G Suite has a free trial

Business email with Google G Suite

8. Administration in G Suite

The G Suite Admin Console is perhaps the most important place in your user account, as this is where you find all the important things Usage and security settings make. The admin area offers you the following options:

  • - Add users, manage existing users, assign attributes, etc.
  • - Fill out your company profile
  • - View incurring fees and manage licenses
  • - View reports on the use of G Suite tools and user activity
  • - Manage the use of G Suite apps and other Google services
  • - Manage usage on mobile devices and other linked devices (with endpoint management, company data remains protected even when employees use their private mobile devices for work)
  • - make comprehensive security settings
  • - Call up help pages and contact support
  • - Migrate data to the G Suite account
  • - Manage buildings, meeting rooms and resources that can be booked via the calendar
  • - Create groups and assign them to e-mail addresses, calendars and appointments
  • - add new administrators and change the admin rights
  • - Add or remove domains
  • - Fix problems quickly on the go via the admin app

9. Teamwork in G Suite

Teamwork is flawless with the G Suite apps, because: G Suite was specifically designed for the location-independent cooperation designed! Although sole proprietorships can also get measurable benefits from a G Suite account, it is above all organizations with many employees around the world who benefit from the possibilities of the Google Cloud.

Each team member is assigned their own user account with name, password and email address in G Suite. As an admin, you can determine who is ultimately allowed to view and edit which areas. Users can access apps, shared files and communication tools from both their computers and their mobile devices. For example, it is possible to bring together the content of experts from different project groups in one document or to split up the tasks when creating a large file. This will make the Workflow decisively improved in a company.

10. G Suite benefits

Almost everyone who has set up a Google account in the course of their digital career is familiar with the wide range of functions of the Google Apps. Many sole proprietorships and freelancers are already working with the versions that are available free of charge. Yet G Suite is on that Tailored to the needs of companies and therefore worth the monthly surcharge.

Here are all the advantages of a G Suite account:

  1. Use your own email domain:

    Only with G Suite can you upgrade your generic Gmail address to a professional email address with your company name after the @. Personalized e-mail addresses can be created for individual team members as well as for groups (departments), such as [email protected], [email protected], [email protected], [email protected]

  2. Back up business files:

    G Suite offers you extensive options for protecting email, files, and accounts from unauthorized access.

  3. Access email offline:

    With G Suite, you can read and reply to your email on the go - even when you don't have an internet connection! The emails will simply be sent as soon as you reconnect.

  4. Access email offline:

    With G Suite, you can read and reply to your email on the go - even when you don't have an internet connection! The emails will simply be sent as soon as you reconnect.

  5. Work worry-free and spam-free:

    Numerous sophisticated protection mechanisms ensure that your mailbox remains free of unwanted messages and malware. In addition, you don't have to worry about server failures.

  6. Enjoy advanced functions in all apps:

    With G Suite you have almost unlimited possibilities when it comes to communication, collaboration and data backup.

  7. Collaborate across devices:

    Team members can access the documents stored in the cloud, make changes and leave comments from anywhere in the world. If there is a high need for clarification, they can spontaneously communicate with each other via chat or video call.

  8. All apps are linked to one another:

    Prepare information from “forms” in “tables”? Show appointments from “Gmail” in “Calendar”? Copy entries in “Notes” to “Docs”? All of this is possible with G Suite!

11. Cons of G Suite

  1. Dependent on the cloud:

    G Suite requires a working internet connection, as the service specializes in cloud solutions and does not offer any offline applications. Anyone who wants to quickly access a note or revise a presentation while on the move, and has not activated mobile data on the cell phone, runs into problems. However, there is a ray of hope: since 2019, documents can also be edited in offline mode if they have been specifically activated for this beforehand (offline editing is not automatically available). The synchronization finally takes place when the internet connection is restored.

  2. Monitoring Risks:

    “G Suite makes a significant contribution to making monitoring in the workplace child's play for supervisors” - so it says in an article by FutureZone from the year 2019. Since administrators files, e-mails, chat logs, work processes and usage statistics with G Suite workers must exercise caution. In the worst case scenario, certain conversations or draft files could eventually become their undoing.

  3. Data protection risks:

    Trust in Google is still low, because past scandals have clearly shown that data security at the American global corporation can be compromised. While Google is constantly expanding the security and privacy features of G Suite and has already passed numerous security certifications, some clauses are not completely transparent and many people still have concerns.

