G Suite Google Workspace: Upgrade Your Business

Did you know that as of August 21, 2023, users on the G Suite legacy free edition were automatically upgraded to a Google Workspace subscription if they were using it for business purposes¹? Small businesses make up 99.9% of companies in the United States, employing nearly 50% of the workforce. This shows how important it is to upgrade your business with Google Workspace². Upgrading brings 24/7 support, better collaboration tools, and top-notch security, depending on the edition you choose¹.

It’s a smart move for organizations to switch from the old G Suite to Google Workspace. This move brings advanced tools that help with growth and efficiency. You can pick between a Flexible Plan or an Annual Plan for your subscription, fitting your business needs¹. You get more Google Drive storage, up to 5 TB per user, and tools like Google Meet and Google Chat for better collaboration¹³. Switching to Google Workspace means getting new features and making sure everyone in your company is on the same page.

Key Takeaways

• Automatic upgrade to Google Workspace for legacy G Suite users as of August 21, 2023¹.
• 99.9% of U.S. companies are small businesses, showing their big role in the economy².
• Upgrading unlocks 24/7 support and premium features¹.
• Google Workspace editions offer flexible subscription plans to fit different business needs¹.
• Enhanced collaboration and security tools are part of Google Workspace¹.
• Businesses get more online storage and key productivity tools with Google Workspace¹³.

Introduction to G Suite Google Workspace

G Suite Google Workspace is a full suite designed for work. It includes professional email, online storage, shared calendars, and video meetings. It changed its name to Google Workspace on October 6, 2020. Now, it combines Gmail, Docs, Sheets, Slides, Contacts, Drive, Calendar, Meet, Chat, and Currents into one cloud-based workspace⁴. This makes work easier and boosts productivity.

What is G Suite Google Workspace?

Google Workspace, once known as G Suite, is a platform for over six million businesses worldwide⁴. It has Gmail, Docs, Sheets, Slides, and more, all working together better. Now, you can make documents in Chat and find contact info easily in documents⁵.

Benefits of Upgrading

Upgrading to Google Workspace brings many benefits. It makes talking and managing content easier. It has new tools and features like Meet’s picture-in-picture mode for working together from afar⁵.

Google Workspace has different plans for businesses of all sizes. Prices start at $6 per month for Business Starter, $12 for Business Standard, and $18 for Business Plus⁵.

Using Google Workspace can make employees work better by saving them up to 60 minutes a day. This could save businesses 32 days a year for each employee⁵. With 92% of employees working from home, Google Workspace is perfect for remote teams⁵. It also offers support and training, helping with the shift to hybrid workspaces⁶.

Transitioning from Legacy G Suite to Google Workspace

Are you ready to start moving to Google Workspace? This move is more than just updating tools; it’s about getting better features and being more productive. The need to switch from legacy G Suite comes as Google’s policies change.

Why Upgrade?

Google stopped offering the free legacy G Suite to new users on December 6, 2012. Businesses using this version will lose access by June 27, 2022⁷. Personal users can’t go back to a free plan after August 21, 2023⁷. Upgrading brings advanced features like more storage, better security, and tools for working together.

The Business Starter edition of Google Workspace gives you 60 GB of Drive storage. The Business Standard edition offers 2 TB per user and supports up to 300 users⁷. If you have more users, you’ll need an Enterprise edition⁸. Each edition includes Gmail, Drive, Calendar, Meet, and Chat⁷. Schools can use Google Workspace for Education Fundamentals for free, getting new tools without paying⁷.

Steps to Transition

Switching from the old G Suite to Google Workspace needs a few key steps:

1. Identify Your Plan: Check if your plan is yearly or for a set time. When your plan ends, you can switch to Google Workspace based on what you use⁸.
2. Choose Transition Options: You can choose between a Google-led or Partner Assisted transition. Automatic transitions started in November 2021⁸. For those with Google directly, it began on November 15, 2021, and for Infolinks users, on January 31, 2022⁹.
3. Consult Google Workspace Sales: If you have over 20 users, talk to Google Workspace Sales for help picking the best upgrade path⁷.
4. Acknowledge Pricing Changes: Be aware of possible price changes during the switch. Knowing this helps with budgeting and using transition discounts, valid up to March 8, 2023⁸.

Google Workspace Editions

Google Workspace offers three main editions for different business needs. This comparison will show you the *Business Starter benefits* and *Business Plus enhancements*.

