Google Workspace Review 101: Mastering the Ultimate Tools for Success (July 2025)
Google Workspace Review: we use a multitude of different SaaS products to keep everything running smoothly sbehind the scenes and to improve our team’s productivity. One product we couldn’t live without is, without a doubt, Google Workspace.
We’re not afraid to say that it’s by far the best email solution on the market for your business. Not to mention all the other features it includes, such as Google Drive storage and tools like Google Docs and Google Sheets.
Today we’ll dive into the unparalleled benefits of Google Workspace (formerly G Suite), why we use it and recommend it to all our customers, and how it compares to other similar solutions on the market.
Table of Contents
What is Google Workspace?
Google Workspace is Google’s suite of intelligent applications. It was previously known as Google Apps until it was renamed at the end of 2016. We recommend Google Workspace primarily to customers who need email hosting for their business. However, Google Workspace is much more than email. It also includes a variety of applications and features that can be very useful. In fact, you’re probably already using or familiar with some of them.
Features We Use on a Daily Basis
Google Workspace has three different plans that you can use (which we will go into more detail about later). We use the Basic Google Workspace plan for our employees. It is priced at only $5/user/month. For many of you, the Basic plan is probably all you’ll need. Here’s what it includes
Gmail
According to Litmus, Gmail is the most popular email client, with a 26% market share based on open rates. No wonder, since Gmail has been around since 2004 and now has over 1.2 billion users. One of the best things about Google Workspace is that you basically get an enhanced, ad-free version of the online email client you’re probably already using.
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Basically, Google Workspace allows your employees to have their own Gmail accounts with email addresses with your company’s domain name (example: john@yourbusiness.com). A very small company with one or two users could get by with free Gmail accounts and some alias+forwarding rules. But as soon as you start hiring two or three employees, you will need accounts that can be managed separately.
Google Calendar
None of us could live without Google Calendar. Many of us rely on it to schedule client calls and set due dates and reminders for important projects. Google Calendar can help you keep your schedule organized.
One of the great advantages of using Google Calendar in Google Workspace is the ability to create multiple calendars that are accessible to everyone in your company (or even a subset of users). For example, you may want a group calendar for events such as team vacations and regular meetings. The fact that all your employees are attached to the same organization makes this type of task even easier compared to the free version.
Google Drive
Google Drive allows you to store, access, and share your files in a secure place. Plus, you can easily access them from any device. Basic Google Workspace plans include 30 GB of storage for each employee. The Business, Enterprise, and Teams editions of Google Workspace offer unlimited storage, so you’ll always have enough space for your files. Note: If your team is small and has less than 5 users, you will only have 1 TB/user.
If you haven’t used Google Drive before, one of the things we love most about it is its amazing search feature. Although that’s probably not too surprising since they also run the world’s largest search engine. Did you know that you can search by the contents of a document (regardless of the file name)? Very handy. This means you can easily find what you’re looking for, no matter how disorganized you are.
The paid version of Google Drive gives you twice as much storage as your free personal drive and Gmail, 24/7 support, sharing controls, and advanced reporting.
Google Docs & Google Sheets
Google Docs and Google Sheets speak for themselves and are tools we use every day. You can even import Google Docs into WordPress. They allow you to create and edit text documents and spreadsheets directly from the browser. Import your documents to make them instantly editable, including Microsoft Word, Excel, and PDF files (.docx, .doc, .pdf, .rtf, .txt, xlsx, .csv, .html, .ods). You can now even collaborate and comment on Microsoft Office files without it having to automatically convert to Google format.
You can also export to common third-party formats. This makes it easy to collaborate with other people or companies and send files back and forth without the need to install or purchase additional software.
Note:
Google documents and spreadsheets created directly in Google Workspace do not count towards the storage limit.
Here’re just a few of the common tasks we use them for:
One of the best features of Google Docs and Spreadsheets is real-time comments and unlimited versions. Previous versions are retained indefinitely and do not count against your storage. This makes it much easier to track changes made to a document or undo a mistake. Sharing documents with your co-workers or others is also incredibly easy.
Google Keep
Google Keep seems to be one of those well-kept secrets that no one knows about. If you’re looking for a basic alternative to Evernote, Google Keep is great. It’s a great little tool, regardless of whether or not you use Google Workspace. Being a Google product, it works seamlessly within the Google ecosystem.
It can be an easy way to keep your customers’ frequently asked questions handy. Create to-do lists and notes, and set reminders to keep you on track. Everything syncs across your devices, so what’s important is always at your fingertips. Easily share them with your team and archive them when you’re done. And, once again, Google search works seamlessly with it.
Google Workspace Admin Console
The Google Workspace management console allows business owners to easily manage everything from one place. It has recently been revamped and is now much better than before with Google Apps.
Do everything from adding new users and groups, managing devices, configuring security settings (such as 2-factor authentication), and adding new custom domains for your company that can be used for Gmail.
