Google Workspace Services: Should You Use It This 2022?

As most people would say, the best investment to achieve success is in the tools you’re using. Providing the right tools enables people to become their best.  But of course, we must not forget that it is also essential to use the right tools in the right way. Let’s talk about Google Workspace services – the right tools that enable people to become their best.

Google Workspace was initially released as Google Apps for your Domain in 2006. It was later rebranded as G Suite back in 2016. Then, in October of 2020, G Suite was rebranded as Google Workspace. After years of being in service, how does Google Workspace hold up in 2022? How does it compare to other cloud computing collaboration tools?

Google Workspace in 2022

In this article, Onsite Helper reviews Google Workspace services from top to bottom. We will give you a comprehensive look at the different tools that Google Workspace is known for. Whether you’re a beginner or a professional, trying to improve collaboration, organisation, and communication, we’ll know if Google Workspace is for you. 

Is 2022 the year you’ll start using Google Workspace for personal or business use?

Let’s find out.

What is Google Workspace?

Whether you’ve known it as Google Apps for your Domain, G Suite, or Google Workspace, right from the start, this has been Google’s collection of tools and apps that focus on real-time collaboration and organised communication.

For a monthly fee, your business will be able to access and utilise Google’s collaboration tools that have been years in the making (and it’s still being constantly updated!). With that said, you’ve probably heard of the more common Google Apps such as Gmail, Google Docs, and Google Drive.

Google Workspace takes these free Google apps that everyone can enjoy and takes it to a whole new level. This particular upgrade combines these tools and modifies them to work really well in helping businesses.

Whether you’re a solo freelancer, running a startup, or managing a large company, Google guarantees that Google Workspace has got something to offer you.

And when you want to amplify your productivity, Onsite Helper offers you Google Workspace Management. As part of our commitment to the Google Workspace ecosystem, we will provide businesses in Melbourne and all over Australia with proper Google Workspace training. On top of that, we’ll also provide an IT roadmap to implement productive measures and proper Google Workspace security.

What do you get out of a Google Workspace subscription?

Google Workspace services

A Google Workspace subscription comes in tiers. Basically, you’ll get to enjoy Google Apps from the Google Workspace for a monthly fee. If you’re willing to pay more, you’ll enjoy more features and better services. Which Google Apps can you use for a basic Google Workspace subscription?

Gmail

Almost anyone has a Gmail account these days – from personal emails, freelance use, and even small businesses, you’ll see @gmail.com anywhere.

With Google Workspace services, you’ll be able to make it so that you’re sending emails from your domain. This means that your recipient will receive an email from @yourdomain.com which makes you and your business look a lot more professional.

Gmail

Google Meet

Google Meet is a video conferencing tool that offers more than just video calling. With Meet, you can share your screen and presentations for better workplace communication. If you get a higher tier of Google Workspace subscription, you unlock the ability to easily record meetings and automatically save them to your drive for later use or review.

Video meetings have become critical since most of us have had to work from home. If you’re using other video meeting software then it might be a good idea to switch over to Google Meet for better integrations and features.

Google Meet

Google Calendar

Google Calendar is highly customizable. It works seamlessly with other Google Apps such as Google Meet and Google Chat. You can easily schedule meetings, have a link for the conference ready, and so much more.

The calendar is highly optimised for business use. Admins and managers can have access to their employees’ calendars, set meetings, schedule tasks and appointments, and easily see who’s on leave.

Google Drive, Docs, Slides, and Sheets

The version of Google Docs, Slides, and Sheets that you get with Google Workspace is the same as the free version. The big difference is that it works with additional security features as Drive Labels. These Google Workspace security features ensure that the risk of sensitive information reaching unintended users are marginal.

With Drive, you can also set up a shared drive. Google Drive makes collaboration within the team really easy and transparent. It’s a data cloud storage platform that features up-to-date security measures to prevent any unwanted leakage and data spills.  These apps are also available offline, just in case you need to be on the go and you won’t have access to the internet.

Google Drive - Google Workspace services

Other Google Apps and Better Support

Other Google Apps such as Google Chat, Currents, Jamboard, and Google Keep also come with the Google Workspace subscription. With all of these tools at your disposal, Google also makes sure that you won’t be overwhelmed and left guessing how this and that works.

With a Google Workspace subscription, you also get to enjoy a better customer service experience. The Google Workspace subscription comes with 24/7 Google Workspace support that’s available via phone, email, or online chat. Customer support to this degree is hard to come by, this makes the use of Google Workspace much simpler and not as intimidating for businesses.

