes with, such as Google Drive storage and tools such as Google Docs and Google Sheets.

Today we'll dive into the unparalleled benefits of Google Workspace (formerly Thou Suite), why we use it and recommend information technology to all of our clients, and how it compares to other similar solutions on the market.

• What is Google Workspace?
• Unparalleled Benefits of Google Workspace
• Google Workspace vs Part 365 vs Zoho
• Disadvantages of Google Workspace
• How to Move to Google Workspace
• Google Workspace Tips

What is Google Workspace?

Google Workspace is Google's suite of intelligent apps. This was formerly known as Google Apps, till it was re-branded in late 2016. Nosotros primarily recommend Google Workspace for clients that are needing email hosting for their business. However, Google Workspace is much more than just email. It also includes a variety of apps and features that can come in quite handy. In fact, you're probably already using or are familiar with some of them.

Features We Utilise on a Daily Basis

Google Workspace has iii unlike plans you lot tin can apply (of which we'll swoop into a little subsequently). We utilize the Basic Google Workspace plan for our employees here at Kinsta. This starts at just $5/user/month. For many of you, the bones plan is probably all you'll ever need. Here'southward what it includes:

Gmail

Co-ordinate to Litmus, Gmail leads the manner as the well-nigh popular email client, with a whopping 26% of the market share based on open rates. Information technology's no surprise equally Gmail has been around since 2004 and now boasts over 1.2 billion users. 1 of the best things about Google Workspace is you basically go an enhanced advertising-costless version of the online electronic mail client you lot're probably already using.

Google Workspace substantially allows your employees to take their own Gmail accounts with email addresses with your business domain name (case: [email protected]). A very small business organisation with one or ii users might be able to get away with gratuitous Gmail accounts and some allonym+forwarding rules. Simply once you start hiring ii or three employees, you'll find yourself needing accounts that can exist managed separately.

Gmail custom domain

Google Agenda

None of us here at Kinsta could alive without Google Agenda. Many of us rely on it for scheduling calls with clients and setting due dates and reminders for important projects. Google Calendar can assistance yous keep your schedule organized.

One of the great things almost using Google Calendar in Google Workspace is the ability to create multiple calendars that are accessible to anybody in your company (or fifty-fifty a subset of users). For instance, you might want a group calendar for events similar team holidays and regular meetings. Having all your employees fastened to the same organization makes tasks like these even easier when compared to the free version.

Google Calendar

Google Bulldoze

Google Bulldoze allows you to store, access, and share your files in ane secure identify. You and so have like shooting fish in a barrel admission to them from any device. Google Workspace Basic plans come with 30GB of storage for every employee. Google Workspace'due south Business concern, Enterprise, and Teams editions provide unlimited storage and then you will always take enough infinite for your files. Note: If y'all're a smaller team with fewer than v users, you simply get 1TB/user.

If yous haven't used Google Drive before, one of the all-time things we like well-nigh it is the amazing search functionality! Although, it's probably not as well surprising seeing as they too run the largest search engine in the world. Did you know that yous can search based on the content within a document (regardless of the file proper noun)? Pretty handy. This ways y'all can easily find what you're looking for, no thing how disorganized y'all are. 😉

Google Drive search

The paid version of Google Drive gives you twice the storage of your free personal drive and Gmail, 24/seven back up, sharing controls, and advanced reporting.

Google Docs and Google Sheets

Google Docs and Google Sheets pretty much speak for themselves and once again are tools nosotros use every single day. You tin even import Google Docs into WordPress. These allow you to create and edit text documents and spreadsheets right in your browser. Import your documents to make them instantly editable, including Microsoft Word, Excel, and PDF files (.docx, .doc, .pdf, .rtf, .txt, xlsx, .csv, .html, .ods). As of February 2018, you tin now fifty-fifty collaborate and comment on Microsoft Office files without information technology having to automatically catechumen to Google'due south format.

You tin also export to common third-party formats. This makes it piece of cake to interact with other individuals or companies and send files dorsum and along, without ever needing to install or purchase boosted software.

Note: Google Docs and Spreadsheets created directly in Google Workspace don't count towards your storage limit. 👍

Here are but a few of the common tasks nosotros use them for:

• Getting feedback and comments from team members on new website content.
• Working with guest bloggers on content for our blog.
• Sending content to others when writing on 3rd-party sites. Nosotros've never had anyone in the past couple years request a Discussion document, everyone ever requests a Google Physician. Why? Considering it's just super simple and easy to use.
• Crunching spreadsheet data from Ahrefs exports.
• Running quick financial figures.
• Keeping track of PPC budgets and online advertising copy variations.
• Analyzing CTR changes as it pertains to SERPs.
• Writing upward content for paid sponsorships (WordCamps).

