Google Sorry We Could Not Save Your Profile Photo Please Try Again Later
Nosotros use a multitude of different SaaS products here at Kinsta to proceed everything running smoothly behind the scenes and to improve the productivity of our team. One product that nosotros couldn't live without is definitely Google Workspace! Nosotros aren't afraid to come correct out and say it'southward by far the all-time electronic mail solution on the market right now for your business organization. đ Not to mention the other features that it comes with, such every bit Google Drive storage and tools such as Google Docs and Google Sheets.
Today we'll dive into the unparalleled benefits of Google Workspace (formerly G 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 Office 365 vs Zoho
- Disadvantages of Google Workspace
- How to Motion to Google Workspace
- Google Workspace Tips
What is Google Workspace?
Google Workspace is Google'south suite of intelligent apps. This was formerly known every bit Google Apps, till information technology was re-branded in late 2016. We primarily recommend Google Workspace for clients that are needing email hosting for their business. However, Google Workspace is much more than than just email. It as well includes a diversity of apps and features that tin can come in quite handy. In fact, you're probably already using or are familiar with some of them.
Features We Employ on a Daily Basis
Google Workspace has 3 different plans you can use (of which we'll dive into a little later on). We apply the Basic Google Workspace plan for our employees here at Kinsta. This starts at but $v/user/month. For many of you, the basic program is probably all you lot'll e'er demand. Here's what it includes:
Gmail
According to Litmus, Gmail leads the way as the most popular e-mail client, with a whopping 26% of the market place share based on open rates. Information technology's no surprise equally Gmail has been effectually since 2004 and at present boasts over i.2 billion users. Ane of the all-time things near Google Workspace is you basically get an enhanced advertisement-free version of the online email client you're probably already using.
Google Workspace substantially allows your employees to have their own Gmail accounts with email addresses with your business organization domain name (example: [email protected]). A very pocket-sized business with one or two users might be able to go away with free Gmail accounts and some alias+forwarding rules. But once you start hiring two or three employees, you'll find yourself needing accounts that tin can be managed separately.
Google Calendar
None of us here at Kinsta could live without Google Calendar. Many of united states rely on it for scheduling calls with clients and setting due dates and reminders for of import projects. Google Calendar can help you keep your schedule organized.
One of the great things about using Google Agenda in Google Workspace is the power to create multiple calendars that are accessible to everyone in your company (or even a subset of users). For instance, you might want a group agenda for events like team holidays and regular meetings. Having all your employees fastened to the same organisation makes tasks like these even easier when compared to the costless version.
Google Drive
Google Bulldoze allows you lot to store, admission, and share your files in one secure place. You then take piece of cake access to them from whatever device. Google Workspace Basic plans come up with 30GB of storage for every employee. Google Workspace's Business, Enterprise, and Teams editions provide unlimited storage so y'all will e'er have enough space for your files. Annotation: If yous're a smaller team with fewer than 5 users, you merely get 1TB/user.
If you haven't used Google Drive before, one of the best things we like virtually information technology is the amazing search functionality! Although, it's probably non too surprising seeing as they as well run the largest search engine in the earth. Did you know that yous can search based on the content within a document (regardless of the file name)? Pretty handy. This means you can easily find what you're looking for, no matter how disorganized yous are. đ
The paid version of Google Drive gives yous twice the storage of your free personal drive and Gmail, 24/seven support, sharing controls, and advanced reporting.
Google Docs and Google Sheets
Google Docs and Google Sheets pretty much speak for themselves and over again are tools we apply every single twenty-four hours. You can 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 brand them instantly editable, including Microsoft Discussion, Excel, and PDF files (.docx, .doc, .pdf, .rtf, .txt, xlsx, .csv, .html, .ods). Every bit of February 2018, you tin now even collaborate and comment on Microsoft Function files without information technology having to automatically convert to Google'south format.
You can also export to common third-party formats. This makes it like shooting fish in a barrel to collaborate with other individuals or companies and send files dorsum and forth, without e'er needing to install or purchase additional software.
Notation: Google Docs and Spreadsheets created straight in Google Workspace don't count towards your storage limit. đ
Here are just 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 third-political party sites. We've never had anyone in the by couple years request a Word document, everyone always requests a Google Doc. Why? Because it's just super elementary and like shooting fish in a barrel to utilise.
