Previously often known as G Suite and Google Apps, this complete information outlines the important options of Google Workspace for organizations.

Google Workspace is a set of communication and collaboration apps constructed for individuals in organizations. The core Google Workspace communication apps, resembling Gmail and Google Meet, are extensively used world wide, as are the collaboration apps, resembling Google Docs, Sheets, Slides and Varieties. The collaboration apps have been constructed from the start to permit a number of individuals to edit a doc, spreadsheet or presentation concurrently.

What’s Google Workspace?

Google Workspace accounts are created and managed by an administrator, in distinction to the usual free Gmail or Google accounts that a person could create. The administrator has appreciable management over Google Workspace defaults, app entry, and safety settings. Workspace permits completely different configurations to be utilized to completely different teams of people–or, in Workspace phrases, completely different organizational models. Google Workspace will be configured to serve organizations that take care of extremely delicate knowledge, as properly. For instance, an administrator could stop offline storage of Workspace knowledge, resembling e mail, calendar objects and Drive recordsdata.

What apps are a part of Google Workspace?

The next apps can be found as a part of the core providing for many editions of Google Workspace. For extra particulars about every app, click on the hyperlink identify to go to the corresponding Google Workspace web page. 

One essential facet of Workspace apps is velocity. Google gives .new shortcuts, which, when entered in a contemporary browser’s URL field, create a brand new merchandise of the kind indicated. For instance, cal.new creates a brand new Google Calendar occasion, whereas doc.new creates a brand new Google Doc.

  • Gmail: The world’s most generally used e mail service 
  • Calendar: Scheduling resolution (cal.new)
  • Meet/Meet {hardware}: Group video and audio conferencing (meet.new) 
  • Chat: Crew conversations and challenge locations
  • Drive: Personal cloud storage that additionally permits shared drives and recordsdata
  • Docs: Collaborative paperwork (doc.new)
  • Sheets: Collaborative spreadsheets (sheet.new)
  • Slides: Collaborative displays (slide.new)
  • Varieties: Customizable kinds and surveys (kind.new)
  • Preserve: Collaborative notes (be aware.new or preserve.new)
  • Websites: Collaborative web-sites (web site.new)
  • Currents: Enterprise social networking and engagement

The next choices should not prominently featured as core Workspace apps, however are sometimes obtainable, relying on the version of Google Workspace you utilize. In some instances, these require extra purchases.

SEE:  use Google Meet (free PDF) (TechRepublic)

What do I have to entry Google Workspace?

A contemporary browser (Chrome strongly really helpful)

On desktop platforms, resembling Home windows and macOS, Google Workspace apps could also be accessed with a contemporary internet browser. Most often, organizations that use Workspace will even wish to standardize on the Google Chrome browser. Signing in to your Workspace account with the Chrome browser not solely provides you entry to Workspace apps, but in addition enables you to leverage some Chrome-only options. For instance, if an administrator permits it, individuals could configure Gmail, Docs, Sheets and Slides to sync regionally for offline work. Many different trendy browsers, resembling Microsoft Edge, Firefox Browser and Safari, let individuals use most Google Workspace app options whereas on-line.

SEE: develop into a Google Docs energy consumer (free PDF) (TechRepublic) 

Google Drive for desktop

For Home windows and macOS programs, Google gives Google Drive for Desktop (previously Google Drive File Stream), which lets individuals browse Drive recordsdata and folders with a regionally put in app. This makes the expertise of navigating objects saved on Drive very similar to navigating the native file system.

Android, iOS and iPadOS apps 

A number of Google Workspace apps can be found to be put in on Android, iOS and iPadOS programs. For instance, Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet, Chat, Preserve and Currents all could also be downloaded and put in both from Google Play (Android) or the AppStore (Apple). 

Notice: At present, no cell apps exist for both Google Websites or Google Varieties, though web sites or kinds created by these apps do work properly on cell units.

SEE: How Apple customers can take advantage of Microsoft 365 at work (TechRepublic Premium) 

Non-compulsory: {Hardware} and Chrome Enterprise

Many organizations that use Google Workspace additionally select to buy associated objects, resembling Chromebooks, Google Meet {hardware}, Jamboard units or Google Voice telephone tools. All of those units and their associated companies could also be related to your group’s Workspace account to be configured by a Workspace administrator.