One of the best features of Google Docs and Spreadsheets is the existent-fourth dimension commenting and unlimited versions. Previous versions are kept indefinitely and they don't count toward your storage. This makes information technology super easy to track changes fabricated to a document or undo a mistake. Sharing documents with your coworkers or other individuals is as well incredibly easy.

Google Docs versions

Google Keep

Google Keep seems to be one of those well-kept secrets that nobody knows about. If you're looking for a basic Evernote alternative, Google Continue rocks! This is a great little tool regardless of whether or not you're using Google Workspace. Being a Google product, it works flawlessly within the Google ecosystem.

It can be an easy way to continue those oftentimes asked questions you get from customers in a convenient place. Create to-do lists, notes, and set up reminders to stay on rails. Everything syncs across your devices, so what's important is ever in reach. Hands share them with your team and archive them when you lot're done. And once again Google'due south search works flawlessly with it.

Google Go along

Google Workspace Admin Console

The Admin console for Google Workspace allows business organization owners easily manage everything from i unmarried identify. Information technology got an overhaul recently and is a lot better than it was previously with Google Apps.

Do everything from adding new users and groups, manage devices, configure security settings (like ii-factor authentication), add new custom domains for your business organisation which can be used for Gmail.

Google Workspace admin console

Almost, if not all of the features in Google Workspace accept to be enabled past the ambassador in order to exist used. Some of these are besides only available in college plans. If a feature is not enabled and a user tries to access information technology, they'll meet a "not available" message (as seen beneath).

Google Workspace not available

Additional Features

Here are some additional features that we don't use at Kinsta very oftentimes, only you might be interested in:

• Google Conversation: Have you heard of Slack? The Google Chat is basically Google's new competing tool. It's a dedicated grouping workspace with 1:one chat and group chat.  Y'all can make conversations more efficient past interacting directly with deeply integrated Google bots and 3rd party apps. Google chat is included for costless with all Google Workspace plans.
• Google Run across: We adopt Zoom or Slack video chat ourselves here at Kinsta, but Google Meet all the same makes video calls and conferencing a cakewalk. Meet is fully integrated with Google Workspace, so you can bring together meetings directly from a Calendar event or e-mail invite. If you're running the Enterprise version of Google Workspace, you can also take advantage of dial-in numbers for when people are on the road or possibly without internet access.
• Google Forms: Near of you have probably all filled out a Google Form before. While we adopt to employ other applications for this, preferably branded forms in our WordPress site, it can be an incredibly quick and like shooting fish in a barrel mode to gather information.
• Google Slides: Desire a decent culling to Microsoft Powerpoint? Google Slides is just that. Just similar with their other products you lot can have advantage of their existent-time collaboration and commenting, as well equally unlimited version history.
• Google Sites: We don't recommend using Google Sites as WordPress is much better for this. Bank check out the reasons why you should use WordPress.
• Endpoint Direction: If you're worried about an employee's device getting stolen, don't. That is what Endpoint Management is for. Easily enable this as an admin and remotely wipe Google Workspace information from devices if needed.

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Additional Features for Google Workspace Concern and Enterprise Users

Information technology's too important to make a note of the additional features in Google Workspace Concern and Enterprise plans. If you're a bigger business and rely on email heavily, these can assistance ease some of your worries.

• Cloud Search: Want to have search capabilities in Google Workspace even further? The Cloud Search characteristic allows you to search across your company's content in Google Workspace. From Gmail and Bulldoze to Docs, Sheets, Slides, Calendar, and more than.
• Vault: You tin can never take too many backups. Vault allows you to manage, retain, search, and export your organisation's email, Google Drive file content and on-the-record chats. Basically, you can archive all your data and set retentivity policies.

Unparalleled Benefits of Google Workspace

While all those features above are great, now it'south time to dive into some of the real benefits of using Google Workspace for your business organization.

