What is Google Workspace: Benefits, Best Practices, How to Use, Pricing and FAQs 

Key takeaways: 

• Google Workspace provides a comprehensive suite of cloud-based tools designed to enhance business productivity and communication. 
• Setting up Google Workspace with your domain ensures a professional online presence and facilitates centralized management. 
• The integration of AI and Gemini across Workspace applications as an intelligent co-pilot significantly boosts overall team productivity. 

Many businesses are on the lookout for tools that boost collaboration, simplify workflows, and keep communication secure. That’s where Google Workspace comes in—a robust suite of cloud-based productivity and collaboration tools crafted by Google. Apart from a custom email, it’s a digital ecosystem made to help teams work more efficiently. 

This article will explore Google Workspace, its features, and its use for modern businesses growing in a connected world. We will also cover topics such as connecting it to your domain and using its advanced features, including Gemini AI. 

What is Google Workspace? 

Google Workspace is a comprehensive suite of cloud-based productivity and collaboration tools developed by Google. It’s an integrated ecosystem of popular Google applications (e.g., Gmail and Drive), all designed for professional use.  

It offers business-centric features that distinguish it from free, personal Google accounts with the following features: 

• Custom email addresses using your own domain 
• Increased storage 
• Advanced security controls 
• Dedicated administrative tools 

Previously known as GSuite, Google rebranded the service to Google Workspace in 2020 for a more seamless user experience, helping teams work smarter and more effectively. 

What does Google Workspace include? 

Google Workspace is a collection of applications that work together in sync. It’s famous for its productivity tools, such as: 

• Gmail. With its advanced email features, Gmail acts as a center for all your professional communication needs. Google Drive. Drive lets you share files easily, keep track of all the changes made to them, and even work on the same document together at the same time. With generous storage allocations, Google Drive boosts data accessibility for workers and team members. 
• Google Docs. A powerful word processing tool to create and edit documents that the whole team can work on together. Google Docs allow multiple users to work on the same document and communicate via comments and suggested edits. 
• Google Sheets. A robust spreadsheet tool helps you organize numbers and information, do calculations, and even turn your data into easy-to-understand charts and graphs. Like Docs, it also supports real-time collaboration. 
• Google Slides. Slides offers a wide array of templates and tools for crafting professional-looking presentations. It also provides collaborative editing and easy sharing for team reviews and feedback. 
• Google Calendar. You can plot, view, and share your schedule with everyone on the team. Since this is a shared workspace, you can also view your colleague’s availability without all the back-and-forth. 
• Google Chat. An integrated communication platform for teams that offers direct messaging, group conversations, and dedicated “Spaces” for ongoing project discussions. 
• Google Admin Console. The Admin Console allows businesses to manage users, devices, security settings, services, and billing. It provides granular control over the entire Google Workspace environment. 
• Google Meet. Meet enables high-quality video calls for team meetings and webinars. It can support many participants, and allows screen sharing, chatting, and recording. 

Bonus tools and enhanced features 

Google Workspace also has other tools for more functionality, such as the following: 

• Google Keep for smart note-taking 
• Google Forms for creating surveys and quizzes 
• Google Sites for building webpages without any coding 
• Google Vault for archiving and legal hold of Workspace data 

One of Workspace’s standout features is Gemini AI, Google’s advanced AI that’s integrated into many apps. Gemini can help with various tasks, whether drafting emails in Gmail or brainstorming ideas in Sheets. 

How is Google Workspace different from Gmail or G Suite? 

While they share common roots, their purpose and features notably vary. 

Gmail vs. Google Workspace (personal vs. professional) 

Many people are familiar with Gmail as a free personal email service. While Google Workspace includes Gmail, the professional version offers critical differences that cater specifically to business needs: 

• Professional domain email. With Google Workspace, you get custom email addresses using your domain (e.g., [email protected]), making you appear more established and professional than a generic email address.  
• Enhanced storage. Google Workspace plans offer significantly more storage than personal Gmail accounts, with options ranging from 30 GB to unlimited storage, depending on the plan.  
• Advanced security and admin controls. Business Gmail has enterprise-grade security features, including advanced phishing and malware protection, two-factor authentication (2FA) enforcement, and data loss prevention (DLP) policies. Admins also have specific control over user accounts, security settings, and data access through the Admin Console. 
• No ads. Unlike personal Gmail, Google Workspace Gmail is completely ad-free. 
• Dedicated support. Google Workspace offers 24/7 customer support for all users. 
• Compliance capabilities. Google Workspace offers features necessary for regulatory compliance (e.g., HIPAA, GDPR) through tools like Google Vault for e-discovery and data retention. These are not available for personal accounts. 

