This comparison between the free Google Apps and that i currently have on the left, and the paid Google Apps which is called Google Workspace and it's on the right. You have probably used the free apps so we are going to go over to the right.
The Apps in which it's available in Google Workspace are largely the same for example i am in the admin account and i can control some things that are only relevant if you are using Google Workspace.
We will go ahead and open the admin console here and just a brief overview of some of the things that are here.
In Free Google Apps you will get the 15 GB storage, while you will get 30 GB or beyond that in the Corporates mail solutions i.e Google workspace , but it will depends upon the plan which you choose
You could spend all day going through all of them but, at a general level, you can control your users. You Can add and delete people here if they leave the company. You can delete them right away so they can't log in and see their documents and you can put them into groups. Groups are going to matter when you're doing things like using the calendar. Maybe you want to schedule a meeting with a group of people.
Maybe you have different levels of staff that you want to put together. You can also control what apps people can use and see. If you are married to Outlook at your organization, you don't want to give it up, just turn off Gmail. Here is where you tell Google everything about your company and here you can manage people's mobile devices. If you don't want anyone accessing something through the phone, you can turn it off. We'll delve into this a little bit more later, but for now let's go to Gmail. We're going to go back to seeing items on both screens. I'm going to show you some of the differences here. The First thing, which I think is the biggest difference and one basically that a lot of people pay for in and of itself, is that this email is not @gmail.com.
This Email that's free, it always has to be @gmail so you're kind of advertising for Google here with the free account, So they know that you're using Gmail. Here, it just looks like it's from a corporate account. You have to already have this domain name, or you could pay Google to register it for you. But, you can't just pick any one you want. This one that I'm using happens to be the one that's written right here. I own that domain. I had it before. When you join Google Workspace, you just kind of attach it to that. The other important thing to know with Gmail is if you're using it in Google Workspace and previously you were using the email with Outlook or some IMAP services like Yahoo or an older exchange server, you can use a data migration tool to bring those into here. You bring in the email, and the calendar, and the contacts. That'll get you started quickly. If you do decide to use Google Suite, there's two different ways to pay for it. You can pay for it by month or the annual plan. The annual plan is a bit of a discount, but if you add and remove users a lot, the flexible plan may be better for you.
If we come down here, the flexible plan is five, ten, or twenty five dollars depending on which tier that you use. We'll briefly go over the differences between these, but there's a lot of little details. Most often, if you're a smaller organization, the basic's going to be just fine.
So you might want to look at that. These different what I called tiers, they like to call them editions, the different editions offer a couple of different things. There's a comparison chart, and the biggest difference, and I think a lot of people run into and they probably upgrade from basic to business, is that basic offers 30 gigs of storage.
If you go up to Business, it's unlimited. That's unlimited with an asterisk, and we'll circle back to what that asterisk means in just a second. The business and the enterprise features have things that are meant for e Discovery. They might be for searching for documents if you're in a lawsuit or if you need some far more granular controls. Those are offered in the enterprise. There's no ads on any of this if you're paying for it. So keep those in mind.
If we go back to comparing just the basic Google Workspace product to the free Google Apps, one of the differences is the amount of storage space. When You have a free Google app, this is my free drive right here, it looks and feels mostly the same, but the free app is limited to 15gigabytes and the basic starts at 30 gigabytes. That 30 gigabytes does not include the native Docs, Sheets, Slides, Forms, etc. type apps. But, if that's mostly what you have those aren't even going to factor into this total. But, it does include G mail and the associated file attachments in those so keep that in mind. The storage space for Business and Enterprise, it says unlimited. It's Pretty much unlimited, but if you have fewer than five people in your organization, each single person can't have more than a terabyte of information.
Another big difference is that there's 24/7 support if you have Google Workspace which can come into play if you're trying to do some more complicated things because you're at a company. The one thing I touched on already is you can make different group calendars. If you have co-workers, you can go into the administration module, create a group, and then put those co-workers into different groups according to characteristics that are going to matter when you're scheduling meetings. I'm going to left click on my calendar to create an event and I'm already seeing two features that aren't in the free version. You Can set an out-of-office notification and you can also create appointment slots. What appointment slots do is allow other people to go into your calendar and set an appointment with you. Think of something like a professor making office hours. If we go to this calendars appointment page, this would be the public facing side of it. Someone would come in here and try to schedule something with you. Just click on an appointment slot to sign up.
If we go to some of the other apps, let's go to Google Docs. Sheets and Slides Are going to have some things that work the same way. What this can do, that it can't do in the free app, is when you share it, if you click on advanced, right now it's private. Only I can access it, but if I go to change that, I can set it to anyone at my organization. To that enables me, with one click, to share with anyone that I work with, or you could create a link that can only work for someone that's signed in to the organization's account. Either of these options are levels of control that can really come in handy when you have a company or an organization and you want to share files without worrying about someone from outside seeing them.
One Of the more powerful features that Google Workspace offers is that you can manage your mobile devices. You can see, in this particular case, it's not enabled, but if it were relevant to me, I'd turn it on. If it was turned on, you can choose when and if to activate someone's device, and you can control what apps they use, and you can do a remote wipe on them.
That's mobile device management. If we go back up to the Google admin console, they also have a lot of security features. I'm using that basic edition of this so I don't have access to the more advanced ones, but what I can do is control the way in which passwords are used, and the login challenges and you can do some single sign-on set up. There's a lot more granular security features that you can control in the higher accounts.
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