12 Reasons to Move Your Business From Free Gmail to G Suite
Let’s say you’ve been using free Gmail accounts for your business communications. Your email addresses may resemble one or more of these:
Your employees may even be using assorted Yahoo Mail and cable company email addresses for business purposes.
However, your business is growing and/or you want to start to use more professional looking email addresses such as:
Here are twelve additional reasons to consider a move to G Suite.
1. Email Account Ownership
Your company owns all employee email accounts.What if someone were to leave your company to work for a competitor or to start a competing company, but they personally own the email address that your customers use to contact them?
Within G Suite administration, if someone leaves the company, you can immediately change that person’s password and forward any emails sent to their address to someone else. You can also access all of that person’s email history.
2. File Ownership
With G Suite, all Google Docs, Slides and Sheets created by employees are owned by the company.
Keep in mind that Google Drive is also a cloud backup alternative to services such as Dropbox. You could create a company policy that requires employees to back up their local PC or Mac work folders and files to the company’s Google Drive.
If, for example, you decided to terminate an employee, you would have full access to all their business files.
3. Document Sharing
It’s easier to share documents with your team when you’re all on the same G Suite account. For example, if you wanted to give all employees view-only access to a Google Doc, that can be accomplished with just a few clicks.
4. Group Email Addresses
Above, we referenced the example email address firstname.lastname@example.org. You can easily route emails sent to that type of address to multiple people or to a customer service system such as Zendesk, Freshdesk or Salesforce.
There’s no additional cost for creating group email addresses. Also, you can add as many as you want.
5. Multiple Email Aliases
For any G Suite user, multiple email aliases can be created. Here are examples:
There can even be multiple domains associated with each user’s email account.
6. Ability to Use Outlook as an Email Client
For employees who insist on using Outlook, Google provides Google Apps Sync for Microsoft Outlook
7. More File Storage
The default storage for free Gmail accounts is 15GB. For G Suite Basic, it’s 30GB per user.
There are a number of options for increasing storage beyond the 30GB per user.
8. Extra Security With 2-Step Verification
G Suite has an important layer of security that can be enforced for all users, if the admin decides to do so. This layer is known as 2-Step Verification.
If you log into G Suite from an unknown computer, you’ll be texted a verification code. For the times you are out of range on your mobile phone, you can carry a set of backup codes in your wallet so that you can securely access your G Suite account.
2-Step Verification is particularly important if you decide to use Google Drive as the cloud backup standard for company PCs or your Macs. If employees are automatically backing up a lot of local files to the cloud, you never know what sensitive information might be getting synchronized.
You can make 2-Step Verification optional or you can make it required for all users.
9. CRM Integration
At some point, you may decide to invest in a CRM system to better track leads, prospects, customers, jobs and more.
10. Single Sign-On To Other Business Applications
Users can be set up use your G Suite credentials to sign in to cloud business applications such as DocuSign, Marketo, Salesforce and Slack, without having to re-enter their usernames and passwords for these applications.
11. A Company Branded User Interface
Instead of having the Google logo at the top left of your users’ screens, your company’s logo can be prominently displayed within all of G Suite.
With G Suite, there is 24/7 phone, email and chat customer support. There is no support for free Gmail.
There are a number of other benefits to using G Suite, but some of them get a little more technical.
Keep in mind that you can easily forward your personal Gmail account to your business account. That way, whether people send email to your “old” account or to your “new” business account, all email will end up in your G Suite inbox.
If you want to migrate the email from a Gmail account to a G Suite account, Google provides a service for this.
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