Hosting Email With 3rd-Party Is Always Recommended

It'southward never recommended to host your email with the same company y'all utilize for WordPress hosting. That's why nosotros don't and will never offer email hosting to our clients (other than peradventure a Google Workspace addition down the road in MyKinsta. 🤫) We get into dandy detail about the reasons hither. But we'll give you a quick summary of why below:

1. If you use your host, you're tied to IP addresses that your host has configured for outgoing electronic mail. If something goes wrong with that, such as a client suddenly spamming, there is a chance the IP accost could become blacklisted for spam. Then you're suddenly left hanging with no control.
2. One of the biggest downfalls to relying on your WordPress host for emails is deliverability problems. With Google Workspace, you can authenticate outbound mail service using DKIM and SPF records which tin positively impact your spam rating.
3. Sending emails via your WordPress host could potentially consequence in server resource problems. By offloading email to a third-party, especially Google Workspace, you'll never take to worry about this.
4. Spreading services across multiple providers is always a good thing. We e'er recommend separating DNS (nosotros include Amazon Route 53 DNS for all clients), WordPress hosting, and email. This way if anything goes incorrect with one, your e-mail is always flowing. Most likely your DNS volition nevertheless route regardless, just past using multiple providers you can guarantee this.

So as you can see, going with a tertiary-political party for email hosting is actually beneficial to your business organization.

Caveats (Transactional and Marketing Emails)

While Google Workspace accounts don't have an SMTP limit, for those of you lot sending thousands of emails every month, nosotros more often than not don't recommend them for sending bulk emails or transactional emails (purchases, registering, resetting a password, etc). Yous can read the laundry list of their bulk sender guidelines. For these types of emails we recommend the following transactional email services:

Mailgun

• Mailgun
• SendGrid
• SparkPost
• Mailjet
• Amazon SES

If you're pocket-size and just starting out, don't worry about your transaction emails until you start sending out large volumes. You can get started with merely Google Workspace for everything and exist just fine. Likewise, some of the providers like Mailgun in a higher place, let you transport ten,000 transactional emails per calendar month for costless. And so in a lot of cases, this doesn't have to be an extra expense. And boosted emails after that are pennies to transport. Read more than about transactional emails, SMTP ports, and free SMPT servers for WordPress.

You then have marketing emails, such every bit newsletters. The same thing applies here. Typically yous'll want to utilize a third-party provider due to better deliverability rates and tools for list edifice, A/B testing, etc. Hither'southward a few we recommend:

MailChimp

• MailChimp (we use them here at Kinsta for our weekly newsletter – here is our guide on how to get started with MailChimp)
• MailerLite
• Baste
• ActiveCampaign
• AWeber
• GetResponse

Some of the transactional providers above also handle marketing emails and mention that on their sites. And then in some cases, yous could always combine your transactional e-mail service and email marketing software. Read more about e-mail marketing software.

Familiar, Uniform, and Easy to Use

One of the greatest benefits of going with Google Workspace for your business concern is that most of your employees are probably already used to using products like Gmail for email and Google Docs. This makes the transition super easy and ensures you don't have to waste product time explaining to new hires how to utilize company tools; unlike Zoho or Function 365 where at that place might be more caption needed.

Google Workspace too has the best compatibility on mobile devices compared to any other email provider. It simply works, everywhere!

And if you already accept a personal Gmail account, Google makes it super easy to ane-click switch between accounts (personal Gmails and Google Workspace accounts).

Google Workspace switch accounts

Uptime

When information technology comes to uptime, Google is one of the all-time when it comes to reliability. If you want to dig into the technical details, Google Workspace offers a 99.ix% Service Level Agreement (SLA) for covered services, and in recent years they've actually exceeded that. Also due to the fact that email is such an important part of every business organization, Google Workspace has no scheduled downtime or maintenance windows. All of their data centers are built with redundant infrastructure.

Simply just like any service, they can never be upwards 100% of the time. Therefore, you can always bookmark the Google Workspace status dashboard for updates on all of their products.

Google Workspace Isn't The Cheapest, Simply It's Extremely Affordable

There are other providers out at that place that are cheaper, such every bit Zoho (we'll dive into a comparison further below). However, just like nosotros e'er recommend yous invest in managed WordPress hosting, your business e-mail is not one of those areas you should try to save a buck. Having an email host that you can rely on can save you money down the road.

Hither's a look at Google Workspace's pricing and what'southward included in each program.

