Why G Suite is Recommended for All Businesses Using Standard Gmail

Using free software and services is appealing to businesses, especially those working on a tight budget. However, using free Gmail for your business communications may limit the potential growth of your business and will open you up to data security as well as other legal vulnerabilities that you can easily avoid with G Suite. By moving to G Suite you'll unlock the complete potential of Gmail and its other applications.

In this article, we compare G suite vs standard Gmail to help you understand the differences between the two, and why switching to G Suite for your business email might be the best choice for you and your organization. 

Perhaps the foremost noticeable difference when comparing G Suite email to standard Gmail is  the use of personalized domain names. Using the free service of Gmail will give you an email address that looks like this – example@gmail.com which is perfectly acceptable for personal use. But G Suite allows businesses to use a custom domain name that is more relevant to the business such as example@yourdomain.com. The latter email address definitely has a more professional look compared to its free Gmail counterpart, and using a custom domain name can reduce the risk of your email landing in a spam folder according to Campaign Monitor. Clients are inclined to choose a company that uses a business email address compared to the ones that don’t. 

Comparing Gmail vs G Suite in terms of its looks and interface is straightforward. It’s basically the same. So if you're concerned there will be a learning curve for your team or a loss in productivity following a transition from Gmail to G Suite, then you can rest assured. You can easily find out Gmail for your business through the G Suite admin panel. G Suite looks and operates similarly to Gmail so there is no need for any specialized training if you and your staff are proficient with Gmail.

With Gmail, the user has complete control of the account in its entirety. With G Suite, the domain administrator has full control and may even change email account permissions. You can monitor the emails coming in and out and even change the password when an employee leaves the organization. This is a huge separator for businesses who wish to maintain a record of corporate communications and for companies that take data security seriously. For just a few bucks a month you'll have a host of business email features that offer incredible value to your company, should any legal issues related to corporate communications may arise.

Any Google documents or Word files created by the user are the company’s property. These files can be those created in Docs, Slides or Sheets, and they can all be accessed by the administrator when you choose G Suite for your email. Any files that are saved on Google Drive from a user's hard drive are also accessible by the administrator with G Suite. This flexibility allows any documents to be easily shared between multiple users as long as they are on the same G Suite account. You can share view only Sheet documents to your team without manually sending them to every user. Not only is this convenient on a day-to-day basis, if something should happen to an employee, but this file access can also be a huge time-saver for the rest of your team to ensure that your business can get to all relevant projects that employee was working on.

You can now create a group email address that distributes an email received on that mailbox to users assigned to it. This is particularly helpful if a customer contacts a particular department within the company. It streamlines communications at your business, and directs an email to its proper destination immediately, without allowing incoming mail to bounce around the business, which can cost you, new clients.

Another important feature G Suite offers is the use of aliases. One person can have many email aliases (which is not to be confused with multiple email addresses). Emails sent to several alias addresses can filter through to one mailbox. An alias can contain a special username or domain, and every one of the emails received will land in your inbox. For example, your full business email could also be Rohit.Kapoor@FantasticElectronics.com. This can be complicated for a client to remember, so being able to tell a client they can email you at rohit@felect.com (and have that email land in your inbox), can be pretty handy.

Another considerable difference between G Suite or Gmail is its storage capacity. Free Gmail offers only 15GB of inbox storage while  G Suite basic offers 30GB per user. You also have the choice to upgrade to a 5-user Business or Enterprise G Suite license to unlock unlimited cloud storage for each user at your company.

This is of incredible value, and it's what we recommend. The nominal fee for G Suite is well worth the extra email features you'll unlock. Take control of your inbox with G Suite and if you have any questions or would like to request assistance in setting up or transitioning to Google cloud services at your business, contact us and we will be glad to help.