Did you know that Google offers a business edition of Gmail as part of the Google Workspace productivity suite? Let’s take a look at Google Workspace and Gmail to understand better which one you should choose.

What is Google Workspace?

Google Workspace, formerly known as G Suite, is a suite of cloud-based productivity and collaboration tools offered by Google. In addition to Gmail, Google Workspace includes apps such as Google Drive for storage and file sharing, Google Calendar for scheduling and time management, Google Docs for word processing, Google Sheets for spreadsheets, Google Slides for presentations, and more.

Google Workspace is intended for businesses and other organisations, while Gmail is more geared towards personal use. It provides additional features and benefits over Gmail, such as increased storage capacity, 24/7 support, administrative controls, and customisation options for your company’s domain. Additionally, with Google Workspace, all the services are integrated and work seamlessly together, making it easier for your team to manage work and communicate.


What’s the difference between personal Gmail and Google Workspace?

The personal version of Gmail is free. It allows everyone to send and receive emails and manage their email messages through a user-friendly interface. Gmail also provides features such as spam protection, conversation threading, and integration with other Google services like Google Drive, Google Calendar, and Google Maps.

The business version of Gmail is available with Google Workspace. It supports custom business email addresses (such as name@yourcompany) and comes with more cloud storage which is also shared with Google Drive. On top of this, there are other features created especially for business users:

  • The option to create 30 email aliases per user.
  • Group email addresses.
  • Advanced security features like two-step authentication and SSO.
  • Admin controls for user accounts.
  • 99.9% uptime guarantee.
  • Outlook integration.

The Google Workspace version of Gmail also incorporates Chat, Meet, and Rooms in an effort to offer a unified communication interface and compete with Microsoft 365 and its email service, Outlook.

Gmail website on a mobile phone.

Which one should you use?

Free Gmail is made for personal users, whereas Google Workspace, which includes business Gmail and team collaboration features, is made for business users.

Free Gmail does not support team management and only allows for individual file sharing because it is intended for personal use. A Gmail user must enter each recipient’s email address separately when sharing a file with multiple people. Instead of manually adding each recipient’s email address, a Google Workspace user can share files with an entire team with just one click by logging into their business Gmail account.

For teams larger than 3 people, we always recommend switching to Google Workspace.


How to switch from Gmail to Google Workspace?

If you’re interested in switching from Gmail to Google Workspace, here are the steps you can follow:

  1. Choose a Google Workspace plan: there are different plans available, each with different features and pricing. You can check out the available options here.
  2. Purchase a plan: after you have chosen a plan, you can purchase Google Workspace licences through a Google Cloud partner such as Refractiv (recommended for organisations with 5 users or more and especially for large organisations), or through the Google Workspace website.
  3. Set up your account: this includes verifying your domain, setting up email accounts for your employees, and fixing up administrative controls.

You may also want to migrate your data from Microsoft 365 or other services. Refractiv can help you with the tools and expertise needed to complete the migration process.

It’s always a good idea to consult with a Google Workspace specialist or IT professional to ensure a smooth transition.