Google Workspace: A cheat sheet

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 all over the world, 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 might create. The administrator has appreciable management over Google Workspace defaults, app entry, and safety settings. Workspace permits totally different configurations to be utilized to totally different teams of people–or, in Workspace phrases, totally different organizational models. Google Workspace might be configured to serve organizations that cope with extremely delicate knowledge, as nicely. For instance, an administrator might forestall offline storage of Workspace knowledge, resembling electronic mail, calendar gadgets and Drive information.

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 vital facet of Workspace apps is pace. Google provides .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 electronic mail service 
  • Calendar: Scheduling resolution (cal.new)
  • Meet/Meet {hardware}: Group video and audio conferencing (meet.new) 
  • Chat: Workforce conversations and undertaking locations
  • Drive: Non-public cloud storage that additionally permits shared drives and information
  • Docs: Collaborative paperwork (doc.new)
  • Sheets: Collaborative spreadsheets (sheet.new)
  • Slides: Collaborative displays (slide.new)
  • Varieties: Customizable varieties and surveys (type.new)
  • Maintain: Collaborative notes (word.new or hold.new)
  • Websites: Collaborative web-sites (web site.new)
  • Currents: Enterprise social networking and engagement

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

SEE: Methods to 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. Normally, organizations that use Workspace can even need 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 additionally enables you to leverage some Chrome-only options. For instance, if an administrator permits it, individuals might configure Gmail, Docs, Sheets and Slides to sync domestically 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: Methods to develop into a Google Docs energy person (free PDF) (TechRepublic) 

Google Drive for desktop

For Home windows and macOS techniques, Google provides Google Drive for Desktop (previously Google Drive File Stream), which lets individuals browse Drive information and folders with a domestically put in app. This makes the expertise of navigating gadgets saved on Drive very like 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 techniques. For instance, Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet, Chat, Maintain and Currents all could also be downloaded and put in both from Google Play (Android) or the AppStore (Apple). 

Notice: Presently, no cellular apps exist for both Google Websites or Google Varieties, though web sites or varieties created by these apps do work nicely on cellular gadgets.

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

Non-obligatory: {Hardware} and Chrome Enterprise

Many organizations that use Google Workspace additionally select to buy associated gadgets, resembling Chromebooks, Google Meet {hardware}, Jamboard gadgets or Google Voice cellphone gear. All of those gadgets 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 gadgets in numerous codecs, resembling tablets or 2-in-1s) permit 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 gadgets run Home windows apps with assistance from third-party software program. Chrome Enterprise controls lets an administrator totally handle and deploy Chrome and Chrome gadgets.

SEE: All of TechRepublic’s cheat sheets and sensible individual’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 accessible for organizations that want as much as 300 person accounts. Organizations that want greater than 300 accounts ought to contact Google to discover Enterprise editions. 

Second, some editions are solely accessible to particular kinds 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 stories) and entry to sure apps have a tendency to extend as you progress from Starter to Normal to Plus editions.

Pricing varies, based mostly on each your group and the Google Workspace version. For instance, instructional establishments and nonprofit organizations might qualify to make use of some editions of Workspace without spending a dime, though these organizations additionally might select to improve to paid variations for enhanced capabilities and controls. 

Under, is an in depth checklist of the editions provided; for pricing info, 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: Choosing the proper video-conferencing apps for you (TechRepublic) 

Enterprise editions (from 1 to 300 accounts)

Most smaller organizations will select one in all these three plans:

  • Enterprise Starter: $6 per lively account/month
  • Enterprise Normal: $12 per lively account/month
  • Enterprise Plus: $18 per lively account/month

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

SEE: High 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 supplies 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 person accounts required for both Enterprise Normal or Enterprise Plus accounts. Nevertheless, these options usually are most helpful in organizations with better numbers of individuals and gadgets. Google doesn’t present revealed pricing for these editions, so you may have to contact their gross sales employees.

Necessities version (for organizations with present electronic mail and calendaring options)

You possibly can hold 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 Maintain, which they could use alongside legacy options. Necessities accounts value $8 per lively account/month.

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

Training editions (for certified instructional establishments solely)

Qualifying establishments, resembling Ok-12 faculties in addition to schools and universities, might apply to entry Google Workspace for Training Fundamentals without spending a dime. This not solely provides college students, academics, administration, and employees entry to Workspace collaborations apps, but additionally importantly consists of entry to Google Classroom. The Google Classroom app supplies a structured approach for academics to share classes with college students, for college kids to finish and switch in work, and for academics to grade and provides suggestions on that work. 

The Training editions provided embody:

  • Google Workspace for Training Fundamentals: Free for qualifying establishments
  • Google Workspace for Training Normal: $3 per pupil per 12 months
  • Educating and Studying Improve: $4 per license monthly
  • Google Workspace for Training Plus: $5 per pupil per 12 months (previously G Suite Enterprise for Training)

SEE: Google Classroom ideas: Methods to create and handle courses 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. Nevertheless, Google additionally provides nonprofit organizations the power 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 Normal: $3 per account monthly
  • Enterprise Plus: $5.04 per account monthly
  • Enterprise editions: Discounted about 70% from customary costs

Why would I think about Google Workspace if I can use Gmail and a few of the apps without spending a dime?

There are not less than three causes to improve to a Google Workspace account, as an alternative of merely utilizing a free Gmail account: 

  1. Branding: You could configure Workspace to work along with your group’s area identify. That approach, emails you ship are out of your area (e.g., you@exampleorganization.com), slightly than from a gmail.com tackle. 
  2. Account administration: Since Workspace lets you centrally handle accounts, it’s possible you’ll create or take away person accounts as staff be part of or depart 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 scale back the chance of undesired knowledge leaks.

What’s the easiest technique to arrange Google Workspace?

For a brand new group, go to Google Domains to buy the area identify of your alternative. After you have registered your area identify, the system provides 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’d in any other case have to do manually.

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

Sure. Google Workspace consists of a number of options to assist organizations which have information in Microsoft Workplace file codecs. Google Drive helps storage of many kinds of information, together with .doc/.docx, .xls/.xlsx and .ppt/.pptx. Google Drive for desktop enables you to open and edit these information with domestically put in Workplace software program, when you like. Or, Google Docs, Sheets and Slides assist native enhancing and collaboration of Phrase, Excel and PowerPoint information, respectively. Gmail additionally enables you to rapidly save, open or edit Workplace file attachments you may obtain, as nicely.

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

What third-party apps work with Google Workspace?

While you need extra apps that work with Workspace, your first cease needs 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 a whole lot of others. 

Workspace additionally consists of the power to hook up 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 might be configured to mechanically 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 this kind of integration.

What are some options to Google Workspace?

Microsoft 365 provides a equally broad, enterprise-management pleasant set of collaboration and communication instruments. Microsoft Trade, Outlook, Phrase, Excel, PowerPoint and Groups, stay as customary functions 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 electronic mail and account administration capabilities, however want to work on paperwork may think about options to Docs, Sheets and Slides, resembling LibreOffice or CryptPad. Individuals who use Apple gadgets ought to discover Apple’s iWork apps (i.e., Pages, Numbers and Keynote).

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