The Google support is basic. They will guide you towards how the tool is meant to be operated the “Google way”. However, in our experience, most businesses don’t only use Google software or hardware, they almost always have a mix of different software such as using MS Office & hardware such as Windows PC’s or Apple Mac. Also, businesses have their own unique way of working which often isn’t the “Google best practice” way but it works for them. Therefore, Google support can be difficult to meet the hybrid or custom environment of the business.

This is where businesses get much more value with working with a Google partner like Onsite Helper, that not only is an expert with Google Workspace, but also is highly knowledgeable with all the other software/hardware and most importantly has a relationship with the business and knows how they uniquely operate. Therefore, the support provided is highly tuned for their environment and they get a far better result.  More info about the benefits of a google partner here.

On top of the great Google Workspace support that you’re getting, you’re also going to enjoy a lot of security benefits from the Google Workspace Management and Admin Console.

Onsite Helper has helped numerous businesses in Melbourne and all over Australia with their Google Workspace management. Throughout all those years, we can tell that the Google Workspace support that Onsite Helper provides in Australia is second to none. Contact Onsite Helper and we’ll manage your Google Workspace for maximum productivity and efficiency!

Is Google Workspace good for small to large businesses?

Without a doubt, yes.

Google Workspace services offer a lot of flexibility when it comes to tailoring its services from small to large businesses. It is for this reason that when you first sign up for Google Workspace, Google will ask you about the number of employees that you have. Options range from being Just You to catering to more than 300 employees.

Don’t worry about what you first pick here, however. You can always tweak that number later on.

Google Workspace services - number of employees

How much does Google Workspace cost?

Google Workspace services subscription pricing

There are 4 different plans available. All of these plans include a custom and secure business email, Google Workspace security and management control, standard support, and cloud storage per user. In a nutshell, here are the major difference in the subscription plans:

  • Starter Plan – 100 participants in video meetings, 30 GB cloud storage per user
  • Business Standard – 150 participants in video meetings with a recording feature, 2 TB of cloud storage per user
  • Business Plus – 250 participants in video meetings, recording feature, attendance tracking, 5 TB of cloud storage, enhanced security, and more.
  • Enterprise – custom pricing for 250 participants in video meetings, recording, attendance tracking, noise cancellation, in-domain live streaming, as much storage as you need, and so much more.

For a more in-depth analysis on Google Workspace prices, and a detailed comparison between Office 365 and Google Workspace, read our article on Google Workspace vs Microsoft 365 (2022): Which Is the Better Cloud Office System?

Our Verdict

Is Google Workspace any good in 2022?

Google Workspace has been an amazing productivity tool that has helped businesses of varying sizes improve their operations and scale-up. We’ve seen this happen to a lot of businesses in Melbourne and all over Australia. This has been the case and this is still the case in 2022. And with the number of updates that Google is doing, we can expect Google Workspace to perform better and improve in the years to come.

If you value cooperation, coordination, and an organised work environment, Google Workspace services is definitely for you.

So, if you’re thinking of making a move to Google Workspace and wanting to have a seamless utilization of it, contact Onsite Helper today. We specialise in Google Workspace migration and support, managed IT systems and solutions, and so much more! Our team of specialists are always ready to assist you! 

Google Workspace vs Microsoft 365 (2022): Which Is the Better Cloud Office System?

The advancements in technology have made many lives a lot simpler, faster, and more efficient. These are observable in businesses and organisations, as they strive to be faster and more efficient with their processes and services nowadays.

How do they do this? One way is by increasing the avenues for collaboration. The more people can effectively work together in a short amount of time, the more it allows organisations to get more stuff done – to be highly productive. This is where cloud office systems come into play.

In today’s market, the most dominant cloud office systems are Google Workspace and Microsoft 365. We hear a lot of businesses of different sizes talk about those two. So which one is actually better? Which is more suitable for your business? In this post, Onsite Helper will be giving you an updated and detailed comparison to help you decide which is best for your business.

Let’s get started.

Google Workspace vs Microsoft 365

What can Google Workspace and Microsoft 365 do?

Google Workspace and Microsoft 365 might differ in the specifics of what they do but they are still office systems, which means they do have certain similarities. These cloud office systems allow you to use a web browser to perform common tasks such as:

  • Send and receive emails
  • Video conferencing
  • Calendar management
  • File management
  • Document, spreadsheet, and presentation creation
  • Team collaboration

On top of the browser-based services, Microsoft 365 also provides an extensive range of desktop applications that can be locally installed on the user’s computer.