- Crunching spreadsheet data from Ahrefs exports.
- Running quick fiscal figures.
- Keeping track of PPC budgets and online ad copy variations.
- Analyzing CTR changes as it pertains to SERPs.
- Writing up content for paid sponsorships (WordCamps).
One of the best features of Google Docs and Spreadsheets is the real-time commenting and unlimited versions. Previous versions are kept indefinitely and they don't count toward your storage. This makes it super easy to track changes made to a certificate or disengage a mistake. Sharing documents with your coworkers or other individuals is also incredibly like shooting fish in a barrel.
Google Go along
Google Keep seems to be one of those well-kept secrets that nobody knows about. If you lot're looking for a basic Evernote alternative, Google Keep rocks! This is a great little tool regardless of whether or non you're using Google Workspace. Being a Google product, it works flawlessly within the Google ecosystem.
It can be an like shooting fish in a barrel way to keep those often asked questions you get from customers in a user-friendly place. Create to-practice lists, notes, and set up reminders to stay on track. Everything syncs across your devices, and then what's important is always in reach. Hands share them with your team and archive them when yous're done. And one time again Google's search works flawlessly with it.
Google Workspace Admin Console
The Admin console for Google Workspace allows business concern owners easily manage everything from one single place. Information technology got an overhaul recently and is a lot better than it was previously with Google Apps.
Practice everything from adding new users and groups, manage devices, configure security settings (like 2-factor authentication), add new custom domains for your business which can exist used for Gmail.
Most, if non all of the features in Google Workspace have to exist enabled by the administrator in order to be used. Some of these are also but available in higher plans. If a characteristic is not enabled and a user tries to access it, they'll see a "not bachelor" message (as seen below).
Additional Features
Here are some additional features that we don't use at Kinsta very oft, but y'all might exist interested in:
- Google Chat: Take yous heard of Slack? The Google Chat is basically Google's new competing tool. It'south a defended grouping workspace with 1:1 conversation and group chat. You can make conversations more efficient by interacting directly with deeply integrated Google bots and 3rd party apps. Google chat is included for costless with all Google Workspace plans.
- Google Meet: We prefer Zoom or Slack video chat ourselves here at Kinsta, but Google Meet nevertheless makes video calls and conferencing a breeze. Meet is fully integrated with Google Workspace, then yous can join meetings directly from a Calendar issue or e-mail invite. If yous're running the Enterprise version of Google Workspace, yous can also take advantage of dial-in numbers for when people are on the road or perhaps without internet access.
- Google Forms: Most of you have probably all filled out a Google Grade earlier. While we prefer to utilize other applications for this, preferably branded forms in our WordPress site, information technology can be an incredibly quick and easy way to gather information.
- Google Slides: Want a decent alternative to Microsoft Powerpoint? Google Slides is just that. Just like with their other products you tin take advantage of their real-time collaboration and commenting, as well as unlimited version history.
- Google Sites: We don't recommend using Google Sites as WordPress is much better for this. Check out the reasons why you should use WordPress.
- Endpoint Direction: If you're worried about an employee'southward device getting stolen, don't. That is what Endpoint Management is for. Easily enable this as an admin and remotely wipe Google Workspace data from devices if needed.
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Additional Features for Google Workspace Concern and Enterprise Users
It's also important to make a notation of the additional features in Google Workspace Business and Enterprise plans. If you lot're a bigger business organisation and rely on e-mail heavily, these can help ease some of your worries.
- Cloud Search: Desire to take search capabilities in Google Workspace even further? The Deject Search characteristic allows you to search across your visitor's content in Google Workspace. From Gmail and Bulldoze to Docs, Sheets, Slides, Calendar, and more than.
- Vault: You tin never have too many backups. Vault allows you to manage, retain, search, and export your organization'due south e-mail, Google Drive file content and on-the-record chats. Basically, you tin annal all your data and set retention policies.
Unparalleled Benefits of Google Workspace
While all those features above are great, now it's time to dive into some of the real benefits of using Google Workspace for your business.
