What is Google Workspace and Why Do People Love it?

Written by David Worthington on March 21, 2023

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Are you looking for a way to make working with your team easier? Look no further than Google Workspace. This cloud-based productivity and collaboration suite is super popular for a reason. In this blog post, we’ll explore what Workspace is and why people love it as well as alternatives and pricing.

What Is Google Workspace?

Formerly known as G-Suite, Google Workspace is a cloud-based productivity and collaboration suite that includes a range of tools such as Gmail, Google Drive, Google Docs, Sheets, Slides, and Meet, as well as other tools such as Google Calendar, Google Chat, and Google Sites. The suite is designed to make it easier for teams to collaborate remotely by allowing team members to access and work on files and documents from any device with an internet connection.

Collaboration and Sharing in Workspace

One of Google Workspace’s key strengths is its collaboration features. Users can work together in real time on documents, spreadsheets, and presentations, with all changes saved automatically. You can also track changes and access version history, allowing for easy review and restoration of previous versions. Sharing files and folders is as simple as sending a link, and granular permissions ensure that you maintain control over who can view or edit your content.

Customization and Extensibility of Workspace

Google Workspace can be customized to meet the unique needs of your organization. You can create custom email addresses with your domain, customize the appearance of your Workspace applications, and even create custom templates for documents, spreadsheets, and presentations. Google Workspace also supports third-party integrations through the Google Workspace Marketplace, which allows you to extend its capabilities by connecting it to other tools and services.

How Secure Is Workspace?

Google Workspace places a strong emphasis on security and data protection. All data in Google Workspace is encrypted, both in transit and at rest. Administrators can enforce two-factor authentication, monitor user activity, and configure access controls to protect sensitive data. Additionally, Google Workspace is compliant with several industry standards, including GDPR, HIPAA, and FERPA.

What’s Included in Workspace?

Workspace has many apps that are perfect for getting stuff done with your team. These are:

  • Gmail is a free web-based email service developed by Google. It offers users a number of features such as spam filtering, integration with Google Drive for file sharing, built-in Google search functionality, and the ability to organize emails using labels and filters.‍
  • Google Drive is a cloud-based storage solution for files, documents, photos, and videos. Since everything is stored in Google Drive, it’s essential to ensure that the drive is secure.
  • Google Docs is an online word processor that lets you create, edit, and share documents in real-time.‍
  • Google Sheets is an online spreadsheet application that lets you create, edit, and share spreadsheets in real-time.‍
  • Google Slides is an online presentation application that lets you create, edit, and share presentations in real-time.
  • Google Calendar is an online calendar that lets you schedule and organize events, appointments, and meetings.‍
  • Google Meet is a video conferencing tool that lets you host and join meetings.‍
  • Google Forms is an online form builder that lets you create surveys, quizzes, and questionnaires‍.
  • Google Sites is a website builder that lets you create and publish websites without coding knowledge.‍
  • Google Chat is an instant messaging and collaboration tool that lets you communicate and share files in real time.

Why Do People Love Workspace?

People love Workspace for lots of reasons. Here are some of the most popular ones:

  • Cloud-based: You can access your work from anywhere with an internet connection.
  • Designed for collaboration: It’s easy to work on things with your team in real-time.
  • Secure: It has great security measures in place to protect your data.
  • Easy to use: It’s user-friendly, even if you’re not a tech wizard.
  • Customizable: Make it work for your team’s unique needs.
  • Affordable: with pricing plans that work for businesses, schools, and non-profits.

Can Individuals Use Workspace?

Workspace can be used for free by signing up for a personal Gmail account. However, your email address will be in the format of [email protected], which may lack the professional touch of having an email address on your own domain. If you’re on a tight budget, using a personal Gmail account is still a viable option.

How Many Companies Use Workspace?

Did you know that over 900,000 companies use Workspace? That’s a lot of businesses! With its cloud-based productivity and collaboration tools, Workspace has become a popular choice for companies worldwide.

What Is the Market Share of Workspace?

Workspace has a market share of 44% in the office suites category, as of April 2024. As a cloud-based productivity and collaboration suite, Workspace has become a dominant player in the market.