These two cloud office systems underwent name changes – Microsoft 364 was previously known as Office 365, while Google Workspace was once called G Suite.

Price - how much does it cost to use each cloud office system?

The price for Google Workspace and Microsoft 365 varies by country. For the purposes of this comparison, we will be basing the price on their offers in Australia in AUD.

Google Workspace pricing

Google Workspace pricing

As you can see from the image above, there are 4 different plans available. All of these plans include a custom and secure business email, security and management control, standard support, and cloud storage per user. Here’s how they differ from each other:

  • Business Starter – 100 participants in video meetings, 30 GB cloud storage per user
  • Business Standard – 150 participants in video meetings with a recording feature, 2 TB of cloud storage per user
  • Business Plus – 250 participants in video meetings, recording feature, attendance tracking, 5 TB of cloud storage, enhanced security, and more.
  • Enterprise – custom pricing for 250 participants in video meetings, recording, attendance tracking, noise cancellation, in-domain live streaming, as much storage as you need, and so much more.

Click here to know more about the Google Workspace plans

Or you can schedule a meeting with one of our Google experts and know how you can get the best out of Google Workspace for your business. 

Microsoft 365 pricing

Microsoft offers a lot of different pricing plans for Microsoft 365. There are plans for home use, business, enterprise, government and more. Again, to avoid confusion, we’ll be comparing the Microsoft 365 plans for business and enterprise.

Microsoft 365 pricing

Here are the differences between each option:

  • Business Basic – Conference for up to 300 attendees, web and mobile version of Office apps, 1 TB of cloud storage per user, business-class email, Standard security and support
  • Business Standard – Everything from the Basic plan with desktop versions of Office apps, together with premium features, webinar hosting, attendee registration, reporting tools, and customer appointments
  • Business Premium – Everything from the Standard plan plus advanced security, access and data control, and cyber threat protection
  • Microsoft 365 Apps – Desktop version of Office apps, 1 TB of cloud storage, standard security and support

Click here to know more about the Microsoft 365 plans

As you can see, it’s helpful to know the pricing plans for both Google Workspace and Microsoft 365, however, it doesn’t paint the full picture. For that, we need to look at the different features that each cloud office system offers.

File Storage

For entry-level plans, there’s no denying that Microsoft’s 1 TB of cloud storage is definitely more attractive than Google’s 30 GB of cloud storage. For that alone, Microsoft’s Business Basic plan takes the lead.

Google, however, might have different plans. You’ll notice that if you move up beyond Google’s entry-level plans, they start to become more competitive. Google’s Business Standard and Business Plus offer 2 TB and 5 TB of cloud storage, respectively. This is a much larger advantage compared to Microsoft’s cloud storage that is capped at 1 TB for every business plan that they offer.

1 TB is a lot of data, but if you’re a growing business, you’ll notice that you’ll burn through your 1 TB of storage in no time. Upgrades are available for purchase with the Google Workspace and Microsoft 365 plans, but ultimately, Google Workspace’s file storage pricing is cheaper than Microsoft’s.

Email

Google Workspace’s default email app is Gmail, while Microsoft 365’s default email app is Outlook. You can still access your email using any email program but for this comparison, we’d stick to their respective default email apps.

Gmail has a wide range of functionality. And because of its popularity, there are a lot of third-party apps that also add to its functionality. Finding messages using Gmail is really easy and quick, given Google’s expertise in search functionality.

Outlook, on the other hand, is available in two different versions for most Microsoft 365 plans: the browser and desktop version. The Desktop version provides a lot of flexibility when it comes to sorting, grouping, labelling, and managing your email – something that isn’t as simple when it comes to Gmail.

Aside from mail sorting, Gmail tops Outlook in most respects. It’s intuitive, easy to use, and you get more options in customizing how you want to send or receive emails – tools that would be helpful especially when you’re trying to be productive and keep things organized.

Desktop applications

Despite Google’s popularity when it comes to cloud and online-based applications, Microsoft has more influence over offline desktop applications. This is due to people’s familiarity with Microsoft Office products such as Word, Excel, Powerpoint, and Outlook – more often than not, these are referred to as the ‘classic’ office applications.

While most have already adapted to the age of cloud computing, some are still fond of using offline Microsoft applications when creating and editing their documents. This is one of the factors that keep people from migrating to Google Workspace and encourages people to use Microsoft 365.