Business Starter

The Business Starter is perfect for small businesses on a budget. It gives 30 GB of storage to each user for up to 300 users¹⁰. It also has 99.9% uptime and supports digital whiteboarding with Jamboard¹⁰. Plus, it includes basic mobile device management features¹⁰.

It costs $6 USD per user per month if you commit for a year¹¹. This makes it a great choice for new businesses¹¹.

Business Standard

The Business Standard edition is for businesses needing more tools. It gives 2 TB of storage per user for up to 300 users¹⁰. It includes Google Vault for managing data and company search features¹⁰. Video meetings can have up to 150 people, making teamwork easier¹².

This edition costs $12 USD per user per month for a year-long commitment¹¹.

Business Plus

Business Plus is for companies needing top-level security and lots of storage. It offers 5 TB of storage per user and supports video meetings for up to 500 people¹². It has advanced security like 2-Step Verification and protects Android devices easily¹⁰. It also protects iOS devices with advanced mobile management¹⁰.

The Business Plus plan is $18 USD per user per month for a year¹¹. These *Business Plus enhancements* make it a strong choice for big companies.

Pricing and Features Comparison

Looking at Google Workspace pricing and features is key. It helps understand the value of each plan.

Cost Analysis

The Business Starter plan costs $7.20 per user each month. It gives basic services and 30GB storage per user. For more, the Business Standard plan is $14.40 per user monthly. It offers 2TB storage and lets you have more meetings¹³.

Business Plus is $21.60 per user monthly. It gives 5TB storage, advanced security, and more¹³. This is more than the old G Suite Basic at $6 per user, which didn’t have these features¹⁴.

Google Workspace also has plans for big companies. Enterprise Standard is $27.60 per user, and Enterprise Plus is $36 per user. Both offer top security and compliance¹³. Before, G Suite Enterprise was $25 per user, great for big companies¹⁴. Now, companies might need to think about upgrading to Google Workspace¹⁴.

Key Features

Google Workspace has many new tools. It includes Google Meet, Google Chat, and Smart Canvas for better work together¹⁵. Each plan has different features for different needs:

• Business Starter: Basic services and cloud tools, 30GB storage per user¹³.
• Business Standard: 2TB storage, more admin controls, and Google Meet recording¹³.
• Business Plus: Advanced management, Android app management, and up to 500 people in Google Meet¹³.

Looking at Google Workspace pricing shows how it can help companies. It offers better cloud tools and a good cost-benefit analysis.

Custom Email Solutions

Having a professional email is key for any business wanting to look credible and communicate better. Google Workspace offers business email solutions with custom domains like yourname@yourcompany.com. This makes your email look more professional and easy to remember.

Professional Email Setup

Google Workspace’s professional email setup includes custom domains. This ensures your business email matches your brand perfectly. Each plan comes with a secure business email and different storage sizes. For example, business Gmail accounts have more space for work emails and files¹⁶.

Google Workspace also offers Gmail, Calendar, Drive storage, and Google Docs editors. These services help businesses work more efficiently¹⁷.

Email Security Features

Keeping your business emails safe is very important. Google Workspace has security features to protect against threats. Gmail blocks over 99.9% of spam, phishing, and malware¹⁶.

Google Workspace also has top-notch spam filters to stop junk mail. This makes your business emails safer¹⁷. Gmail stops 99.9% of attacks before they happen, keeping your emails secure¹⁶.

With Google Workspace, managing your team is easy. You can change usernames and passwords, add or remove users, and control services for different teams¹⁷.

Enhancing Collaboration with Google Workspace

Google Workspace is a cloud-based tool for businesses of all sizes. It includes Google Docs, Slides, and Sheets for efficient collaboration. This lets team members work together on projects from anywhere.

Cloud Collaboration Tools

Google Workspace makes real-time collaboration easy with its cloud tools. Users can work on documents like Google Docs, Sheets, and Slides together. This makes sharing documents easier and keeps everyone updated, improving communication and work efficiency¹⁸¹⁹.

Google Chats is like Slack but works better with Google apps. It helps businesses manage data and analyze it well. Google Meet is great for virtual meetings, with up to 100 participants and unlimited time, and it’s secure¹⁸.