What Don’t People Like About Workspace?

Workspace’s primary limitation is that it requires other users to use the same platform for effective collaboration. Working with customers or vendors who use different tools can be challenging. Similarly, different teams within a single company may prefer different document management tools, creating further obstacles for collaboration.

If you’re in an industry where Office 365 is dominant and your customers or vendors need to collaborate with your team directly on documents, workspace’s benefits may not justify the cost. In this case, Office 365 may be a more suitable option, despite being more expensive and not rated as highly as Workspace. Ultimately, it’s important to choose a collaboration tool that works well for everyone involved.

Google Workspace Plans and Pricing

Google Workspace offers a range of subscription plans tailored to meet the needs of various organizations, from small businesses to large enterprises. These plans come with different features, storage capacities, and prices, ensuring that you can find the right fit for your organization.

Google Workspace Plans Overview

Google Workspace offers four main subscription plans, each designed to cater to different organization sizes and requirements:

  • Business Starter: Designed for small businesses, this plan offers essential Google Workspace tools with basic features and 30 GB of storage per user.
  • Business Standard: Ideal for growing businesses that require additional features and storage, this plan includes enhanced features and 2 TB of storage per user.
  • Business Plus: Targeted at larger organizations with advanced needs, this plan offers advanced features, increased security, and 5 TB of storage per user.
  • Enterprise: Tailored for large enterprises with complex requirements, this plan provides advanced security, management, and compliance features, along with enhanced support.

What Are Some Alternatives to Workspace?

If you’re not a fan of Workspace or just want to explore other options, there are several alternatives available. Let’s take a look at some of the most popular ones:

  • Microsoft Office 365: This is a productivity suite that includes Word, Excel, PowerPoint, and Outlook. You can also use Microsoft Teams and SharePoint for collaboration purposes.
  • Zoho Workplace: If you’re looking for a cloud-based suite of productivity tools that include email, document management, and collaboration features, Zoho Workplace is worth checking out. It’s great for small to medium-sized businesses.
  • Apple iWork: If you’re an Apple user, Apple iWork may be a good alternative. It includes Pages, Numbers, and Keynote and is available only on Apple devices. It’s user-friendly and simpler than Workspace or Microsoft Office.
  • Dropbox Paper: This is a collaborative document editing tool that works with Dropbox’s cloud storage. It allows real-time collaboration and commenting features for teams that need to work on documents together.
  • LibreOffice: This is a free and open-source productivity suite that includes word processing, spreadsheet, and presentation tools. It’s a great option for individuals or small businesses on a tight budget.

Each of these alternatives offers similar features to Workspace and caters to different types of businesses and users. Ultimately, you’ll need to weigh the pros and cons of each and pick the one that best suits your specific needs.

Simplify and Secure Access With JumpCloud and Google Workspace

JumpCloud’s open directory platform provides customers with an alternative directory service to replace or modernize aging Microsoft Active Directory servers with its modern cloud-based solution. JumpCloud’s integration with Google Workspace enables identity workflows and synchronization to thousands of applications, HRIS systems, and cloud infrastructure, regardless of where users work.

There are also extensive benefits of the JumpCloud and Google Workspace partnership for MSPs and JumpCloud partners that already use and promote Google Workspace. This package ties the two solutions together and provides a comprehensive IT solution for organizations looking to modernize their IT infrastructure and avoid or get rid of any existing on-prem, legacy infrastructure.

You can try JumpCloud for free to determine if it’s right for your organization. 
Our customers tell us that asset management is also important for security and IT operations. JumpCloud is enhancing its platform to unify SaaS, IT security, and asset management.

How to Get Started with Workspace?

To get started with Google Workspace head over to Google Workspace to sign up for a plan that fits your needs. From there, you’ll be able to access Google Workspace’s cloud-based productivity and collaboration tools to streamline your workflows and collaborate with your team more effectively.

David Worthington

I'm the JumpCloud Champion for Product, Security. JumpCloud and Microsoft certified, security analyst, a one-time tech journalist, and former IT director.

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