You can still open Microsoft Office files on Google Workspace, however, the full format of the file might completely look the same. There will be minor differences and for some, they don’t want to go through the hassle of converting something to the Google format, only to have the other party open it again using Microsoft Office. Some prefer to just have the whole exchange in the Microsoft format, while others have the Microsoft Desktop apps installed specifically for those files, even though they use Google Workspace.

One more thing to note about the desktop applications for Microsoft 365 is that they have to be installed locally. This means that you might have to assign somebody to take care of those facets as not everyone would know how to properly install or manage those applications. Therefore, there might be some underlying IT costs there that might surprise you. Moreover, having some work done offline could also be subject to some security issues. And you might be limiting your team’s possibility of real-time collaborative work.

Web applications

Google Workspace and Microsoft 365 both offer a comprehensive set of web-based apps, here are the rough equivalents of each product:

  • Google Docs – Word (word processing)
  • Google Sheets – Excel (spreadsheets)
  • Google Slides – Powerpoint (presentations)
  • Google Sites – Sharepoint (website building)
  • Google Meet – Microsoft Teams (video conferencing)
  • Gmail – Outlook Online (email)
  • Google Keep – Onenote Online (note writing and keeping)
  • Jamboard – Whiteboard (digital whiteboard tools)

Collaboration

One of the biggest advantages of cloud office services is the huge collaboration possibilities. Instead of having to wait for a day or two for updates, you can see how your employees are making progress on tasks in real-time. At the same time, you are able to collaborate with them and work on the same document without disturbing each other. This allows work to be done at a much faster pace, it reduces confusion and miscommunication, and it just keeps everyone on the same page with the tasks at hand.

In this regard, Google Workspace takes the upper hand. In general, their apps just feel a lot smoother to use and collaborate on, in contrast to the Microsoft 365 equivalents. This is because Google Workspace was built with real-time collaboration in mind, whereas Microsoft 365 had to evolve from an office suite to a collaborative cloud-based one.

Pros and cons of Google Workspace and Microsoft 365

While there are a lot more facets about this topic that we can nitpick and look into, hopefully, this guide has helped clarify some information about Google Workspace and Microsoft 365. Which is the better cloud office system? It would really depend on your business’ needs. There are pros and cons to both and Onsite Helper would like to highlight those for you right now.

Why pick Microsoft 365 over Google Workspace

  • Most Microsoft 365 plans come with desktop versions of the MS Office applications. Given that some clients will send, receive, and edit data using MS Office applications, you will be able to easily work with them without any problems with formatting and compatibility issues.
  • Microsoft 365 offers a very generous one-month trial compared to Google Workspace’s 14-day trial.
  • Microsoft 365’s entry-level plan offers more storage space, 1 TB per user
  • Microsoft 365 offers more advanced phone call management options and higher video conferencing participant limits.

Why pick Google Workspace over Microsoft 365

  • Google Workspace is a google cloud office system for businesses that use multiple devices and different operating systems
  • The interface of Google Apps is highly intuitive and very clean. They don’t require devices with strong specs and they load pretty quickly.
  • Google Workspace was built with collaboration in mind from the ground up. Their real-time collaboration features are much stronger and more conducive for cloud-based work.
  • Google Workspace allows you to create, edit, and save Google Workspace and MS Office documents.

To reach your organisation’s utmost success, it’s essential to have good systems supporting processes and services, improving your productivity. Onsite Helper for many years, has been assisting mid-level businesses in their growth and development, as they pave their way to become the optimum version as an organisation. Talk to us today about Google Workspace. And hey, we have also devised a Google Workspace Security Audit that checks your system’s vulnerabilities that may lead to data loss. Connect with us now!

How to Set Up Data Loss Prevention in Google Workspace

One of the apparent effects of the COVID-19 pandemic on the working population is the emergence of a certain divide, that is, remote work and office work. During the pandemic’s peak, businesses inevitably had to do necessary adjustments in their operations and even structures. Since people had to comply with the social distancing regulations and offices had to close to prevent the spread of the virus, a lot of businesses pivoted and started to offer work-from-home arrangements.

Google Data Loss Prevention

Today, it is clear that some are trying to return to their old office ways while others are trying to keep their remote work arrangements permanent. Whichever would dominate the market, one thing is certain – people and businesses are relying more and more on different online services to keep and share their files no matter how sensitive they are. While there are a lot of benefits to this, we also need to be aware and be cautious about its potentially damaging downsides.

