Google Workspace- Welcome Dear Productivity!
Google Workspace (formerly called G Suite) is a great choice for business owners. No matter, whether you have a small business or a large one. Google Workspace is for you. Even HubSpot says that they love using Google Workspace for their business. They have also stated that Google Workspace is easy to use and multifunctional as well.
Undoubtedly, Google Workspace makes you productive. If you still haven’t tapped into and you still are not using Google Workspace for your business, when EVERYONE is using it, then you are making a big mistake.
There are 5 million paying Google Workspace customers…. And of course, that’s a huge number. And there are several other reasons which prove why Google Workspace for business owners is a must….
In this article, I will be guiding you all the way through to give you a detailed guide of how and why you should leverage the power of Google Workspace. You may bookmark this article to find it later on very easily.
First of all, let’s talk what is Google Workspace.
What Is Google Workspace
Google Workspace consists of different productivity, business and education software that help you collaborate with the team easily. There a lot of useful tools like Drive, Docs, Forms, Gmail, Sheets, Slides, Calendar, Google+, Meet, Keep and so on.
Google Workplace was originally released around 12 years back ago. At that time, it was named as ‘Google Apps For Your Domain’. It was renamed in September 2016.
Over the past years, there are a lot of updates made. Google Workspace Marketplace is included in the Workspace platform. Through this, you are able to install third party cloud applications.
Who Uses Google Workspace
Google Workspace is basically used by big and small businesses or even for education purpose. Today in this current pandemic situation, even I am having my online classes on Google Workspace only!
For consumers, Google Workspace is free. But for businesses, you will have to pay per person. This is because it will allow you to access features like custom email domain, unlimited cloud storage, additional administrative and marketing tools, 24*7 support.
Google Workspace users who are using it for free don’t see ads. This is kinda different from other software where you have to see a lot of ads.
Perk: The information stored in Google Workspace applications are NOT used for advertising purposes.
Google Workspace Products
There are a range of different awesome products offered for Google Workspace users. Some are accessible with your personal account while others through an enterprise account. In this section, I will share a few things about various Google Workspace products.
Gmail
It is a web based emailing service. With a limited beta, it was launched on 1 April, 2004. In today’s date, there are 1 billion+ people using Gmail actively. Gmail is super popular as it gives it’s consumers a good amount of storage space. It has threaded conversations and strong search abilities. Gmail is one of the most useful Google Workspace products.
Here are some salient features of Gmail as a part of Google Workspace:
- Email address with customer’s domain name (example: @xyzcompany.com)
- 30 GB of storage space
- Compatible for synchronizing with other email providers (like Microsoft Outlook)
- A guaranteed uptime of 99.9% alongwith 0 scheduled downtime (for maintenance)
- Add-ons that integrate third party apps are supported
Google Drive
Google Drive was launched on 24th April, 2012. It is a file storage and a synchronization service. The official announcement explained Drive as “A place where you can create, share, collaborate, and keep all of your stuff”.
Any type of file can be uploaded to the cloud with Google Drive. You can share these files and access it from any device. Files can be synced between different devices and the cloud with applications for Apple macOS and Microsoft Windows computers. And Android and iOS tablets and smartphones too.
Here are some salient features of Google Drive as a part of Google Workspace:
- 30 GB/2 TB/5 TB/unlimited storage per user (depends upon the plan you choose)
- Better controls for admins (depends upon the plan you choose)
- Audit and reporting insights for the Drive content and sharing (depends upon the plan you choose)
Google Docs, Sheets And Slides
A word processor, a spreadsheet, and a presentation program respectively. Trust me, I just love all these. (Fun Fact: I am in Google Docs right now! Just imagine!!! You will get it).
These software let you view and edit documents, spreadsheets, and presentations. You can use it as a web version or even in fact, on your mobile.
Here are some salient features of Google Drive as a part of Google Workspace:
- Unlimited revision history
Google Forms
This is a survey application. You can easily create a quiz on the go. This tool is mainly used for educational purposes. It has a lot of collaboration and sharing features.
Google Sites
No coding skills? No web designing skills? Then too wanna create sites and edit with your team? Google Sites is for you, if that’s the case. It was launched in February 2008.
This tool helps you to collect a lot of information at one place. This information could include videos, calendars, attachments, presentations, and text. You can share this with the world.
Google Meet
This is a video conferencing platform that uses proprietary protocols for audio, video, and data transcoding. I use this tool almost every single day. This is a great choice for business as well as for educational purposes.
Jamboard
This hardware product was launched in October, 2016 for Google Workspace. This is useful for brainstorming as it is cool digital whiteboard. It is connected to the cloud. It helps you work in real time with people living in different locations.
