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15 Reasons to Move Your Business From Free Gmail to Google Workspace

Updated: December 21, 2020

Let’s say you’ve been using free Gmail accounts for your business communications. Your email addresses may resemble one or more of these:

abbottsolar@gmail.com
solar-lisa94@gmail.com
abbottsupport@gmail.com

Your employees may even be using assorted Yahoo Mail and cable company email addresses for business purposes.

However, your business is growing and you want to start to use more professional-looking email addresses such as:

jabbott@abbottsolar.com
lisa@abbottsolar.com
support@abbottsolar.com

Consider this:
Potential customers are more likely to do business with a company that uses professional email addresses than one that uses consumer freemail addresses.

Did you know that you can easily get business email addresses like the ones above, but continue to have the exact same Gmail user experience that you and your staff have become accustomed to?

That’s where Google Workspace (formerly G Suite) comes in.

The email offering within Google Workspace is simply a business version of Gmail. No training is needed for current Gmail users.

You may or may not be fully aware of the extent of your free Gmail account functionality — but your Gmail account includes Meet, Calendar, Drive, Docs, Sheets, Slides, Forms, Drawings, My Maps, and Sites.

Google Workspace has collaborative business versions of all of these apps and a lot more.

Google Workspace does come at a cost: $6 per user per month for the Basic version. But not only is this a nominal number — it might be one of the easier costs you’ve had to justify.

If you already own a domain such as abbottsolar.com for your website address — that you got from a provider such as GoDaddy, Network Solutions, or Register.com — there’s a straightforward, one-time setup needed to use the same domain for your Google Workspace email addresses.

If you don’t own a domain, you can buy one from Google Domains after you sign up for a free trial of Google Workspace.

Additional Google Workspace Benefits

Here are fifteen additional reasons to consider a move to Google Workspace.

1. Email Account Ownership

Your company owns all employee email accounts. Your employees don’t own them. What if someone were to leave your company to work for a competitor or to start a competing company, but they personally own the email address that your customers use to contact them?

Within Google Workspace administration, if someone leaves the company, you can immediately change that person’s password and forward any emails sent to their address to someone else. You can also access all of that person’s email history.

You can also keep control of access to other Google accounts, especially the ones that marketers use.

2. File Ownership

With Google Workspace, all Google Docs, Slides, and Sheets created by employees are owned by the company.

Keep in mind that Google Drive is a cloud backup alternative to services such as Dropbox. You could create a company policy that requires employees to back up their local PC or Mac files to the company’s Google Drive.

If, for example, you decided to terminate an employee, you would have full access to all that person’s business files.

3. Document Sharing

It’s easier to share documents with your team when you’re all on the same Google Workspace account. For example, if you wanted to give all employees view-only access to a Google Doc, that can be accomplished with just a few clicks.

4. Group Email Addresses

Above, we referenced the example email address support@abbottsolar.com. You can easily route emails sent to that type of address to multiple people or to a customer service system such as Zendesk, Freshdesk, or Salesforce.

There’s no additional cost for creating group email addresses. Also, you can add as many as you want.

5. Multiple Email Aliases

Email Aliases: All Roads Lead to Rome

For any Google Workspace user, multiple email aliases can be created. Here are examples:

jabbott@abbottsolar.com
john.abbott@abbottsolar.com
john@abbottsolar.com

With email aliases, “All roads lead to Rome.” It might be easier to verbally tell someone that your email address is john@abbottsolar.com, even though your business card reads the more formal john.abbott@abbottsolar.com.

There can even be multiple domains associated with each user’s email account.

If you decide to rebrand your company to “Amazing Solar” and you get the domain amazingsolar.com, you can tack this domain onto your Google Workspace account as a domain alias. You can swap the new domain with the old domain and make the new domain your primary domain.

The same “all roads lead to Rome” principle applies. Whether an email is sent to john@abbottsolar.com or to jabbott@amazingsolar.com, it will go to the same inbox.

6. Ability to Use Outlook as an Email Client

For employees who insist on using Outlook, Google provides Google Workspace Sync for Microsoft Outlook.

7. 15x The Daily Quota For Number of Daily Email Recipients

Consumer Gmail allows for a maximum of 100 email recipients per day. Google Workspace allows for 1,500.

If you want to do an email merge via Gmail natively from Gmail (to your customers, for example) you can reach a lot more people en masse from your native email client.

Why is sending these emails from Gmail important?

Because email sent natively from Gmail is more likely to end up in a recipient’s Primary tab than an email from a third party server (such as MailChimp).

8. More File Storage

The default storage for free Gmail accounts is 15GB. For Google Workspace Basic, it’s 30GB per user.