Hosting Electronic mail With Third-Party Is E'er Recommended
It'south never recommended to host your electronic mail with the same company you employ for WordPress hosting. That's why we don't and volition never offer email hosting to our clients (other than peradventure a Google Workspace add together-on down the route in MyKinsta. đ€«) We get into great detail about the reasons hither. But nosotros'll give you a quick summary of why below:
- If you use your host, you're tied to IP addresses that your host has configured for outgoing email. If something goes wrong with that, such as a client all of a sudden spamming, there is a chance the IP address could get blacklisted for spam. Then y'all're suddenly left hanging with no control.
- One of the biggest downfalls to relying on your WordPress host for emails is deliverability issues. With Google Workspace, you can authenticate outbound postal service using DKIM and SPF records which tin can positively bear upon your spam rating.
- Sending emails via your WordPress host could potentially event in server resources bug. By offloading email to a 3rd-party, especially Google Workspace, you'll never have to worry nigh this.
- Spreading services beyond multiple providers is ever a good thing. We ever recommend separating DNS (nosotros include Amazon Route 53 DNS for all clients), WordPress hosting, and email. This way if annihilation goes wrong with 1, your email is always flowing. Most likely your DNS will still route regardless, but by using multiple providers yous tin can guarantee this.
So as you tin can encounter, going with a third-political party for email hosting is actually benign to your business.
Caveats (Transactional and Marketing Emails)
While Google Workspace accounts don't have an SMTP limit, for those of you sending thousands of emails every month, we generally don't recommend them for sending bulk emails or transactional emails (purchases, registering, resetting a password, etc). You tin read the laundry list of their bulk sender guidelines. For these types of emails we recommend the following transactional email services:
- Mailgun
- SendGrid
- SparkPost
- Mailjet
- Amazon SES
If y'all're small and only starting out, don't worry about your transaction emails until you start sending out large volumes. You can get started with just Google Workspace for everything and be just fine. As well, some of the providers like Mailgun higher up, permit you send 10,000 transactional emails per month for costless. And so in a lot of cases, this doesn't take to exist an extra expense. And additional emails after that are pennies to send. Read more than about transactional emails, SMTP ports, and free SMPT servers for WordPress.
Y'all and so take marketing emails, such as newsletters. The same affair applies here. Typically you'll desire to utilise a 3rd-political party provider due to better deliverability rates and tools for list building, A/B testing, etc. Here's a few we recommend:
- MailChimp (we apply them here at Kinsta for our weekly newsletter – here is our guide on how to get started with MailChimp)
- MailerLite
- Drip
- ActiveCampaign
- AWeber
- GetResponse
Some of the transactional providers to a higher place also handle marketing emails and mention that on their sites. So in some cases, you could always combine your transactional email service and email marketing software. Read more nearly e-mail marketing software.
Familiar, Compatible, and Easy to Use
Ane of the greatest benefits of going with Google Workspace for your business is that most of your employees are probably already used to using products similar Gmail for email and Google Docs. This makes the transition super easy and ensures you don't take to waste matter time explaining to new hires how to utilize company tools; different Zoho or Office 365 where there might be more explanation needed.
Google Workspace besides has the all-time compatibility on mobile devices compared to any other e-mail provider. It just works, everywhere!
And if yous already take a personal Gmail account, Google makes it super easy to one-click switch betwixt accounts (personal Gmails and Google Workspace accounts).
Uptime
When it comes to uptime, Google is one of the best when it comes to reliability. If y'all want to dig into the technical details, Google Workspace offers a 99.9% Service Level Agreement (SLA) for covered services, and in recent years they've actually exceeded that. Also due to the fact that e-mail is such an important part of every business concern, Google Workspace has no scheduled reanimation or maintenance windows. All of their data centers are built with redundant infrastructure.
Just just like any service, they can never exist up 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, Only It's Extremely Affordable
In that location are other providers out there that are cheaper, such as Zoho (we'll dive into a comparison farther below). However, simply like we always recommend you lot invest in managed WordPress hosting, your business email is not one of those areas y'all should attempt to salvage a buck. Having an email host that you can rely on tin can salvage you money downwards the road.
Here'due south a await at Google Workspace'due south pricing and what'south included in each program.