Google Workspace Business concern Starter	Google Workspace Business concern Standard	Google Workspace Business organization Plus
$half dozen/user/calendar month	$12/user/month	$18/user/calendar month
Business organisation email through Gmail	Business electronic mail through Gmail	Business email through Gmail + eDiscovery, retention
100 participant video meetings	150 participant video meetings + recording	250 participant video meetings + recording, attendance tracking
Shared calendars	Shared calendars	Shared calendars
Docs, Spreadsheets, Slides	Docs, Spreadsheets, Slides	Docs, Spreadsheets, Slides
24/7 support (phone, e-mail online)	24/7 support (phone, email online – Enhanced Support upgrade available)	24/7 support (phone, email online – Enhanced Support upgrade available)
Security admin controls	Security admin controls	Enhanced security admin controls, including Vault and avant-garde endpoint direction
30 GB cloud storage per user	ii TB cloud storage per user	5 TB cloud storage per user
Deject search	Cloud search
Vault (archive and memory)	Vault (archive and retention)
Audit reports	Audit reports
Information loss prevention (Gmail + Drive)
Hosted S/MIME for Gmail
Gmail 3rd-party archiving
Enterprise-grade security
Gmail log analysis

Here are some quick estimations for you lot:

• For five employees you lot're looking at $30/month
• For 10 employees y'all're looking at $60/calendar month
• For 15 employees you're looking at $xc/month

For everything that Google Workspace includes, that's a pretty great deal and kind of a no-brainer!

You tin also opt-in to a discounted charge per unit past switching to an annual subscription. An almanac subscription offers savings of up to xx% more than the standard monthly subscription. The bang-up office is you can however be billed monthly on the annual subscription if you prefer.

Google Workspace Is as Secure as It Gets

Google Workspace is congenital on top of Google Cloud Platform, which offers the highest security on the market. It's trusted by some of the biggest companies in the world; such as HP, Verizon, Whirlpool, and Salesforce. As Google says, they are leading with a "security-first mindset." They take manufacture-leading knowledge and expertise backing each and every ane of their products, including Google Workspace.

Here are a few highlights of means Google Workspace protects y'all and your data:

• Google Workspace Admin: Offers administrator the ability to command how information is protected, view reports, and even control mobile devices. Google Workspace administrators tin too disallow employees from having the ability to enable "less secure apps."
• Encryption (TLS): Google Workspace provides email encryption in transit.
• Certs, Audits, and Assessments: Google Workspace undergoes several independent third-party audits on a regular basis.
• Information Retention: Google Workspace offers the ability to retain, archive, search, and export your data.
• Privacy:Google does not collect, browse, or utilize your information in Google Workspace services for advertising purposes. There are also no ads in whatsoever of the Google Workspace products. You own your own information.
• Transparency: Google continuously provides transparency reports to keep consumers informed.

You can bank check out Google Cloud'south security and compliance whitepaper for more data.

Google Workspace vs Office 365 vs Zoho

There are thousands of e-mail hosts on the marketplace. But when it comes downwardly to serious business concern e-mail hosting, you can really narrow it downwardly to these 3 providers: Google Workspace, Office 365, and Zoho. So beneath we'll do a little comparing.

Pricing

For pricing, we are taking the monthly cost from each provider.

Google Workspace Business organisation Starter	Role 365 Business organization Essentials	Zoho Standard
$half-dozen/user/calendar month	$six/user/month	$4/user/month

Additional notes:

• Some practise offer slightly cheaper plans if you commit to their annual plans or purchase licenses in bulk. For instance, you tin can become Office 365 downward to $5 /user/month and Zoho downward to $3/user/month.
• Zoho does, in fact, take a free program for 5 users. Withal, it is limited to 5GB with unmarried domain hosting.
• It'south important to notation that Role 365 Business Essentials doesn't include their Function desktop software, simply their web-based apps.

Software and Tools

Below are comparable products across providers.

Google Workspace Business Starter	Function 365 Business organisation Essentials	Zoho Standard
Gmail	Outlook (50GB)	Zoho Post
Google Drive (30GB)	OneDrive (1TB)	Zoho Docs (30GB)
Google Docs	Microsoft Word	Zoho Writer
Google Sheets	Microsoft Excel	Zoho Sheet
Google Slides	Microsoft PowerPoint	Zoho Bear witness
Google Sites	Sites (SharePoint)	Zoho Sites
Google Meet/Chat	Skype + Microsoft Teams	Zoho Coming together + Cliq
Google Keep	Microsoft OneNote	Zoho Notebook
	Microsoft Yammer	Zoho Connect

Additional notes:

• Google Workspace's 30GB of storage is counted as combined storage beyond Google Bulldoze and Gmail.
• Zoho's 30GB of storage is counted as combined storage across Zoho Docs and Zoho Mail.
• If you're comparing presentation software, Microsoft PowerPoint still probably wins easily downwards.
• Gmail besides has a lot ameliorate integrations with third-political party add together-ons and extensions than that of its analogue Outlook.
• Zoho supports external integrations with various tertiary-party apps within your mailbox using eWidget.