While personal Gmail is excellent for individual use, Google Workspace transforms it into a robust, secure, and manageable communication backbone for any organization. 

How do you use Google Workspace for work? 

Google Workspace is designed to aid various aspects of business operations, from internal affairs to external communications. Here are some ways you can integrate Workspace into your work setting: 

• Business email setup 
• Managing users, groups, and shared inboxes   

Business email setup 

It’s important to set up a professional email address when adopting Google Workspace, since this is where Gmail for work comes into play. 

1. Domain connection. This process involves updating your domain’s MX (Mail Exchange) records to point to Google’s mail servers.  
2. User account creation. After connecting your domain, you can create individual user accounts for each employee through the Google Admin Console. 
3. Email migration. If your business is transitioning from an existing email provider, Google Workspace offers tools and guides for seamlessly migrating your email and contact data. 
4. Branding and signatures. Within Gmail for Workspace, you can customize email signatures with your company logo, contact information, and branding. 

Managing users, groups, and shared inboxes 

The Google Admin Console is the central hub for managing your organization’s Google Workspace environment. It gives admins powerful tools to maintain flow in the environment. 

• User management. Easily add new users, suspend or delete accounts, reset passwords, and assign administrative roles. 
• Group management. Create user groups (e.g., “Sales Team,” “Marketing Dept.”) to simplify communication and sharing. You can email an entire group with a single address or share documents with a group, rather than individual users. 
• Shared inboxes (collaborative inboxes). Google Workspace allows you to set up shared inboxes for roles that receive emails addressed to a department rather than individuals. 
• Organizational units (OUs). For larger organizations, OUs allow admins to apply specific settings and policies to different departments or teams. 

What are the benefits of Google Workspace for businesses? 

Google Workspace has many features that can improve businesses’ operations for better efficiency, collaboration, and security. Here are some of the benefits you’ll reap in using Google Workspace: 

• Collaboration tools and cloud access  
• Storage and security features 

Collaboration tools and cloud access 

One of Google Workspace’s pros is its real-time collaboration features and accessibility to the cloud. The following includes some of the benefits you can get from Workspace’s collaboration capabilities. 

• Real-time co-authoring. Multiple team members can work on the same document (Docs, Sheets, Slides) simultaneously, seeing each other’s edits in real time.  
• Shared workspaces. Google Drive acts as a centralized cloud repository for all company files. Team Drives (now called shared drives) allow teams to create and manage files that belong to the team, not individuals. 
• Access anytime, anywhere. Because all applications and data are cloud-based, employees can access their work from any device (laptop, tablet, smartphone) with an internet connection.  
• Seamless integration. You can start a Google Meet call directly from a Calendar invitation, attach a Drive file to a Gmail email with a single click, or create a Doc from a Chat conversation.  

Storage and security features 

Data security and reliable storage are paramount for any business. Google Workspace addresses these critical needs with robust features. 

• Generous cloud storage. Depending on the plan, Google Workspace offers substantial cloud storage, from 30 GB per user to unlimited. All data stored in Drive is encrypted both in transit and at rest. 
• Built-in security. Google invests heavily in security infrastructure. Google Workspace includes built-in protections like: 
• 2-step verification (2SV/2FA). Provides more security by requiring a second form of verification (e.g., a code from your phone) in addition to the password. 
• Advanced phishing and malware protection. Gmail’s advanced filters automatically detect and quarantine malicious emails, preventing sophisticated phishing attacks and malware from reaching inboxes. 
• Spam filtering. Industry-leading spam detection keeps unwanted messages out of your inbox. 
• Data encryption. All data is encrypted using strong encryption protocols, both when it’s being transmitted over the internet and when it’s stored on Google’s servers. 
• Security center. For admins, the Security Center provides insights into security posture, alerts, and recommendations to manage risks proactively. 
• Data Loss Prevention (DLP). Allows admins to set policies that prevent sensitive information (e.g., credit card numbers) from being shared outside the organization or stored in unauthorized locations. 
• Compliance and governance. Features like Google Vault (for e-discovery, archiving, and legal holds) and adherence to various industry standards and regulations (e.g., HIPAA, GDPR, ISO 27001) help businesses meet their compliance obligations. 

