We use a multitude of different SaaS products here at Kinsta to keep everything running smoothly behind the scenes and to improve the productivity of our team. One product that we couldn’t live without is definitely G Suite! We aren’t afraid to come right out and say it’s by far the best email solution on the market right now for your business. ? Not to mention the other features that it comes with, such as Google Drive storage and tools such Google Docs and Google Sheets.
Today we’ll dive into the unparalleled benefits of G Suite, why we use it and recommend it to all of our clients, and how it compares to other similar solutions on the market.
G Suite is Google’s suite of intelligent apps. This was formerly known as Google Apps, till it was re-branded in late 2016. We primarily recommend G Suite for clients that are needing email hosting for their business. However, G Suite is much more than just email. It also includes a variety of apps and features that can come in quite handy. In fact, you’re probably already using or are familiar with some of them.
G Suite has three different plans you can use (of which we’ll dive into a little later on). We utilize the Basic G Suite plan for our employees here at Kinsta. This starts at just $5/user/month. For many of you, the basic plan is probably all you’ll ever need. Here’s what it includes:
According to Litmus, Gmail leads the way as the most popular email client, with a whopping 26% of the market share based on open rates. It’s no surprise as Gmail has been around since 2004 and now boasts over 1.2 billion users. One of the best things about G Suite is you basically get an enhanced ad-free version of the online email client you’re probably already using.
G Suite essentially allows your employees to have their own Gmail accounts with email addresses with your business domain name (example: firstname.lastname@example.org). A very small business with one or two users might be able to get 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 can be managed separately.
None of us here at Kinsta could live without Google Calendar. Many of us rely on it for scheduling calls with clients and setting due dates and reminders for important projects. Google Calendar can help you keep your schedule organized.
One of the great things about using Google Calendar in G Suite is the ability to create multiple calendars that are accessible to everyone in your company (or even a subset of users). For example, you might want a group calendar for events like team holidays and regular meetings. Having all your employees attached to the same organization makes tasks like these even easier when compared to the free version.
Google Drive allows you to store, access, and share your files in one secure place. You then have easy access to them from any device. G Suite Basic plans come with 30GB of storage for every employee. G Suite’s Business, Enterprise, and Teams editions provide unlimited storage so you will always have enough space for your files. Note: If you’re a smaller team with fewer than 5 users, you only get 1TB/user.
If you haven’t used Google Drive before, one of the best things we like about it is the amazing search functionality! Although, it’s probably not too surprising seeing as they also run the largest search engine in the world. Did you know that you 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 you are. ?
The paid version of Google Drive gives you twice the storage of your free personal drive and Gmail, 24/7 support, sharing controls, and advanced reporting.
Google Docs and Google Sheets pretty much speak for themselves and again are tools we use every single day. These allow you to create and edit text documents and spreadsheets right in your browser. Import your documents to make them instantly editable, including Microsoft Word, Excel, and PDF files (.docx, .doc, .pdf, .rtf, .txt, xlsx, .csv, .html, .ods). As of February 2018, you can now even collaborate and comment on Microsoft Office files without it having to automatically convert to Google’s format.
You can also export to common third-party formats. This makes it easy to collaborate with other individuals or companies and send files back and forth, without ever needing to install or purchase additional software.
Note: Google Docs and Spreadsheets created directly in G Suite don’t count towards your storage limit. ?
Here are just a few of the common tasks we use them for:
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 document or undo a mistake. Sharing documents with your coworkers or other individuals is also incredibly easy.
Google Keep seems to be one of those well-kept secrets that nobody knows about. If you’re looking for a basic Evernote alternative, Google Keep rocks! This is a great little tool regardless of whether or not you’re using G Suite. Being a Google product, it works flawlessly within the Google ecosystem.
It can be an easy way to keep those frequently asked questions you get from customers in a convenient place. Create to-do lists, notes, and set reminders to stay on track. Everything syncs across your devices, so what’s important is always in reach. Easily share them with your team and archive them when you’re done. And once again Google’s search works flawlessly with it.