Real-time Document Sharing

Google Workspace makes sharing documents easy and efficient. Users can share storage across the organization, accessing files from any device. This means files are always up-to-date in the cloud²⁰¹⁸.

Google Workspace offers different plans for storage needs. The Business Starter plan gives 30 GB per user, and the Business Standard plan offers 5 TB. This ensures there’s enough space for all your files²⁰.

Boosting Productivity with Workspace Tools

Google Workspace offers a wide range of workspace productivity tools to make work easier and more efficient. Features like voice typing in Google Docs let users type by speaking, saving time and meeting different needs²¹. Also, easily sharing ownership in Google Drive and Calendar helps teams work together better²¹.

Using AI in business can greatly improve performance, with a 66% boost seen by users²². Deloitte predicts even more productivity gains in the next three years²². This shows how important AI is for staying ahead in business.

Google Workspace’s tools for real-time editing and working together add up to 52% more efficiency²³. Tools like Google Docs, Sheets, and Slides let many people work on one file at once, making teamwork easier and cutting down on version control issues²³. Plus, add-ons give users extra features they need²¹.

For businesses looking to make things run smoother, Google Workspace has many tools. Features like pinning, grouping, or moving tabs help those who use the web a lot²¹. The translation tool in Google Docs also helps with working with people from different countries²¹.

More and more companies are using G Suite, now known as Google Workspace, with a jump from 85% in the first year to 100% in the second²³. There are Basic, Business, and Enterprise versions to fit different needs, with Business being the top choice²³. Google Workspace is also a good deal, starting at $6 per user per month²³.

In short, Google Workspace is key for boosting productivity with its powerful tools, making work flow better, and helping teams work together well. By using AI and other advanced features, businesses can see big improvements in how well they operate.

Online File Storage with Google Drive

Google Drive is a key part of Google Workspace, offering a powerful online file storage solution. It meets the storage needs of businesses of all sizes²⁴. With its flexible options, Drive helps businesses of any size manage their files easily²⁴. It also lets users sync files from their desktops, saving disk space²⁴. Plus, it works with hundreds of apps and plugins for Microsoft Office and Outlook²⁴.

Each user in Google Workspace can upload and sync files up to 5 TB in size²⁵²⁶. The Business Standard plan gives 2 TB of storage per user²⁵²⁶. The Business Plus plan offers 5 TB²⁵²⁶. For education, the Google Workspace for Education Standard gives 100 TB for all users²⁵²⁶.

Google AI in Drive predicts and highlights important content, making work more efficient²⁴. It also lets you control who sees your files, keeping them private until you share them²⁴. The business version supports strong security and shared drives for teamwork²⁴. Drive for Desktop makes accessing files from a computer easy²⁴.

Google Workspace offers storage at every level, from 15 GB for Essentials Starter to 100 TB for nonprofits²⁵²⁶. Users can upload or copy up to 750 GB of data to Drive in a day²⁵²⁶. This means even big data needs can be handled well, making it a great choice for businesses.

Shared drives in Drive let teams work together safely in a shared space²⁴. When used with Google Workspace, it gets even better with tools for easy migration, lots of support, and apps that help teams work together better.

1. Flexible storage options²⁴
2. Real-time content surfacing with Google AI²⁴
3. Direct desktop access without using disk space²⁴
4. Shared drives for collaborative work²⁴

In summary, Google Drive is more than just storage. It offers many benefits that help teams work together better and boost productivity in Google Workspace.

Integrating Google Apps for Business

Google Workspace gives businesses a strong platform to streamline their work. It has a wide range of tools that help teams work better together. This makes sure businesses run smoothly and efficiently.

Google Docs, Sheets, and Slides

Adding Google Docs, Sheets, and Slides to your business can really boost your workflow. These tools make it easy for teams to work together, no matter where they are. Plus, Google Workspace supports over 100 file types, making it easy to manage different documents with Google Drive²⁷.

Custom apps made with AppSheet are free unless they use AppSheet itself, which needs a license²⁷. Apps in Google Workspace don’t cost extra, but some third-party apps might need more licenses²⁷.

Google Workspace’s APIs and SDKs let developers build custom apps for free. This means businesses can get custom solutions that fit their needs²⁷.

Google Meet and Chat

Google Meet and Chat are key parts of Google Workspace. They make business communication better with reliable video calls and instant messaging. These tools work well together, helping teams work better as a team.