Businesses and individuals are at risk of potentially harmful exploitation by clever cybercriminals. It’s no secret that most people are not prepared for the risks, this is why we need to talk about Data Loss Prevention (DLP) and how we can utilise it to protect our valuable data.

Google Data Loss Prevention (DLP)

Security is one of the priorities of Google. This is observable with their DLP for different Google Apps for work and individual use such as Gmail and Google Drive. Their Google Workspace Apps help admins manage their online security needs across any type and form of information with helpful features such as data encryption, detailed audit reports, customisable sharing controls, mobile management, and two-factor authentication.

Google DLP keeps sensitive data from accidentally or intentionally slipping out of your organisation. It adds another layer of security on top of the ones aforementioned.

Is your business at risk?

Do you want to know if your business’ data is at risk? Onsite Helper made a comprehensive audit that can help improve your IT security. This security audit shows you the aspects of your IT security that needs improvement. We are more than happy to provide you with that information, as well as how to address it.

The best part? Our IT security audit is completely FREE! Click here and get your IT security audit today!

Onsite Helper will show you how to properly set up DLP for Google Drive and Gmail. This will take your online security to the next level. Additionally, it ensures that your data will be safe and away from harmful risks.

Data Loss Prevention for Google Drive

content that users can share from Google Drive outside of the organisation. This will prevent the unintentional leakage or exposure of sensitive information like credit cards or personal identification numbers. Google Drive DLP works well in conjunction with Drive’s new Label feature which allows you to better improve the security of your data.

Google Drive

The flow of the Data Loss Prevention is as follows:

  • Admins define the DLP rules. These rules apply to both My Drive and the Shared drives.
  • DLP will scan the Drive for any contents that violate the rules that were set.
  • DLP will enforce the rules to the current files and every file that you add from there on out.
  • You will be alerted of any DLP rule violations that will occur.

What are the different file types that will be scanned by the DLP rules? On top of the Docs, Sheets, and Slides, on your Drive, these file types will also be scanned:

  • Document file types: .doc, .docx, .html, .odp, .ods, .odt, .pdf, .ppt. .rtf, .wdp, .xls, .xlsx, .xml
  • Image file types: .bmp, .eps, .fif, .gif, .img_for_ocr, .jpeg, .png, .ps, .tif
  • Compressed file types: .7z, .bzip, .gzip, .rar, .tar, .zip
  • Custom file types: .hwp, .kml, .kmz, .sdc, .sdd, .sdw, .sxc, .sxi, .sxw, .ttf, .wml, .xps

Technically, the only exclusions are the video and audio files.

How to set up Data Loss Prevention for Google Drive

f you want to learn more about Drive DLP, you can refer to the guide on the Google Workspace Admin Help.

Data Loss Prevention for Gmail

Why is Gmail DLP important especially for organisations? Email is the main way people communicate at work. Just in 2020, over 300 billion emails were sent and received worldwide every single day. Organisations have a lot of sensitive information, this includes proprietary data such as intellectual property and third-party data such as a customer’s personally identifiable information (PII). 

Gmail

The cost of data leaks isn’t easily quantifiable by a monetary amount because other than that information, you would also lose the trust of clients, customers, business partners, and more. Interestingly, most data leaks happen unintentionally – someone accidentally replying to all instead of a private message, sending information to a client of a similar name as a coworker’s, and more. Here’s why Gmail DLP really helps.

In the same way that Drive scans users’ files for DLP violations and restricts external file sharing, Gmail does the same in its own ways. How does Gmail DLP work? Basically,

  • The admin sets rules on Gmail that adheres to the companies privacy policy
  • Whenever an employee sends an email, DLP checks the contents of the email for any rule violations.
  • If any violations were found, the sender’s email would not be sent successfully
  • Admins are going to be notified of the incident

The scans don’t just apply to the text on the emails, Gmail DLP also scans the attachment of the email.

How to set up Data Loss Prevention for Gmail

If you want to learn more about Gmail DLP, you can refer to the guide on the Google Workspace Admin Help.

Prioritise your data’s security

You can never be too safe when it comes to data security and data loss prevention. Onsite Helper highly recommends that you identify any potential risk scenarios or weaknesses in your system, and address it accordingly. Do you need help in identifying those weak spots? You can always ask Onsite Helper for a FREE IT security audit, just click here.

Properly set up the Data Loss Prevention for your Google Workspace Apps, properly set the rules, and you can rest easy knowing that Google has got your back when it comes to protecting your sensitive data. 