Google Workspace Business Starter | Google Workspace Business Standard | Google Workspace Business organization Plus |
| $vi/user/calendar month | $12/user/month | $18/user/month |
| Business e-mail through Gmail | Business e-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/seven support (phone, electronic mail online) | 24/seven support (phone, e-mail online – Enhanced Support upgrade available) | 24/seven back up (telephone, email online – Enhanced Support upgrade bachelor) |
| Security admin controls | Security admin controls | Enhanced security admin controls, including Vault and avant-garde endpoint direction |
| 30 GB cloud storage per user | 2 TB deject storage per user | 5 TB cloud storage per user |
| Cloud search | Cloud search | |
| Vault (archive and retentiveness) | Vault (annal and memory) | |
| Audit reports | Audit reports | |
| Data loss prevention (Gmail + Bulldoze) | ||
| Hosted S/MIME for Gmail | ||
| Gmail 3rd-party archiving | ||
| Enterprise-grade security | ||
| Gmail log analysis |
Here are some quick estimations for y'all:
- For five employees y'all're looking at $30/calendar month
- For 10 employees you're looking at $60/month
- For 15 employees you're looking at $90/month
For everything that Google Workspace includes, that's a pretty bang-up bargain and kind of a no-brainer!
Yous can also opt-in to a discounted rate past switching to an annual subscription. An almanac subscription offers savings of up to 20% more than the standard monthly subscription. The corking office is you tin still be billed monthly on the annual subscription if you prefer.
Google Workspace Is equally Secure as It Gets
Google Workspace is built on top of Google Cloud Platform, which offers the highest security on the marketplace. It'due south trusted by some of the biggest companies in the earth; such as HP, Verizon, Whirlpool, and Salesforce. Every bit Google says, they are leading with a "security-first mindset." They have industry-leading noesis and expertise backing each and every one of their products, including Google Workspace.
Here are a few highlights of ways Google Workspace protects you and your data:
- Google Workspace Admin: Offers administrator the ability to control how data is protected, view reports, and even control mobile devices. Google Workspace administrators can also 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 tertiary-political party audits on a regular basis.
- Information Retentiveness: Google Workspace offers the ability to retain, archive, search, and export your data.
- Privacy:Google does not collect, scan, or use your data in Google Workspace services for advertising purposes. There are also no ads in whatever of the Google Workspace products. Y'all own your ain information.
- Transparency: Google continuously provides transparency reports to keep consumers informed.
Y'all can cheque out Google Cloud's security and compliance whitepaper for more data.
Google Workspace vs Office 365 vs Zoho
There are thousands of email hosts on the marketplace. But when it comes down to serious business concern electronic mail hosting, you can really narrow it downwards to these three providers: Google Workspace, Office 365, and Zoho. Then below we'll practise a little comparison.
Pricing
For pricing, we are taking the monthly cost from each provider.
Google Workspace Business concern Starter | Office 365 Business organisation Essentials | Zoho Standard |
| $half dozen/user/calendar month | $6/user/calendar month | $iv/user/calendar month |
Additional notes:
- Some exercise offering slightly cheaper plans if you commit to their almanac plans or purchase licenses in bulk. For case, you can get Office 365 down to $v /user/month and Zoho down to $three/user/month.
- Zoho does, in fact, accept a free program for five users. Nonetheless, it is limited to 5GB with unmarried domain hosting.
- It's of import to note that Role 365 Business Essentials doesn't include their Office desktop software, only their web-based apps.
Software and Tools
Below are comparable products across providers.
Google Workspace Concern Starter | Role 365 Business Essentials | Zoho Standard |
| Gmail | Outlook (50GB) | Zoho Mail |
| Google Drive (30GB) | OneDrive (1TB) | Zoho Docs (30GB) |
| Google Docs | Microsoft Discussion | Zoho Author |
| Google Sheets | Microsoft Excel | Zoho Canvas |
| Google Slides | Microsoft PowerPoint | Zoho Show |
| Google Sites | Sites (SharePoint) | Zoho Sites |
| Google Meet/Conversation | Skype + Microsoft Teams | Zoho Meeting + Cliq |
| Google Keep | Microsoft OneNote | Zoho Notebook |
| Microsoft Yammer | Zoho Connect |
Boosted notes:
- Google Workspace'southward 30GB of storage is counted as combined storage beyond Google Drive and Gmail.