Just as you tin see, all three of the above providers have very similar offerings when it comes to the tools and services they provide. So a lot of your determination volition probably come down to price and ease of use for your employees.

Disadvantages of Google Workspace

To be completely honest, at that place aren't many disadvantages that we've found using Google Workspace, and our team has used information technology for over four years. Although information technology definitely depends on the type of business you lot are. Hither are a few things yous might consider:

• Google Workspace is entirely web-based with no options for software. If you're used to using Microsoft Office you'll probably find that Google Docs and Sheets aren't as powerful.
• Office 365 is notwithstanding winning the enterprise market, while Google Workspace is still playing catch up.
• Office 365 does offer more than storage off the bat. All the same, Google Workspace does offering unlimited storage if you upgrade to higher plans.

How to Move to Google Workspace

We personally think that Google Workspace is your best option for email hosting and other tools, and that's why nosotros recommend it to all of our clients. They also offering a complimentary fourteen-day trial, and so you can even requite information technology a try before committing to anything. Their onboarding process is also incredibly easy.

Here are some quick steps to become started with Google Workspace for your business organisation:

Step 1

Sign up for your free trial.

Step 2

Activate your account past signing into your Google Admin Console. (Notation: Sign in with your Google Workspace email address and password. (This accost ends with @yourbusiness.com, and isn't a @gmail or personal Google Account.)

Google Workspace admin console

Step 3

In the Admin panel, click "First Setup" to launch the setup wizard. You'll give each team member an email address at your domain (like [email protected]), so they can start using Gmail, Calendar, See, and all the other Google Workspace services. You tin besides manually add additional users at any time.

If you take additional domains, you can also add them or create electronic mail aliases.

Google Workspace domain alias

Step 4

In your Admin console, you lot'll then need to follow the steps to verify that you own your domain. Yous'll get a verification code to add to your website or your domain settings. Google Workspace has excellent instructions for literally every DNS registrar and DNS provider on how to verify your domain.

If you're using Kinsta DNS, we besides have a tutorial on how to add your Google MX records in our MyKinsta dashboard. When creating your domain, y'all can add together the records with a unmarried click.

Add Gmail MX records

If you're coming from another email host, such as GoDaddy, BlueHost, OVH or Function 365, you'll most likely also want to migrate your old emails over. Here are some helpful links:

• Migrate email from Exchange or Office 365
• Drift from other webmail providers to Chiliad Suite
• Migrate email from i Thou Suite account to another
• Migrate from Gmail to G Suite

Note: If y'all're just starting to use electronic mail for your business for the first time, you can skip the above migration process.

Step v

The concluding footstep is to then follow Google Workspace's quick showtime guides for setting upwardly the boosted apps, such as Google Drive, Google Calendar, Google Contacts, etc. And that'due south it!

Google Workspace Tips

After Google Workspace is up and going there are a few little warnings or errors you'll probably run into. One is the following message when trying to save a contour photograph.

Sorry! We could non save your profile photograph. Delight effort again subsequently.

Google Workspace could not save profile photograph

In Google Workspace the admin has to give permission for users to salvage a profile photo. This tin can be done from "Directory → Directory settings → Contour editing."

Google Workspace directory profile editing rights

Bank check the "Photo" selection and hit "Relieve."

Google Workspace photograph

Note: It usually takes a couple of hours for Google Workspace settings to propagate beyond. So we recommend waiting a flake earlier trying to upload a photo once more.

Summary

As you can see, Google Workspace can exist a dandy solution for whatsoever business concern when it comes to email hosting and providing an all-in-1 solution for document collaboration and storage. It'due south extremely affordable and like shooting fish in a barrel to employ. Most of your employees are probably already familiar with Gmail, which helps reduce the fourth dimension required to learn new tools.

If you're simply getting starting with Google Workspace, nosotros recommend subscribing to their blog to go along up to date with new features and releases. Practice you have whatever questions about Google Workspace or how it works? We'd beloved to hear what you prefer when information technology comes to email hosting. Permit usa know below in the comments.

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Source: https://kinsta.com/blog/google-workspace/