12. Can I link G Suite to Outlook?

Microsoft Exchange and the well-known Outlook are the ultimate in the world of business mail. Even Gmail has not been able to change that much so far. Fortunately, it's relatively easy to keep using Outlook as a G Suite customer - both on the web and as a desktop client.

On the one hand, users can access Gmail messages via IMAP in Outlook (click here for instructions), on the other hand, thanks to G Suite Sync for Microsoft Office, it is possible to synchronize emails as well as calendar appointments, tasks and contacts between G Suite and Outlook.

13. Difference to Microsoft 365

Microsoft 365 and G Suite offer numerous apps that overlap in terms of their functions. The scope of services of both Internet giants is becoming more and more similar, although they are trying hard to exploit competitive advantages.

The Microsoft Office packages have always been primarily of interest to schoolchildren, students and entrepreneurs. The free Google Apps are meanwhile popular with private users and enjoy high level of awareness among modern internet users. G Suite is only just beginning to cause a sensation in the business world: Some high-profile customers such as Airbus, Viessmann, Roche and Engel & Völkers have already been landed!

In fact, there are few tangible differences between G Suite and Microsoft 365, as you can see in the table below.

G SuiteMicrosoft 365
Appslimited offline processing possibleApps can be downloaded as a desktop version (unrestricted offline operation possible)
CloudDepending on the package, 30 GB, 1 TB or unlimited storage per user1 TB storage per user
e-mailbased on Gmail: no desktop mail client includedbased on Exchange: depending on the package, Outlook is included as a desktop mail client
Packages3 packages “Basic”, “Business”, “Enterprise”diverse packages for private users, SMEs and large companies
Test phaseFor 14 daysFor 1 month

The decision between G Suite and Microsoft is indeed not an easy one, because there are only a few unique selling points. In terms of security and data protection, the offers do not take much, so that this should also be omitted as a decision criterion.

G Suite stands out due to its high level of user-friendliness and a user-friendly interface. Anyone who works almost exclusively online will get along very well with the cloud. Meanwhile, Microsoft offers 365 with the Availability of classic desktop versions as well as the extensive, detailed pricing model, two tangible advantages.

Microsoft 365 tends to appeal more to enterprise customers, while G Suite is attractive to smaller companies - but that is also changing increasingly.

The personal tendency for one or the other offer ultimately also depends on which program one was familiarized with in the early days. Younger smartphone users in particular grew up with Google, while Microsoft is the first choice for people who have had a Windows computer at home since the beginning. Business and academic people should also know the Microsoft Office applications inside out.

14. Difference to Hosted Exchange

A fundamental difference between Hosted Exchange and G Suite is that e-mail software used: Hosted Exchange is based on Microsoft Exchange, G Suite works with Gmail in the business version.

Who for his business mail environment Microsoft Exchange Server would like to use in connection with Outlook, often opts for Hosted Exchange (“E-Mail with Microsoft”). Many entrepreneurs put more trust in the German hosting providers than in Google or Microsoft - in order to take advantage of this advantage, the providers advertise with increased support and improved protective measures for everything to do with email accounts. They also provide access to basic functions such as calendar, tasks and contacts.

But here's the kicker: Hosted Exchange is a targeted solution for business email use while other functions are missing. So you get no advanced tools for communication and file manipulation! G Suite, on the other hand, is a complete package with many productivity-enhancing apps.

Depending on your business needs, one or the other offer may be better for you. If your focus is on the functional area of ​​business mail, Hosted Exchange can be worthwhile - if you have a Google account, you can also use the free version of Google apps and, if necessary, other participants via email or link sharing for collaboration invite.

15. Conclusion: G Suite should not be underestimated

G Suite is one strong competition with Microsoft 365 and above all benefits from a more modern, user-friendly image. By making many apps and basic functions available to its billions of users worldwide free of charge, Google familiarizes people with the software tools. So it's understandable that most of them want to work with it in business too.

If you place your full trust in the Google Cloud and want to use your own email domain, you cannot avoid the powerful G Suite!

Do you prefer to work with Microsoft Office? In our guide to Microsoft 365 we clarify the most frequently asked questions about the web-based business package. Additionally, if you value custom email hosting, be sure to check out our hosted exchange guide.