There are a number of options for increasing storage beyond 30GB per user.

Google Workspace Business includes Shared drives, which gives a business a lot more administrative control over file sharing.

9. Ability to Make 2-Step Verification Required

Google Apps for Work 2-Step Verification

Gmail and Google Workspace both have an important layer of security called 2-Step Verification (2SV).

If you log into Gmail or Google Workspace from an unknown computer, you can be texted a verification code. You can verify through the mobile Gmail app, which is even more secure.

For the times you are out of range on your mobile phone, you can carry a set of backup codes in your wallet so that you can securely access your Google Workspace account.

With free Gmail, each person can decide whether or not to enable 2SV. With Google Workspace, an administrator can make the use of 2SV required for all users.

10. CRM Integration

At some point, you may decide to invest in a CRM system to better track leads, prospects, customers, jobs, and more.

Gmail, Google Calendar, Google Contacts, Google Sheets, and Google Drive can all be integrated with Salesforce. A number of other CRM systems integrate with Gmail.

11. Single Sign-On To Other Business Applications

Users can be set up to use their Google Workspace credentials to sign in to cloud business applications such as DocuSign, Marketo, Salesforce, and Slack—without having to re-enter their usernames and passwords for these applications.

12. A Company Branded User Interface

Your company’s logo can be prominently displayed at the top right of the screen within all of Google Workspace.

13. An Included Online Meeting App

Google Meet is an online meeting experience that is included with Google Workspace at no extra charge.

Premium features include meetings with up to 250 participants per call and the ability to record meetings to Google Drive.

14. An Integrated Business Phone System Option

If you have been thinking about a new or upgraded telephone system for your business, there is now a paid cloud phone system option that is served up natively from within Google Workspace and that integrates with Google Workspace.

15. Support

With Google Workspace, there is 24/7 phone, email, and chat customer support. There is no support for free Gmail.

There are a number of other benefits to using Google Workspace, but some of them get a little more technical.

Keep in mind that you can easily forward your personal Gmail account to your business account. That way, whether people send emails to your “old” account or to your “new” business account, all emails will end up in your Google Workspace inbox.

If you want to migrate the email from a Gmail account to a Google Workspace account, Google provides a service for this.

Frequently Asked Questions

✓ How much does Google Workspace cost?


Google Workspace is $6 per user per month for Business Starter, $12 per user per month for Business Standard, and $18 for Business Google sales needs to be contacted for a quote on the Enterprise edition.

✓ Is there a trial version of Google Workspace


Yes — Google Workspace can be tried for free for 14 days and up to ten users.

✓ Is an annual contract required for Google Workspace?


An annual contract is not required — but if you choose to go with an annual contract, you will effectively get two free months each year. If you do not choose an annual contract, there is no discount. However, you can remove a user at any time without having to pay for that user’s license beyond the month in which you remove them.

✓ Is Google Workspace better than Microsoft’s Office 365?


Beauty is in the eyes of the beholder. Since Google Workspace was born in the cloud, it’s often selected by organizations that have a strong commitment to the cloud. If a majority of your employees are familiar with Gmail and like to use it, this can make Google Workspace the office suite of choice.

✓ Can Microsoft Office documents be opened in Google Workspace?


For the most part, Microsoft Office documents can be opened, edited, and saved in Google Workspace. There are exceptions. Microsoft Word documents that have Word-specific formatting may not render properly in Google Docs. Microsoft Excel spreadsheets with complex macros may not open at all.

✓ Does Google Workspace have an online meeting App?


Google Workspace includes an online meeting app called Google Meet. Any Google Workspace user can initiate a meeting and then share the link with anyone within or outside their organization. Meet includes a dial-in number if needed by any meeting participants.

✓ Is Google Workspace available for personal use?


Yes. Let’s say you own a domain that is your last name — or your first name plus your last name. Google Workspace lets you use Gmail with an email address such as yourfirstname@yourlastname.com instead of yourfirstname@gmail.com.

There is also an offering called Google Workspace Individual that works with your gmail.com email address.

✓ What’s the difference between Google Workspace (Business & Enterprise) and Google Workspace Essentials?


Google Workspace Essentials is designed to coexist with current email and calendaring software, including Microsoft Office 365. Essentials includes Google Meet, Google Drive for secure cloud storage, and Google Docs, Sheets, and Slides for content creation and collaboration. Essentials only requires an email address — this does not have to be a Gmail address.

 

This site includes affiliate links to a Google Workspace page and associate links to Amazon.com. As an Amazon Associate, I earn from qualifying purchases.

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