Google Keep
Good for taking notes, it consists lot of tools for taking notes like text, list, voice and image.
Here are some salient features of Google Keep as a part of Google Workspace:
- Integration with Google Docs to access notes while on Docs
Google Chat
Similar to Slack and Microsoft Teams, Google Chat is an awesome communication software. There are a lot of features provided by Google Chat. Some of those are group messaging, direct messaging, and team chat rooms.
Google Workspace Marketplace
Formerly called G Suite Marketplace, it was launched in 2010. It is an online store with apps that are designed for business and increase the serviceability of Google Workspace.
Here admins can find and purchase integrated cloud applications. You will get different categories here. Business, Education, Productivity, Communication and other categories are available.
Google Currents
Engage deeply with your team. Have an effective communication. And Google Currents will help you to do so. Share your ideas from any location of the world. There are some other nice features as a part of Google Workspace which includes better privacy controls and restricted communities.
Google Calendar
It is an online calendar that helps you track your schedule, your meetings, conferences so on and so forth. It is integrated with Gmail. You can add events to your calendar directly from emails.
Here are some salient features of Google Keep as a part of Google Workspace:
- Schedule meetings smartly
- Public calendar: Consumers can find a business event schedule through this
- Calendar is integrated with Google Sites
- Easy migration from .ics and .csv files. Or even from Outlook, Exchange and iCal
Google Vault
This is an archiving and electronic discovery service. This is a special service for Google Workspace users.
Why Google Workspace For Business
It is very important to know why you need Google Workspace in order to level up your game. Therefore, let me tell you some great pros of using Google Workspace for business.
Get a Professional Email
This surely increases the authenticity. It makes you feel better and gives a professional look. If I am using G Suite then instead of using anwesha@gmail.com, I will be able to use anwesha@xyz.com.
This does not just give you a professional look, but also it increases your credibility. People are likely to reply to your emails if it looks profesh and credible.
Better Collaboration
It helps you collaborate better with your team. Document edits are shown in real time. And then are saved in the cloud. There are different access rules. By letting your team do certain tasks, you can easily collaborate and do things smoothly.
Also, there is a chat system inbuilt, that can be used to communicate with each other to share opinions and ideas.
Storage Space: Unlimited
G Suite is a cloud based platform. It is there with unlimited storage. For documents, files, photos, emails and so on. Free Google Account gives you limited storage, whereas the paid is far improved. This could be accessed from any corner of the world.
Reduced Costs
Unbeatable platform for the proper organization of your work. You just have to pay a certain amount of fee, which is actually a reasonable amount. A good investment will help you enjoy unlimited cloud storage, eDiscovery abilities, audit controls, Open API and a lot more.
Now you might be wondering, “What if I don’t need so many features? What’s the point of paying for features that I don’t require?” Great question. But let me tell you that you will have to pay only for what you need. And that depends upon the edition you wanna buy.
Better Data Security
Google Drive!!! Thank you a zillion times! Yes, your data is safe in the cloud. No need to take tension about saving the files and documents on your devices and losing them.
Information stored by you is stored in data centers around the world. This could be accessed anytime from anywhere. Do educate your team about cybersecurity while using G Suite.
Cons of using Google Workspace
I don’t think that there are a lot of cons of using Google Workspace. Still, there are a few things which I want to give into your mind.
- It is completely web based. There are no options for software.
- Google Workspace is still working to get more powerful whereas Office 365 is still a winner.
Some Pro Tips For Using Google Workspace
- Try sending emails with a maximum of 10 GB attachment files
Let me tell you a short story here. I had just finished editing my BlueHost review’s video and was sharing it through G Mail to my another device. I am sure you will fall off your chair after reading this: The Video Was Of 3 GB!
After all, it was a long video… Later, I came to know that we can share files with a maximum of 25 MBs only. I am pretty sure that you knew this only, right?
Cheat Sheet: First you will have to upload your files to Google Drive. Then insert the file into your email by clicking the button Insert files, use the drive button. You will find it at the bottom of your email.
Yay! Now you will be able to attach files upto 10 GB!
- Grab The Research Pane In Order To Minimize The Tabs
I am sure that while working and researching you have came across the “lost mind issue”. Especially when you are using Google Docs. Well, I myself have came across this issue where you are overwhelmed switching between different tabs.
Got my point, right? You are facing this issue. But I do have a great solution for this. First go to Google Docs and get to the Explore function in the Tab Tools. You will get it in the top menu.