Box works with Google Workspace, keeping business files in Google Cloud for easy access²⁷. Over 5000 apps from the Google Workspace Marketplace can also improve Meet and Chat, making communication better²⁸.

For admins, Google Workspace makes it easy to manage apps for all or some users. Changes happen within 24 hours²⁹. This lets businesses quickly change their app needs and stay competitive.

Google Workspace also offers pre-integrated Single Sign-On (SSO) for over 200 cloud apps²⁸. This makes logging in easy with identity providers like Microsoft Azure AD or Okta. It keeps businesses secure and efficient across all tools and platforms.

Video Meetings and Shared Calendars

Google Workspace makes video conferencing and calendar management easy for businesses. It’s great for teams that need to work together well and manage their time well.

Hosting Large Meetings

Google Workspace has strong video conferencing tools for big meetings. On Business and Enterprise plans, you can record meetings and share them later. This helps with better communication and keeping everyone involved³⁰. Super admins and admins with the right permission can see all meeting details in everyone’s calendars. This helps keep a close eye on things³¹.

Scheduling and Sharing Calendars

For any business, scheduling well is key. Google Workspace does this really well. When calendars are shared, users get email alerts. New members get these alerts within an hour, unless there are over 100 calendars shared³². This keeps the whole team in sync.

It also makes moving from other calendars like Microsoft® or IBM® easy³⁰. The platform lets you create and share group calendars, which helps teams work together better³². You can add things like meeting rooms to events, making planning meetings easier³⁰. Plus, admins can control what outsiders see in the calendar, keeping things private or open³¹.

Subscribers get extra perks like setting daily routines and checking availability across calendars. They can also make unlimited booking pages, making managing calendars better³⁰.

Security and Compliance in Google Workspace

Google Workspace security keeps over 99.9% of threats from reaching Gmail inboxes using advanced technology³³. It checks over 300 billion attachments every week, showing how well it protects data³³. Also, Google Workspace’s S/MIME encrypts emails, keeping them safe from spam, phishing, and malware³³.

Gmail’s spam system only delays about 0.05% of emails for checks, making sure users face little disruption³³. It blocks more than 63% of harmful documents every day, showing its strong commitment to protecting data³³.

Google Workspace uses a zero-trust security model to control access, making it safer within Google³⁴. Employees get special training based on their jobs, making the company more secure³⁴. New hires agree to protect customer info, showing a strong focus on security and privacy from the start³⁴.

Google Workspace makes sure all users use 2-step verification and single sign-on, making it more secure³³. It also lets companies set rules for messages coming in, going out, or within the company, giving flexibility³⁵.

Admins can set rules to reject, quarantine, or change messages that don’t meet security standards³⁵. Using Hosted S/MIME can also boost email security, depending on the Google Workspace plan³⁵.

Google Workspace has top-notch threat detection and compliance tools. These tools help secure data, meet rules, and protect privacy. This makes Google Workspace a top choice for businesses looking for strong security.

Managing Your Google Workspace Subscription

Managing your Google Workspace is key for any business wanting to boost productivity and team work. You can change your subscription to fit your changing needs. This lets you make the most of your Google Workspace.

Switching Editions

You can switch between Google Workspace editions to meet your business needs. The Business Starter edition is great for small teams, offering 30 GB storage per user for up to 300 users³⁶. For growing businesses, the Business Standard edition gives 2 TB storage per user for up to 300 users, perfect for more storage and team work³⁶. The Enterprise Plus edition is for businesses needing more storage and security features³⁶. For more details on choosing the right edition, check this resource.

Updating Billing Information

It’s easy to update billing info for your Workspace through the admin console. Remember, the price for the Flexible Plan went up on April 11, 2023³⁷. Switching from the Flexible Plan to the Annual/Fixed-Term Plan means paying upfront annually³⁷. This plan lets you add users anytime but you can’t remove them until the term ends³⁷. For more on Google Workspace billing, click here.

By managing your Google Workspace subscription well, your business can use the best tools for work and team work. Keeping your subscription details up-to-date helps with smooth account management and keeps your business running well.

Source Links

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30. Shareable Online Calendar and Scheduling – Google Calendar – https://workspace.google.com/products/calendar/
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34. PDF – https://services.google.com/fh/files/misc/gws_security_whitepaper.pdf
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37. Manage your payment plans & renewals – https://support.google.com/a/answer/1668003?hl=en