The Admin console for G Suite allows business owners easily manage everything from one single place. It got an overhaul recently and is a lot better than it was previously with Google Apps.
Do 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 be used for Gmail, and even enable fun features like Inbox by Google for your employees.
Most, if not all of the features in G Suite have to be enabled by the administrator in order to be used. Some of these are also only available in higher plans. If a feature is not enabled and a user tries to access it, they’ll see a “not available” message (as seen below).
Here are some additional features that we don’t use at Kinsta very often, but you might be interested in:
It’s also important to make a note of the additional features in G Suite Business and Enterprise plans. If you’re a bigger business and rely on email heavily, these can help ease some of your worries.
While all those features above are great, now it’s time to dive into some of the real benefits of using G Suite for your business.
It’s never recommended to host your email with the same company you use for WordPress hosting. That’s why we don’t and will never offer email hosting to our clients (other than perhaps a G Suite add-on down the road in MyKinsta. ? ) We go into great detail about the reasons here. But we’ll give you a quick summary of why below:
So as you can see, going with a third-party for email hosting is actually beneficial to your business.
While G Suite 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 can read the laundry list of their bulk sender guidelines. For these types of emails we recommend the following transactional email services:
If you’re small and just starting out, don’t worry about your transaction emails until you start sending out large volumes. You can get started with just G Suite for everything and be just fine. Also, some of the providers like Mailgun above, let you send 10,000 transactional emails per month for free. So in a lot of cases, this doesn’t have to be an extra expense. And additional emails after that are pennies to send. Read more about transactional emails.
You then have marketing emails, such as newsletters. The same thing applies here. Typically you’ll want to use a third-party provider due to better deliverability rates and tools for list building, A/B testing, etc. Here’s a few we recommend:
Some of the transactional providers above 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 about email marketing software.
One of the greatest benefits of going with G Suite for your business is that most of your employees are probably already used to using products like Gmail for email and Google Docs. This makes the transition super easy and ensures you don’t have to waste time explaining to new hires how to utilize company tools; unlike Zoho or Office 365 where there might be more explanation needed.
G Suite also has the best compatibility on mobile devices compared to any other email provider. It simply works, everywhere!
And if you already have a personal Gmail account, Google makes it super easy to one-click switch between accounts (personal Gmails and G Suite accounts).
When it comes to uptime, Google is one of the best when it comes to reliability. If you want to dig into the technical details, G Suite 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 email is such an important part of every business, G Suite has no scheduled downtime or maintenance windows. All of their data centers are built with redundant infrastructure.
But just like any service, they can never be up 100% of the time. Therefore, you can always bookmark the G Suite status dashboard for updates on all of their products.
There are other providers out there that are cheaper, such as Zoho (we’ll dive into a comparison further below). However, just like we always recommend you invest in managed WordPress hosting, your business email is not one of those areas you should try to save a buck. Having an email host that you can rely on can save you money down the road.
Here’s a look at G Suite’s pricing and what’s included in each plan.
G Suite Basic
G Suite Business
G Suite Enterprise
|Business email through Gmail||Business email through Gmail||Business email through Gmail|
|Video + voice conferencing||Video + voice conferencing||Video + voice conferencing|
|Shared calendars||Shared calendars||Shared calendars|
|Docs, Spreadsheets, Slides||Docs, Spreadsheets, Slides||Docs, Spreadsheets, Slides|
|24×7 support (phone, email online)||24×7 support (phone, email online)||24×7 support (phone, email online)|
|Security admin controls||Security admin controls||Security admin controls|
|30 GB cloud storage||Unlimited Storage (1 TB for 5 or fewer)||Unlimited Storage (1 TB for 5 or fewer)|
|Cloud search||Cloud search|
|Vault (archive and retention)||Vault (archive and retention)|
|Audit reports||Audit reports|
|Data loss prevention (Gmail + Drive)|
|Hosted S/MIME for Gmail|
|Gmail third-party archiving|
|Gmail log analysis|
Here are some quick estimations for you:
For everything that G Suite includes, that’s a pretty great deal and kind of a no-brainer! ?