A pane will open on the right side. Now you can access Google Search straight away from Docs. Easy? To make it even more easy, just add a link or even you can embed an image from the pane by drag and drop directly.
Google Add-ons For An Increased Productivity
Best productivity tip for G Suite! I earlier talked about Google Products. It’s not just about Google’s own products, but rather than their third party apps that are available and that helps you to improve Google Apps functionality.
To download this you will have to go Google Marketplace. Example, open Google Sheets and click on the Add-ons. You will get it into the top navigation. After that, click on ‘Get Add-ons’. Choose all your favorite ones. You can do this for the other products as well.
- Voice-Memo…. Are You?
Wanna use voice dictation immediately within Google Docs? To do so, you will have to go to ‘Tools’ and choose ‘Voice Typing’. Of course, you will have to allow your browser so that you can use your mic.
That’s it. Just press the record button now! Voice shortcuts are available too. This can be used to add or remove punctuation marks. Go hands free!
- Gmail’s Confidential Mode Will Protect Your Data
How do you send sensitive information via Gmail, safely? No idea? Lemme tell…. Before sending your email, just turn on/off your Confidential Mode. By doing this, you will protect the email and data.
You can now restrict your recipients from forwarding, copying, downloading or even from printing the message or the attached files.
- Google Chrome’s Search Screen And Shortcuts Of Your Fav Sites Can Be Personalized
Do you know that you can pick a background and add shortcuts to personalize your Google Chrome’s search screen? This could be done in a few clicks only. First, you will have to open a new tab.
Behind the Pencil icon, in the right bottom corner, you will get ‘Customize This Page’. Click on that. Now you will get a choice, either upload your own background image or even you can choose an image from Chrome itself. Wanna add a shortcut? Just click on ‘Add Shortcut’. Add the name and the URL of the site.
- Time To Start A Q/A Session!
Q/A sessions are always worth encouraging. To start a Q/A session with Google slides, you will have to start a presentation. After that, click on ‘Start a Q&A’. Then Google will show the URL on top of the presentation for the people visiting. Now they will be able to submit questions too.
- Hide The View Activity In Google Docs
This is kinda popular one. There is an activity dashboard where users can track viewers on that is shared by any organization. Best thing: View History can be hid! Asking me HOW? Easy!
Open the document which is shared with you, then tap into the activity dashboard. After that, go to the privacy settings and just turn your view history off. This could be done on all, Sheets, Slides and Docs.
- Need To Start A New Doc, Slide Or Sheet? Use Your Address Bar
Oh just come on! Save your clicks, you use your Bookmarks Bar so MUCH! Say goodbye to old ways. Hello new! So from now onwards, if you do want to start a new doc, sheet or a slide, just type in doc.new/ slide.new/ sheets.new in the Chrome Address Bar.
- Keep Up With The Changes Your Colleagues Made
Uhmmm…. Confused how to keep up with the changes made by your colleagues in a document? Well, named revisions are pretty useful here. You will find the version history panel present on the right side, there you will have to click the menu button (three dots). Now you can name the revision.
- Simple Way To Rescue Images From A Doc
If you send embedded images in a Doc, then be very sure that the design team is upset because of YOU. Don’t feel sorry, coz I have a quick tip for you here. Go to File > Download As > Web Page (.html zipped). Now download a folder with images in their full quality.
- Search For A Formula In Google Sheets (Time Savers)
For some simple questions, avoid using formula. Simply, search for it instead. You get it in the language we use, human language. You will have to click ‘Explore’ in the bottom navigation bar. Now type in your question and get the answer immediately.
Kick It Off With Google Translations In Docs
This one is quite basic. But people often forget it. This is probably a life saver for “International Teams”. To translate a document in Docs, head to Tools > Translate Document. Now you can select the new name for the document.
- Tabs Are Way Too Slow?!
I understand that when Chrome slows down, you feel like restarting it. But instead of doing that, better do this. Go to Address Bar and type: chrome://restart. Click Enter. Your browser will be relaunched safely without disturbing your tab list that you crafted with love!
- SSO (Single Sign-on) will let you access your G Suite apps in just one click
SSO allows you to sign in just one time and access all the G Suite products. Even third party apps. This is super helpful especially when you are using a G Suite Intranet which supports SSO.
How To Get Started On G Suite For Business
First, let me tell you that the process is easier than you think. Trust. Now let’s dive into. Get to the G Suite Homepage and click on “Get Started”. Now type in your company’s name. Indicate the number of employees.
This number could be changed in future once you and your team starts growing. Now you will be asked to enter the contact information of yours or the person who will be managing the G Suite account.