Increase Your Company’s Data Protection Using Drive Labels With Google Workspace

As one of its core responsibilities, Google always makes sure to fully understand the value of data protection, especially in this modern era. Drive with Google Workspace has been at the forefront of data sharing, storage, and work collaboration for many years now. And with its current and new features, it’s evident that Google provides much importance to protecting their users’ data. 

As it stands today, Google Drive already provides a great cloud storage service. With the addition of Drive Labels, it has catapulted itself to become the best, if not the better. With Drive Labels, you can implement targeted data governance, allowing you to keep company files organised and well-protected.

Drive Labels

What are Drive Labels?

Labels are metadata, allowing users to easily organise, find, and apply regulations to items in Google Drive such as Docs, Sheets, and Slides. This specific feature can be used for record management, data classification, structured data finding, workflow, reporting, auditing, and so much more.

What can Drive Labels do?

Labels are very suitable for business organisations, especially when it comes to collaboration. 

  • Give users the ability to classify files based on their sensitivity level
  • Allow admins or managers to create, manage, and easily set rules for each label
  • Files can be automatically classified based on admin-defined data loss prevention (DLP) rules
  • Integrates with Google Workspace DLP to prevent external sharing of sensitive files
  • Increase file searchability by allowing users to find content based on labels and set fields

As teams collaborate on files, they may work on restricted documents containing personal identifiable information, top-secret files, intellectual property, and any other sensitive data. Labels add a layer of data governance to ensure that each file is handled appropriately to its unique content and needs.

With Labels, users can classify the files that they are working on based on sensitivity levels. For example, a policy in your business states that any documents deemed as confidential should not be and cannot be shared externally. Then all users must add the Drive Label, “Confidential.” From that, you would have a DLP rule in place, preventing any documents with this particular label from being shared externally. This is a big step in keeping all your data safe. 

Additionally, admins can configure data protection rules that can automatically label files. Rules such as the restriction of external sharing of the files can be added to a particular label among other things.

There are many other security features present in Google Workspace which are highly beneficial for mid-level businesses. Reach out to us today to know them.

Drive Label Types

Google Drive has two different kinds of labels: badged and standard.

Badged Label

A badged label lets users apply an indicator that emphasises the most critical metadata of the file. This can be set and tailored to your organisation.

A very common example of the use of a badged label would be a label named File Sensitivity. This label can have field options that better explain the importance or sensitivity of the data that is contained in that file. Field options could range from Top Secret, Internal, Public, Private, or whatever fits your organisation. Each field option can be set to have its own unique badge colour, making it a lot easier to identify.

Standard Label

A standard label is a simple label that you can apply to files of the same project or type. It lets you find files in a much quicker and organised manner.

For example, you can create a standard label called Project 1 and apply it to all of the files that are associated with that project. Similarly, you can also apply a label called Contract to all of your contracts so you can easily find them. After applying the Contract label to all the contracts, you can be even more specific and assign the Contract’s status. You can label it as Draft, Awaiting Signature, Rejected, Signed, Expired, or whatever fits the description.

How to turn on Labels

  1. Go to the Admin console home page
  2. Go to Apps
  3. Click Google Workspace
  4. Click Drive and Docs
  5. Under Labels, click Turn Labels On
  6. Click Save
How to turn on Drive Labels

Once you click save, the status on the left should say ‘ON for all’.

Google Drive and Docs Drive Label Status

You can add labels and configure data protection rules by clicking on Manage Labels.

Manage Drive Labels

For more information about the new Labels from Google Drive, you can refer to the Google Workspace Admin Help page on Drive Labels.

Once you’ve set that up and you’ve added labels on your files, you can now properly sort through and find things that you need in Google Drive while also protecting your data from misuse and leaking.

Data is important when it comes to decision-making, especially when you’re an entrepreneur. Data loss or leaks can potentially cost your business much money and trust with your clients.

If you want to maximise your online security, Onsite Helper can help you. We have developed a comprehensive Google Workspace security audit that works for every IT system. Click here to run a FREE audit today and level up your Google Workspace security!

How to Save Money by Using Google Groups Collaborative Inbox

Businesses will always strive to find a way to increase revenue and profit margins. One of the most common ways to achieve this is by determining how a business can decrease its running costs. There are a lot of ways to reduce your running costs especially when you’re using Google Workspace for your business. Additionally, it’s not always about getting the cheapest product out there, sometimes, you just need to know the right configuration that fits your business and will save you money. In this article, Onsite Helper will show you how you can use the Google Groups Collaborative Inbox to save money.