Most, if not all, Google Workspace features must be enabled by the administrator in order to be used. In addition, some of them are only available on higher plans. If a feature is not enabled and a user tries to access it, they will see an “unavailable” message (as seen below).
Here’re some additional features that we don’t use very often but that might interest you:
It’s also important to consider the additional features of Google Workspace Business and Enterprise plans. If you have a larger business and rely heavily on email, these features can help alleviate some of your concerns.
Unparalleled Benefits of Google Workspace
Aunque todas estas funciones son estupendas, ahora es el momento de analizar algunas de las ventajas reales de utilizar Google Workspace para tu empresa.
It is never recommended to host your email with the same company you use for WordPress hosting. That’s why we do not and will never offer email hosting to our customers (aside from maybe a Google Workspace add-on on the way for us).
As you can see, hiring a third party for email hosting is really beneficial for your company.
Familiar, Compatible, & Easy to Use
One of the biggest advantages of opting for Google Workspace for your company is that most of your employees are probably already accustomed to using products like Gmail for email and Google Docs. This makes the transition very easy and ensures that you don’t have to waste time explaining to new employees how to use company tools, unlike Zoho or Office 365, where more explanation may be required.
Google Workspace also has the best support on mobile devices compared to any other email provider. Simply put, it works everywhere.
And if you already have a personal Gmail account, Google makes it very easy to switch from one account to another (personal Gmail and Google Workspace accounts) with a single click.
Uptime
When it comes to uptime, Google is one of the best in terms of reliability. If you want to dig into the technical details, Google Workspace offers a 99.9% service level agreement (SLA) for covered services, and in recent years they’ve exceeded that. Also, because email is such an important part of every business, Google Workspace has no scheduled downtime or maintenance windows. All of its data centers are built with redundant infrastructure.
But, just like any other service, they can never be operational 100% of the time. So you can always check the Google Workspace status dashboard for updates on all of its products.
Google Workspace Isn’t The Cheapest, But It’s Extremely Affordable
There are other providers that are cheaper, such as Zoho (we’ll do a comparison later). However, just as we always recommend that you invest in WordPress hosting, your business email is not one of those areas where you should try to save money. Having email hosting you can trust can save you money down the road.
Here’s a look at Google Workspace pricing and what’s included in each plan.
Here’re some quick estimations for you:
For all that Google Workspace includes, this is a great deal.
You can also opt for a discounted rate by switching to an annual subscription. An annual subscription offers savings of up to 20% more than the standard monthly subscription. The best part is, if you prefer, you can continue to receive monthly invoices with the annual subscription.
Google Workspace Is as Secure as It Gets
Google Workspace is based on the Google Cloud Platform, which offers the highest security in the market. It is trusted by some of the world’s largest companies, including HP, Verizon, Whirlpool, and Salesforce. As Google says, they are leading with a “security-first mentality.” They have industry-leading expertise and experience backing each and every one of their products, including Google Workspace.
Here’re a few highlights of ways Google Workspace protects you & your data:
For more information, see the Google Cloud Security and Compliance white paper.
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Google Workspace vs Office 365 vs Zoho
There are thousands of email hosts on the market. But when it comes down to serious business email hosting, you can really narrow it down to these three providers: Google Workspace, Office 365, and Zoho. So below we’ll do a little comparison.
There are thousands of email hosting providers on the market. But when it comes to serious business email hosting, you can really narrow it down to these three providers – Google Workspace, Office 365, and Zoho. So let’s do a little comparison below.
Pricing
For pricing, we’re taking the monthly cost from each provider.
| Google Workspace Business Starter | Office 365 Business Essentials | Zoho Standard |
| $6/user/month | $6/user/month | $4/user/month |
Additional Notes:
Software & Tools
Comparable products between suppliers are shown below.
Additional notes:
But as you can see, all three of the above providers have very similar offerings when it comes to the tools and services they provide. So a lot of your decision will probably come down to price and ease of use for your employees.
Disadvantages of Google Workspace
To be completely honest, we haven’t found many downsides to using Google Workspace, and our team has been using it for over four years. It definitely depends on the type of company you are, though. Here are a few things you can keep in mind:
How to Move to Google Workspace
Personally, we think Google Workspace is the best choice for hosting email and other tools, and that’s why we recommend it to all our customers. Plus, they offer a 14-day free trial, so you can try it out before committing to anything. Their onboarding process is also incredibly simple.
Here’re some quick steps to get started with Google Workspace for your business:
Step 1
Sign up for your free trial.
Step 2
Activate your account by logging in to your Google Admin Console (Note: log in with your Google Workspace email address and password (this address ends in @yourcompany.com and is not an @gmail account or a personal Google account).
Step 3
In the admin console, click “Start Setup” to start the setup wizard. You will give each team member an email address in your domain (such as john@yourbusiness.com), so they can start using Gmail, Calendar, Meet, and all other Google Workspace services. You can also manually add additional users at any time.