How do you set up Google Workspace for your domain? 

Integrating Google Workspace with your custom domain is a fundamental step to unlock its full potential, especially for professional email. Here are two main aspects you need to prioritize when setting up Workspace: 

• Domain connection steps 
• Email migration 

Domain connection steps 

To fully utilize your Workspace plan, you have to connect your domain to your professional email and website services. Here’s an overview of how you can connect your domain to Workspace. 

1. Sign up for Google Workspace. Choose a suitable plan (more on pricing later) and sign up, indicating that you want to use an existing domain. 
2. Verify your domain. You can do this by adding a unique Domain Name System (DNS) record to your domain settings or uploading an HTML file to your website.  
3. Update MX records. You’ll need to change your domain MX records to point to Google’s mail servers, which Google will also provide. You can find these settings in your domain registrar or hosting provider’s control panel. 
4. Update CNAME records (optional but recommended). You might also update CNAME records for other services like Google Sites or custom URLs for Docs. 
5. Set up SPF and DKIM records. These essential email authentication methods help prevent spam and deliver your emails reliably. Sender Policy Framework (SPF) identifies which mail servers can send email on your domain’s behalf, while DomainKeys Identified Mail (DKIM) digitally signs your outgoing messages. 

Once these DNS changes propagate (which can take up to 48 hours, though often much faster), you can fully connect your domain and start using Gmail for work. However, these steps can be overwhelming, which is why many businesses choose to partner with trusted providers like Network Solutions. They can simplify the setup and ensure your domain is properly set up for Google Workspace. 

Email migration (e.g., from cPanel or Outlook) 

Many businesses already have email accounts when they switch to Google Workspace. Migrating old emails, contacts, and calendar data is a common and important part of the setup process, and Google Workspace provides several migration options. 

• Data migration service. This is for migrating emails from platforms like Microsoft Exchange, Outlook.com, or other IMAP servers. This service typically involves setting up a migration plan in the Admin Console, specifying the source server details, and initiating the migration for selected users. 
• Gmail migration tool (for personal Gmail). If users previously used personal Gmail accounts for business, tools are available to transfer those emails into their new Google Workspace accounts. 
• PST migration (for Outlook). For organizations using Microsoft Outlook with PST files, tools are available to import these files into Google Workspace accounts. 
• Manual import. Users can manually import contacts (e.g., via CSV files) and calendar events into their new Google Workspace accounts. 

What are Google Workspace’s available plans and their pricing? 

Google Workspace offers a tiered pricing structure designed to cater to any business. Here’s a breakdown of the main Google Workspace business plans: 

Note: Pricing and availability may depend on recent updates. 

How does Gemini work in Google Workspace? 

Gemini is integrated across Workspace applications as an assistant that helps with the following: 

• In Docs, Gemini can generate initial drafts, summarize long documents, and assist with brainstorming or refining content. 
• For Gmail, it enhances email drafting with full response generation and provides summaries of lengthy email threads. 
• In Meet, Gemini can summarize, transcribe, and actively cancel noise. 
• In Sheets, Gemini can generate formulas and data insights by analyzing trends. 
• In Slides, it can refine presentation content and text. 

These advanced AI features are available with the higher-tier Workspace plans, with the Enterprise plan providing the most extensive access. 

Integrate Google Workspace in your business with Network Solutions 

Google Workspace is a powerful platform for modern businesses, offering many tools for efficiency and productivity. Beyond basic email, it integrates familiar applications and AI with enhanced features for professional use.  

To streamline your business operations and elevate your professional presence, consider Network Solutions’ Google Workspace products. Network Solutions helps you integrate Google Workspace with your domain, providing features from Google that drive efficiency and growth for your team. 

Frequently asked questions