When people think of Google, they immediately think of the monopoly search engine. But Google has become so much more than that: with the introduction of Google Workspace, it has evolved into a productivity platform.
Formerly called G Suite, Google Workspace is a subscription-based platform that incorporates several tools for you to work, create, share and collaborate in real time with friends and colleagues through apps such as Gmail, Calendar, Docs, Slides, Meet and Sheets. And it’s incredibly easy to set up and get to work.
This guide will take you through the solutions Google Workspace offers for essential business requirements.
Email & Calendar
Gmail is Google’s popular email app, which you might already have, but with Google Workspace you can swap @gmail in your address for your own personal or company domain so it will read, for example, [email protected]. Users can access their account inbox on their browser or on their smartphone app.
Another advantage of having Gmail is the fact it can block more than 99.9% of spam, thanks to its robust algorithms and global infrastructure.
The Calendar is a central part of Google Workspace, giving you the ability to schedule events as well as share your schedule with family and work colleagues. It’s also possible to migrate your existing calendar from other systems like Exchange, Outlook and iCal. And, as with all aspects of Google Workspace, users can access their calendar on any device and receive reminders about upcoming events.
Collaboration & communication
You can work inside Google Docs within your browser, with a variety of templates at your fingertips, whether you’re working on a resume, a proposal, meeting notes or a newsletter. It’s also easy to give multiple people access to a document so you can work on it at the same time, with every change saved automatically. You can import other files into Docs, including Microsoft Word and PDF files, and export your document in .docx. And if your remote work is really remote, you can sync files and work offline.
The beauty of Google Workspace is that no software is required – everything can be done on your browser, including your presentations with Slides. There are plenty of templates to choose from to help you create a stunning presentation, which can include videos and pictures, animations, charts, diagrams and cool transitions. If you’re working on a presentation or a pitch with other people, you can control who can view and edit the slides.
Formerly called Hangouts, the new Google Meet is a video-conferencing tool that utilises Google’s infrastructure and high security for your virtual face-to-face chats. Setting up a meeting is as simple as sharing a link with the people you want to invite, and users can join the meetings from their conference room, computer, tablet, or smartphone from anywhere with a connection to the internet.
Information management & file sharing
Google Drive is a file storage and synchronisation service, launched in 2012. The official announcement described Drive as "a place where you can create, share, collaborate, and keep all of your stuff”.
With Google Drive, users can upload any type of file to the cloud, share them with others, and access them from any computer, tablet, or smartphone. Users can sync files between their device and the cloud with apps for Microsoft Windows and Apple macOS computers, and Android and iOS smartphones and tablets.
As part of Google Workspace, Google Drive comes with additional features designed for business use, including:
- Either 30GB, 2TB, 5TB per user, or unlimited storage, depending on the plan
- Advanced admin controls, depending on the plan
- Audit and reporting insights for Drive content and sharing, depending on the plan.
Google Workspace provides the option of turning on two-step verification for your user accounts. This powerful feature provides an extra layer of security to your users’ data by having them authenticate with a verification code as well as their password when they log into your organisation’s network. We recommend that you enable this option to make your accounts more secure.
Not-for-profits qualify for discount pricing on Google Workspace. You can access a trial version here.