You can also opt-in to a discounted rate by switching to an annual subscription. An annual subscription offers savings of up to 20% more than the standard monthly subscription. The great part is you can still be billed monthly on the annual subscription if you prefer.
G Suite is built on top of Google Cloud Platform, which offers the highest security on the market. It’s trusted by some of the biggest companies in the world; such as HP, Verizon, Whirlpool, and Salesforce. As Google says, they are leading with a “security-first mindset.” They have industry-leading knowledge and expertise backing each and every one of their products, including G Suite.
Here are a few highlights of ways G Suite protects you and your data:
You can check out Google Cloud’s security and compliance whitepaper for more information.
There are thousands of email hosts on the market. But when it comes down to serious business email hosting, you can really narrow it down to these three providers: G Suite, Office 365, and Zoho. So below we’ll do a little comparison.
For pricing, we are taking the monthly cost from each provider.
G Suite Basic
Office 365 Business Essentials
Below are comparable products across providers.
G Suite Basic
Office 365 Business Essentials
|Gmail||Outlook (50GB)||Zoho Mail|
|Google Drive (30GB)||OneDrive (1TB)||Zoho Docs (30GB)|
|Google Docs||Microsoft Word||Zoho Writer|
|Google Sheets||Microsoft Excel||Zoho Sheet|
|Google Slides||Microsoft PowerPoint||Zoho Show|
|Google Sites||Sites (SharePoint)||Zoho Sites|
|Google Hangout Meet/Chat||Skype + Microsoft Teams||Zoho Meeting + Cliq|
|Google Keep||Microsoft OneNote||Zoho Notebook|
|Google+||Microsoft Yammer||Zoho Connect|
But as you can see, all three of the above providers have very similar offerings when it comes to the tools and services they provide. So a lot of your decision will probably come down to price and ease of use for your employees.
To be completely honest, there aren’t many disadvantages that we’ve found using G Suite, and our team has used it for over four years. Although it definitely depends on the type of business you are. Here are a few things you might consider:
We personally think that G Suite is your best option for email hosting and other tools, and that’s why we recommend it to all of our clients. They also offer a free 14-day trial, so you can even give it a try before committing to anything. Their onboarding process is also incredibly easy.
Here are some quick steps to get started with G Suite for your business:
Sign up for your free trial.
Activate your account by signing into your Google Admin Console. (Note: Sign in with your G Suite email address and password. (This address ends with @yourbusiness.com, and isn’t a @gmail or personal Google Account.)
In the Admin console, click “Start Setup” to launch the setup wizard. You’ll give each team member an email address at your domain (like email@example.com), so they can start using Gmail, Calendar, Hangouts, and all the other G Suite services. You can also manually add additional users at any time.
If you have additional domains, you can also add them or create email aliases.
In your Admin console, you’ll then need to follow the steps to verify that you own your domain. You’ll get a verification code to add to your website or your domain settings. G Suite has excellent instructions for literally every DNS registrar and DNS provider on how to verify your domain. If you’re using Kinsta DNS, we also have a tutorial on how to add your Google MX records in our MyKinsta dashboard.
If you’re coming from another email host, such as GoDaddy, BlueHost, or Office 365, you’ll most likely also want to migrate your old emails over. Here are some helpful links:
Note: If you’re just starting to use email for your business for the first time, you can skip the above migration process.
The final step is to then follow G Suite’s quick start guides for setting up the additional apps, such as Google Drive, Google Calendar, Google Contacts, etc. And that’s it!
As you can see, G Suite can be a great solution for any business when it comes to email hosting and providing an all-in-one solution for document collaboration and storage. It’s extremely affordable and easy to use. Most of your employees are probably already familiar with Gmail, which helps reduce the time required to learn new tools.
If you’re just getting starting with G Suite, we recommend subscribing to their blog to keep up to date with new features and releases. Do you have any questions about G Suite or how it works? We’d love to hear what you prefer when it comes to email hosting. Let us know below in the comments.
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