Collaborative Inbox

Google Groups Collaborative Inbox

More often than not, businesses will have a shared or a common email address that a group of people can use. Common examples of these email addresses are “sales@”, “info@”, “contact@”, and more. You see most of these email addresses on websites. If that email is not of a name, chances are that it’s managed by a group.

Google Groups Collaborative Inbox

With Google Workspace, having an extra account for emails like that can cost a business (on the higher end) $540 per year per account ($45 per month). What if we told you that you can instead save that money and have the same system anyway? That’s where the Google Groups Collaborative Inbox truly helps.

Google Workspace has a lot of features very beneficial for mid-level businesses. As part of our commitment to the Google Workspace ecosystem, we have specifically developed a comprehensive Google Workspace security audit that works for every IT system. Run an audit today and get the best out of Google Workspace by clicking here.   

Google Workspace has a lot of features very beneficial for mid-level businesses. As part of our commitment to the Google Workspace ecosystem, we have specifically developed a comprehensive Google Workspace security audit that works for every IT system. Run an audit today and get the best out of Google Workspace by clicking here.   

How does it work?

Google Groups Collaborative Inbox

With a Collaborative Inbox, emails that are sent to info@ or support@ are properly distributed and tracked. Further, you can see who has taken responsibility for which email, work with your team for a particular task, and properly track the status for each task. Basically, with the right permissions, you are able to:

  • Take a conversation to respond to
  • Assign responsibility for a conversation to another group member
  • Mark conversations/tasks as “complete”, “duplicate”, or “no action needed”
  • Search for conversations according to resolution status
  • Search for conversations according to its assignee

How can I get started?

1. Create a Group

  • Sign in to your Google Groups account
  • Click “Create Group” in the upper-left corner
  • Enter the necessary information and click “Create Group”
  • Add members that you want to be a part of the group
Google Groups Create Group

2. Enable Conversation History

Before you can turn on the Google Groups Collaborative Inbox features, you need to enable the Conversation History. To do this:

  • Click the name of the group
  • Click “Group settings”
  • Go to “Posting policies”
  • Turn on Conversation History

3. Enable Collaborative Inbox

To enable the Collaborative Inbox of your Google Group, go back to the Group settings. Then, under “Enable additional Google Groups feature”, click “Collaborative Inbox”.

Once you’ve done that, you’ve successfully created a Google Groups Collaborative Inbox. Now, you just need to assign permissions to your members.

4. Assign permissions

Each permission allows you to do a different task. To properly utilise the Collaborative Inbox, you need to assign the right permissions to the right people. This is what you’re able to do with each Collaborative Inbox-specific permission:

Who can moderate metadata

  • Take a conversation
  • Assign or unassign a conversation
  • Mark a conversation as “completed”

Who can moderate content

  • Mark a conversation as “duplicate”
  • Mark a conversation as “no action needed”

Assigning and resolving a collaborative inbox conversation

If you have the right permissions, you can assign conversations to yourself or other members of the group. To do this:

  • Select one or multiple conversations by checking the box next to the name
    • Assign it to yourself by clicking “Take”
    • Assign it to a group member by clicking “Assign” and enter the assignee’s email address. You can also add a note if you want to.
    • You can also unassign a conversation by clicking “Drop”

To resolve a conversation:

  • Choose one or more conversations to resolve
  • At the top, you can choose to mark the conversation/s as complete, no action needed, or duplicate.

Mark the conversation as complete once the actions items related to the conversation is finished. If there’s nothing that needs to be done about the conversation, mark it as no action needed. Mark conversations as a duplicate if a conversation raising the same concern is already present. Doing so will lock the conversation so that you can perform any actions on it.

Collaborative Inbox Actions

Utilising the Google Groups Collaborative Inbox is that easy. Save your business a lot of money by making use of this Google Groups feature instead of paying for another account.

Collaboration among team members is one of the most important aspects of a business. It solves problems and it ushers to more innovation and success. It also fosters good communication and relationship among team members as they reach the organisation’s goals. 
Effortless collaboration to maximise productivity is what we aim for all our clients here at Onsite Helper. Reach the paramount success you deserve with us, talk to one of our team members now!