If you have additional domains, you can also add them or create email aliases.
Step 4
In your administration console, you will need to follow the steps to verify that you are the owner of your domain. You will receive a verification code that you will need to add to your website or domain settings. Google Workspace provides excellent instructions on how to verify your domain for literally all registrars and DNS providers.
If you use Kinsta DNS, we also have a tutorial on how to add your Google MX records in our MyKinsta dashboard. When you create your domain, you can add the records with one click.
If you are coming from another email host, such as GoDaddy, BlueHost, OVH, or Office 365, you will most likely want to migrate your old emails as well. Here are some useful links:
Note:
If you are just starting to use e-mail for your company for the first time, you can skip the above migration process.
Step 5
The last step is to follow the Google Workspace quick start guides to set up the additional applications, such as Google Drive, Google Calendar, Google Contacts, etc. And that’s it.
Google Workspace Tips
Once Google Workspace is up and running, you are likely to encounter some warnings or errors. One of them is the following message when trying to save a profile picture.
Sorry, we’re sorry. We were unable to save your profile picture. Please try again later.
In Google Workspace, the administrator must give users permission to save a profile picture. This can be done from “Directory → Directory settings → Edit profile“.
Check the “Photo” option & click “Save.”
Note:
Google Workspace settings usually take a couple of hours to propagate. Therefore, we recommend that you wait a while before re-uploading a photo.
FAQ’s
Can I integrate Google Workspace with my existing CRM system?
Yes, Google Workspace supports integration with various CRM systems, such as Salesforce, HubSpot, and Zoho CRM. By integrating these platforms, you can streamline your customer management processes, synchronize data between systems, and enhance productivity by accessing relevant customer information directly from your Google Workspace applications.
Does Google Workspace offer HIPAA compliance for sensitive healthcare data?
Yes, Google Workspace provides options for HIPAA compliance through its Google Workspace Business and Enterprise plans. These plans include additional security measures, such as access controls, audit logs, and data encryption, to help organizations in the healthcare industry meet HIPAA requirements and protect sensitive patient information.
Can I customize the appearance of my email signatures in Google Workspace?
Absolutely. Google Workspace allows you to create customized email signatures for your business. You can add your company logo, contact information, and other relevant details. With the use of Google Workspace’s rich text formatting options, you can create professional and visually appealing email signatures that align with your brand identity.
Can I access Google Workspace offline?
Yes, Google Workspace provides offline access to certain applications. By enabling offline mode, you can access and edit your Google Drive files, compose and manage emails in Gmail, and view and edit your calendar events in Google Calendar, even without an internet connection. Any changes made offline will sync once you regain internet connectivity.
Can I set up email aliases for my Google Workspace account?
Yes, Google Workspace allows you to create email aliases, which are alternative email addresses that deliver emails to your primary account. This feature can be useful for managing multiple email addresses or department-specific email aliases within your organization, allowing you to consolidate communication and simplify email management.
Is two-factor authentication available for Google Workspace accounts?
Yes, Google Workspace supports two-factor authentication (2FA) to enhance account security. By enabling 2FA, users are required to provide an additional verification method, such as a mobile app or a security key, along with their password when logging into their Google Workspace accounts. This adds an extra layer of protection against unauthorized access.
Can I restore deleted files in Google Drive?
Yes, Google Drive offers a file recovery feature that allows you to restore deleted files. Deleted files are sent to the “Trash” folder, where they remain for 30 days by default. Within this timeframe, you can easily retrieve and restore the deleted files. After 30 days, the files are permanently deleted and cannot be recovered.
Does Google Workspace support multiple domains for email hosting?
Yes, Google Workspace supports the use of multiple domains for email hosting within a single account. This means you can have email addresses with different domain names, all managed and accessed through your Google Workspace account. It provides flexibility for businesses with multiple brands, departments, or subsidiaries.
Can I access Google Workspace on mobile devices other than smartphones?
Absolutely. In addition to smartphones, Google Workspace is accessible on various mobile devices, including tablets and even some smartwatches. Google provides dedicated apps for iOS and Android devices, ensuring a seamless and optimized experience across a range of mobile devices.
Can I schedule and join Google Meet video conferences directly from Google Calendar?
Yes, Google Workspace integrates Google Calendar with Google Meet, allowing you to schedule and join video conferences seamlessly. When creating a calendar event, you can add a Google Meet link, making it easy for participants to join the meeting with a single click. The integration simplifies scheduling and improves collaboration within your team.
Mike DaVinci HighTechBlogging.com
Mike DaVinci is a skilled content writer with a talent for storytelling. He specializes in creating captivating narratives that engage readers and leave them feeling inspired. His writing has been featured in various publications, including magazines, blogs, and business websites. Mike’s particular interest in human interest stories allows him to uncover the heart of any story and convey it to his readers in an emotional and authentic way. He believes that storytelling is a powerful tool for connecting with people and inspiring positive change in the world.
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