Chromebooks (and different Chrome OS units in numerous codecs, resembling tablets or 2-in-1s) enable individuals to check in with a Google Workspace account, then achieve full entry to all Workspace apps. Most trendy Chromebooks can run Android apps, many run Linux apps, and some higher-end units run Home windows apps with the help of third-party software program. Chrome Enterprise controls lets an administrator totally handle and deploy Chrome and Chrome units.

SEE: All of TechRepublic’s cheat sheets and good particular person’s guides (TechRepublic)

What editions of Google Workspace can be found?

Google differentiates Workspace editions by variety of accounts, by buyer group kind and by capabilities. First, the Enterprise editions are solely obtainable for organizations that want as much as 300 consumer accounts. Organizations that want greater than 300 accounts ought to contact Google to discover Enterprise editions. 

Second, some editions are solely obtainable to particular sorts of organizations, resembling nonprofit organizations, instructional establishments, and so forth. Third, storage limits, Meet limits (participant numbers and the recording choice), administration capabilities (safety configuration and experiences) and entry to sure apps have a tendency to extend as you progress from Starter to Commonplace to Plus editions.

Pricing varies, based mostly on each your group and the Google Workspace version. For instance, instructional establishments and nonprofit organizations could qualify to make use of some editions of Workspace free of charge, though these organizations additionally could select to improve to paid variations for enhanced capabilities and controls. 

Beneath, is an in depth listing of the editions provided; for pricing data, try Google’s pricing web page. Past the editions listed, Google additionally promotes Google Workspace for Authorities, Google Workspace for healthcare and Google Workspace for retail companies, amongst others.

SEE: Zoom vs. Microsoft Groups, Google Meet, Cisco WebEx and Skype: Selecting the best video-conferencing apps for you (TechRepublic) 

Enterprise editions (from 1 to 300 accounts)

Most smaller organizations will select certainly one of these three plans:

  • Enterprise Starter: $6 per energetic account/month
  • Enterprise Commonplace: $12 per energetic account/month
  • Enterprise Plus: $18 per energetic account/month

The important thing variations between the plans are the quantity of storage (Starter 30 GB, Commonplace 2 TB, Plus 5 TB), most variety of video assembly members (Starter 100 Meet members, Commonplace 150 Meet members, Plus 250 Meet members), and Meet recording capabilities (not obtainable for Starter, however obtainable to Commonplace and Plus accounts). Plus additionally good points extra entry to Google Vault and extra endpoint administration controls.

SEE: Prime cloud suppliers in 2020: AWS, Microsoft Azure, and Google Cloud, hybrid, SaaS gamers (TechRepublic)

Enterprise editions (from 1 to any variety of accounts)

Organizations that want greater than 300 accounts will want an Enterprise version, which provides you entry to extra technical safety and administration controls. The Enterprise Plus version provides entry to limitless storage. Smaller organizations that need entry to those options are eligible to enroll in an Enterprise version, as there is not any minimal variety of consumer accounts required for both Enterprise Commonplace or Enterprise Plus accounts. Nonetheless, these options usually are most helpful in organizations with higher numbers of individuals and units. Google doesn’t present revealed pricing for these editions, so you may have to contact their gross sales employees.

Necessities version (for organizations with current e mail and calendaring options)

You possibly can preserve your present emails and calendaring resolution, resembling Microsoft 365, and add Google Workspace Necessities. This lets individuals in your group collaborate with Docs, Sheets, Varieties, Slides, Meet, Websites and Preserve, which they might use alongside legacy options. Necessities accounts price $8 per energetic account/month.

SEE: Google Calendar hacks for enterprise professionals (free PDF) (TechRepublic)

Schooling editions (for certified instructional establishments solely)

Qualifying establishments, resembling Ok-12 colleges in addition to schools and universities, could apply to entry Google Workspace for Schooling Fundamentals free of charge. This not solely provides college students, lecturers, administration, and employees entry to Workspace collaborations apps, but in addition importantly consists of entry to Google Classroom. The Google Classroom app offers a structured means for lecturers to share classes with college students, for college kids to finish and switch in work, and for lecturers to grade and provides suggestions on that work. 