Further, you will have to tell whether you have a business domain name or not. If you do have, insert there. And if not, then you can find and purchase one. Generally, you will get domain names that are worth $12/year. When you buy through Google.
On the next screen, enter your business address and contact information. Choose a username and password for your G Suite account. And that’s done. These credentials are to be used while signing into any G Suite apps.
Important: Do keep in mind that the username will also be the first part of your business email.
Now to finalize it all, you will review your account and check out. This page will show you a summary of the monthly charges (after a 14 day trial period). Some one time charges like that of a domain name will also be there.
You will have to review your account information too. And confirm your payment method. And now, you would be shown two options. One to automatically renew your domain and the other to keep your domain information private.
It is better to keep everything checked so that purchasing the domain’s process gets a little simpler.
Workspace Pricing
Crazy Fact: Over the last 10 years, G Suite grew exponentially without changing the pricing…..
Woah! Since day 1, Google offered two pricing plans: Basic and Business. Basic Edition is available at $5/user/month. Business Edition is available at $10/user/month.
It was 16 January, 2019, when Google announced that they will be increasing the pricing very slightly. So for the first time in a decade, the pricing was decided to be changed. From April 2, the Basic Edition’s price increased to $6/user/month.
The Business Edition’s price increased to $12/user/month. G Suite Enterprise Edition’s pricing didn’t change. I assure you that it’s worth investing in G Suite. G Suite is for each type of business.
And the good thing is that it lets you pay monthly without any long term commitment.
Managing Workspace
Let’s learn in detail now. From here, I will teach you to manage your G Suite account step-by-step. I have broken down all this information into smaller chunks. Because I understand that managing your G Suite account is really important. And trust me, if you don’t learn to manage your G Suite account then your team will suffer. Badly.
Users
This is the place where you will be adding your users to your G Suite account and managing them. Assigning your users different attributes is possible here. It could be like, Job title and Department. You can even track their last sign in and the way they are using the professional email.
Company Profile
The place where you update your company’s information and even personalize your G Suite account by adding your company’s logo and so on and so forth. For your users, you can create custom URLs to your different G Suite services as well.
Billing
The place where you find the account charges. G Suite’s license(s) is also managed here only. You must check whether the plan you opted for your business is reflected here or not.
Reports
The place where G Suite’s services usage are tracked. Verily, user activity can be tracked here. Below Highlights you will find an overview of the usage activity per app, storage statistics, user storage and security.
Below Reports, you will get the opportunities for running reports on any service, device or user. Running audits is also a good idea to look out and keep an eye on services and tools accessed by users.
Apps
The place where you manage the services and settings of G Suite. Here you can find how many core apps of G Suite are being used by you, what are the other services you use that are offered by Google, or even any Marketplace or any (SAML) Security Assertion Markup Language services that you are using and have connected it to your G Suite account.
Device Management
The place where your company’s data on each and device that is connected to your G Suite account is secured. You will get the number of mobile, Chrome and Google devices are connected to your account. To manage devices that are owned by your company is super easy.
Security
The place where you get to manage security features. Ranging from password management to SSO, everything that you require in order to secure your own self as well as your team is available here.
Support
Need support? Sure. G Suite support is available 24/7. Phone or email, whatever. Or else, even help content for admins is available too
Data Migration
The place where you can import company’s email, contact data and calendar. It is easy to get all those company data to your G Suite for a smooth organization. Run this tool for each and every type of data you migrate to your account.
Requirements to run a migration are: migration source, connection and the necessities of your account for verification. This verification process is typically for confirming whether the data is owned by you or not.
Dashboard
The place where you get insightful information about any business domain that you connect to your G Suite’s account. This information is highly relevant.
Buildings and Resources
The place where buildings, rooms and company resources that are linked to your G Suite account is managed. You can manage all the meeting rooms that you want to be available for your users so that they can schedule it on their Calendar. You can also see that when and how are your users using the rooms.
Groups
The place where you can make groups and mailing lists. Groups help a lot when you want to communicate to your whole team or some members. Provide your team with their own calendar to schedule meetings and events.
Admin Roles
The place where you can easily add admins and give them some admin roles and permissions. You can manage the permissions and change it too.
Domains
The place where you add/remove domains connected with your G Suite account. You can add a domain or domain alias here. But before this, you need to verify the ownership. Managing redirections for your visitors is possible here.
Level Up Your Game (feat. Google Workspace)
Google Workspace is continuously helping businesses bloom. With simple and variety of tools, it helps you to collaborate better, communicate better and grow better. So now it depends upon you— get productive, take the action, go Google Workspace or else…. You know.
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