12 Reasons to Move Your Business From Free Gmail to G Suite

Free Gmail vs. G SuiteLet’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/or you want to start to use more professional looking email addresses such as:

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

Steven Aldrich of GoDaddy has stated that potential customers are far more likely to do business with a company that uses a business email address than those that don’t.

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 G Suite comes in.

The email offering within G Suite 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 accounts include Google Calendar, Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, Google Drawings, Google My Maps and Google Sites.

G Suite includes collaborative business versions of all of these and more.

G Suite does come at a cost: $5 per user per month. 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 G Suite email addresses.

Additional G Suite Benefits

Here are twelve additional reasons to consider a move to G Suite.

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 G Suite 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.

2. File Ownership

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

Keep in mind that Google Drive is also 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 work folders and files to the company’s Google Drive.

If, for example, you decided to terminate an employee, you would have full access to all their business files.

3. Document Sharing

It’s easier to share documents with your team when you’re all on the same G Suite 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

For any G Suite 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 on to your G Suite account as a domain alias. 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 Apps Sync for Microsoft Outlook

7. More File Storage

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

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

8. Extra Security With 2-Step Verification

Google Apps for Work 2-Step VerificationG Suite has an important layer of security that can be enforced for all users, if the admin decides to do so. This layer is known as 2-Step Verification.

If you log into G Suite from an unknown computer, you’ll be texted a verification code. 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 G Suite account.

2-Step Verification is particularly important if you decide to use Google Drive as the cloud backup standard for company PCs or your Macs. If employees are automatically backing up a lot of local files to the cloud, you never know what sensitive information might be getting synchronized.

You can make 2-Step Verification optional or you can make it required for all users.

9. CRM Integration

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

There’s a G Suite compatible CRM system called ProsperWorks. You can also synchronize G Suite components with Salesforce using Cirrus Insight.

10. Single Sign-On To Other Business Applications

Users can be set up use your G Suite 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.

11. A Company Branded User Interface

Instead of having the Google logo at the top left of your users’ screens, your company’s logo can be prominently displayed within all of G Suite.

12. Support

With G Suite, 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 G Suite, 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 email to your “old” account or to your “new” business account, all email will end up in your G Suite inbox.

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

17 thoughts on “12 Reasons to Move Your Business From Free Gmail to G Suite

  1. And here’s a BIG reason to move from a G Suite account to a Gmail account:
    so Google Home, Google Assistant and Google Now can access your Calendar, email and photos so they are actually useful.

  2. Can’t seem to find answers to these questions but they’re what’s holding me back from G-Suites because I can’t find a sales support line to answer this.

    My number one concern is whether all of my email history will continue.

    My number 2 concern is whether we will keep email history if we would ever decide to quite Google Business and go back to personal accounts.

    Can you downgrade back to personal account? What happens if you do?

    Can we save email history to hard drives?

    This is important for me! Thanks for any information. Sorry for the 20 Questions 🙂

  3. Tim,

    You can migrate your existing email history from any webmail host into G Suite. https://support.google.com/a/answer/2525613?hl=en

    You can also migrate from Outlook. https://support.google.com/a/topic/27836

    You can’t downgrade from G Suite to consumer Gmail per se, but you could export your G Suite email history and import it into consumer Gmail accounts. You might need to work with someone or use a third party tool like Transend to accomplish this. http://www.transend.com/migration/google-apps-gmail/

    You can export email and other G Suite data to your local hard drive – https://takeout.google.com/settings/takeout

    Hope this helps.

  4. It’s really per person per month.

    A person’s email account can have multiple addresses (aliases), but there’s no extra charge beyond the single person pricing.

    Also, email addresses like support@example.com can be created with Groups, but there’s no cost for these addresses either.

  5. So if two or three people in the company want a company email, id be paying $15.00 a month for emails?

  6. Can I as a single user have multiple addresses (aliases) for the same domain and for the price of one user.

    For example :-
    sales@mydomain
    mail@mydomain
    contact@mydomain
    info@mydomain

  7. Yes. You can either add these as aliases for your email account or as group addresses which you can forward to your email address. No extra fee for either method beyond the one email account.

  8. Are my personal gmail accounts separate from g suite unless I take steps to include them? I set up gsuite recently as part of setting up a new website, but I’m not convinced it’s anything other than timewasting, as it’s proving impossible to access except via my personal email. I want to discontinue my g suite account without affecting anything else, but I can’t work out from their support articles whether this is possible

  9. Liz – you can forward mail from your personal Gmail accounts to your G Suite email account. Your replies to these will appear to recipients to be “from” your personal account(s).

    Your website is separate from your G Suite account. However, if Google is also your domain registrar, you’d want to keep that service active so that your website continues to be accessible.

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