The Schooling editions provided embody:

  • Google Workspace for Schooling Fundamentals: Free for qualifying establishments
  • Google Workspace for Schooling Commonplace: $3 per scholar per yr
  • Instructing and Studying Improve: $4 per license monthly
  • Google Workspace for Schooling Plus: $5 per scholar per yr (previously G Suite Enterprise for Schooling)

SEE: Google Classroom ideas: create and handle lessons remotely (free PDF) (TechRepublic) 

Nonprofit editions (for certified nonprofit organizations solely)

Organizations that apply and qualify can use Google Workspace for Nonprofits without charge, which is basically the Google Workspace Starter Version. Nonetheless, Google additionally provides nonprofit organizations the flexibility to improve to different editions at a big low cost. Plans and pricing for certified and permitted nonprofit organizations embody:

  • Google Workspace for Nonprofits: Free for qualifying organizations
  • Enterprise Commonplace: $3 per account monthly
  • Enterprise Plus: $5.04 per account monthly
  • Enterprise editions: Discounted about 70% from normal costs

Why would I take into account Google Workspace if I can use Gmail and a number of the apps free of charge?

There are at the very least three causes to improve to a Google Workspace account, as a substitute of merely utilizing a free Gmail account: 

  1. Branding: You could configure Workspace to work along with your group’s area identify. That means, emails you ship are out of your area (e.g., [email protected]), moderately than from a gmail.com deal with. 
  2. Account administration: Since Workspace lets you centrally handle accounts, you might create or take away consumer accounts as staff be a part of or go away your group. 
  3. Safety: An administrator can enhance safety settings to require longer passwords, two-factor authentication, and restrict exterior sharing, amongst many different choices that cut back the danger of undesired knowledge leaks.

What’s the easiest approach to arrange Google Workspace?

For a brand new group, go to Google Domains to buy the area identify of your selection. After you have registered your area identify, the system gives the choice to pick out and arrange Google Workspace accounts for the area. This technique eliminates a number of area identify server configuration steps you’ll in any other case have to do manually.

Can we use Google Workspace if we traditionally have used Workplace recordsdata?

Sure. Google Workspace consists of a number of options to assist organizations which have recordsdata in Microsoft Workplace file codecs. Google Drive helps storage of many sorts of recordsdata, together with .doc/.docx, .xls/.xlsx and .ppt/.pptx. Google Drive for desktop enables you to open and edit these recordsdata with regionally put in Workplace software program, if you happen to like. Or, Google Docs, Sheets and Slides assist native modifying and collaboration of Phrase, Excel and PowerPoint recordsdata, respectively. Gmail additionally enables you to rapidly save, open or edit Workplace file attachments you would possibly obtain, as properly.

SEE: Google Sheets: Ideas and tips (free PDF) (TechRepublic) 

What third-party apps work with Google Workspace?

Once you need extra apps that work with Workspace, your first cease ought to be The Google Workspace Market–a listing of third-party apps maintained by Google. These apps vary from productiveness apps (e.g., LucidChart Diagrams, MindMeister, Trello) to signature companies (e.g., DocuSign, HelloSign) to storage companies (e.g., Field, Dropbox) to backup suppliers (e.g., Backupify, Spanning Backup), amongst lots of of others. 

Workspace additionally consists of the flexibility to connect with third-party apps with Single Signal-On and Safety Assertion Markup Language. This enables individuals in your group to check in to their Workspace account, then achieve entry to related third-party internet apps with none extra have to authenticate. In some instances, the system will be configured to routinely add a brand new account at a third-party service every time a brand new Google Workspace account is created. The Pre-integrated SAML apps catalog lists the varied distributors that provide any such integration.

What are some options to Google Workspace?

Microsoft 365 gives a equally broad, enterprise-management pleasant set of collaboration and communication instruments. Microsoft Trade, Outlook, Phrase, Excel, PowerPoint and Groups, stay as normal purposes utilized in many organizations. Different a lot much less generally adopted options to Google Workspace embody Zoho Office, Nextcloud, and KolabNow.

People who do not want the organizational e mail and account administration capabilities, however want to work on paperwork would possibly take into account options to Docs, Sheets and Slides, resembling LibreOffice or CryptPad. Individuals who use Apple units ought to discover Apple’s iWork apps (i.e., Pages, Numbers and Keynote).

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