- Zoho'southward 30GB of storage is counted equally combined storage across Zoho Docs and Zoho Mail service.
- If you're comparing presentation software, Microsoft PowerPoint however probably wins hands down.
- Gmail besides has a lot meliorate integrations with third-party add-ons and extensions than that of its counterpart Outlook.
- Zoho supports external integrations with various third-party apps within your mailbox using eWidget.
But as you can see, all 3 of the above providers have very similar offerings when it comes to the tools and services they provide. And then a lot of your decision will probably come down to price and ease of use for your employees.
Disadvantages of Google Workspace
To be completely honest, there aren't many disadvantages that we've plant using Google Workspace, and our team has used it for over 4 years. Although information technology definitely depends on the type of business you lot are. Here are a few things you 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 equally powerful.
- Part 365 is notwithstanding winning the enterprise marketplace, while Google Workspace is all the same playing catch upwardly.
- Office 365 does offering more storage off the bat. However, Google Workspace does offer unlimited storage if y'all upgrade to higher plans.
How to Move to Google Workspace
We personally think that Google Workspace is your best selection for electronic mail hosting and other tools, and that'due south why we recommend it to all of our clients. They likewise offer a complimentary 14-day trial, and so you can even give information technology a try earlier committing to anything. Their onboarding procedure is likewise incredibly easy.
Hither are some quick steps to get started with Google Workspace for your business:
Stride 1
Sign up for your gratis trial.
Step 2
Activate your account by signing into your Google Admin Console. (Note: Sign in with your Google Workspace email address and password. (This address ends with @yourbusiness.com, and isn't a @gmail or personal Google Account.)
Step iii
In the Admin console, click "Showtime Setup" to launch the setup wizard. Y'all'll give each team member an email accost at your domain (similar [email protected]), and so they can outset using Gmail, Calendar, Run into, and all the other Google Workspace services. You lot can also manually add together additional users at whatsoever time.
If you have boosted domains, you can also add them or create email aliases.
Step iv
In your Admin panel, you'll then need to follow the steps to verify that you ain your domain. You'll become a verification code to add together to your website or your domain settings. Google Workspace has fantabulous instructions for literally every DNS registrar and DNS provider on how to verify your domain.
If you're using Kinsta DNS, we also accept a tutorial on how to add your Google MX records in our MyKinsta dashboard. When creating your domain, you can add the records with a single click.
If you lot're coming from another email host, such as GoDaddy, BlueHost, OVH or Office 365, you lot'll most probable too want to migrate your old emails over. Hither are some helpful links:
- Drift email from Substitution or Role 365
- Migrate from other webmail providers to G Suite
- Migrate email from one Yard Suite account to another
- Migrate from Gmail to G Suite
Notation: If you're simply starting to use email for your concern for the first time, y'all can skip the in a higher place migration process.
Step 5
The last footstep is to then follow Google Workspace's quick start guides for setting upward the additional apps, such every bit Google Bulldoze, Google Agenda, Google Contacts, etc. And that's it!
Google Workspace Tips
After Google Workspace is upwards and going there are a few fiddling warnings or errors you'll probably run across. Ane is the post-obit bulletin when trying to save a profile photo.
Sorry! We could not save your contour photo. Please try again later on.
In Google Workspace the admin has to give permission for users to save a profile photograph. This can be done from "Directory → Directory settings → Profile editing."
Check the "Photo" pick and hit "Salvage."
Notation: It normally takes a couple of hours for Google Workspace settings to propagate across. So we recommend waiting a bit before trying to upload a photograph again.
Summary
As you can meet, Google Workspace can be a great solution for any concern when it comes to email hosting and providing an all-in-ane solution for document collaboration and storage. It's extremely affordable and easy to utilise. Most of your employees are probably already familiar with Gmail, which helps reduce the time required to learn new tools.
If you lot're only getting starting with Google Workspace, we recommend subscribing to their blog to keep up to engagement with new features and releases. Practice you lot have whatsoever questions about Google Workspace or how it works? We'd beloved to hear what you prefer when it comes to e-mail hosting. Let us know below in the comments.
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Source: https://kinsta.com/blog/google-workspace/
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