Risks and Benefits of Two-Factor Authentication and Two-Step Verification

The ultimate goal of IT security is protecting the assets, devices, and services from being stolen. Enabling two-factor authentication (2FA) on your account is one of the best pieces of security advice that you’ll get from Onsite Helper and any other computer expert that you ask. As much as possible, if the website that you use supports two-factor authentication, enable and set it up correctly. Doing so will drastically improve your overall IT security especially now that password leaks and breaches are becoming more common.

Laptop and mobile security

How can a simple act of enabling two-factor authentication on your account protect your data, information, and identity from being compromised? How exactly does it work? Are there any benefits in disabling them?

Onsite Helper will tackle the benefits of two-factor authentication and the risks of turning it off in this guide about two-factor authentication.

If you want to protect your friends and family from unhealthy IT security practices and the risk of being hacked, share this blog with them!

And if you want to build the most solid security for your company today, click this and get in touch with one of our experts. 

5 things you need to know about two-factor authentication

Two-factor authentication is a fairly new feature in the facet of IT security. Most of the websites you visit and the accounts you use already support this feature. What exactly is it? How does it work? What should you do? Let’s find out.

1. Two-factor authentication and two-step verification: are they the same?

Thinking that both of those are one and the same is a common misconception. To understand the difference, we first need to understand authentication factors.

There are three types of authentication factors:

  • Something you know – passwords, pins
  • Something you have – mobile phone, unique USB key
  • Lastly, Something you are – fingerprint, biometrics

Finally, we can now easily differentiate between two-factor authentication and two-step verification.

Two-factor authentication combines two different authentication factors; for example, a fingerprint scan and a pin. On the other hand, two-step verification (2SV) utilises the same authentication factor twice. For example, a password and one-time-pin (OTP) sent to your mobile device.

You might think that an OTP can be classified as “something you have” since it’s sent to your mobile phone. However, from a security point of view, SMS is insecure. Your phone can be compromised and the messages can be intercepted – that makes it similar to a password.

Two-factor authentication is definitely more secure than two-step verification. Regardless of which security feature your account offers, it’s best to take advantage of it.

2. You MUST use it in your emails

In most cases, your email is your gateway to every other account that you have – that is why your email must have the utmost security. On top of protecting your different online accounts, it’s also home to a lot of your private information and conversations.

If hackers have access to your email, they can easily find old registration emails that you have with other accounts and use that information to target your other online accounts. As a result, they can easily change the passwords to your accounts. Next thing you know, you don’t have access to any of them anymore.

If you haven’t already, set up your two-factor authentication or two-step verification in your emails. Large email providers such as Gmail, Yahoo, and Outlook offer this.

Protect your account with 2-step verification

3. Increase security by using a password manager

Hopefully, you’ve followed what’s written on number 2 already. If so, you might be thinking “now what?”

We can further improve the security of your online accounts and overall IT security by using a Password Manager. Password managers add an extra layer of security and encryption to your passwords on top of having a two-factor authentication option. Moreover, you can enable the two-factor authentication on your password manager and on your accounts as well. Here are some of the most popular sites and services that support two-factor authentication:

Password manager

4. Should you TRUST that device?

Most websites and services that support two-factor authentication also have a feature that allows you to mark the device you use as a “trusted device”. This may be expressed in the form of:

  • “Remember this computer…”
  • “Trust this device…”
  • “Don’t ask again on this computer…”

Google 2-Step Verification

Marking a device as a “trusted device” is similar to disabling the two-factor authentication for that device. It allows you to log in to your account using only your password so long as you use that device.

From a usability standpoint, it makes sense to do this. From a security perspective, however, it’s not great. If you lose your trusted device, you can’t be too certain that thieves or hackers can’t use that to access your account. With that said, most websites allow you to revoke all of the trusted statuses that you gave your devices. Using this particular feature is solely up to you, that’s why you need to know the trade-off.

Revoke all devices you trust

5. What if I lock myself out of my account?

More often than not, your phone will be integral to your two-factor authentication experience. From receiving OTPs and getting unique codes from apps like the Google Authenticator, you’ll be using your phone for all these. What happens if you lose your phone? Are you just permanently locked out of your accounts? Not really – the good news is that most websites and services are prepared with contingency plans in the event that you actually do lose possession or access to your phone by any means.

For account recovery, some websites and services allow you to set a backup phone number. Others provide backup codes that you can print or store offline in the event that you lose your source for authentication. If that doesn’t help, you can always call a particular service’s technical support representative and prove that the account is yours. With that said, it’s very rare for you to be completely locked out of your own account.

Google Backup codes

Are there any benefits to keeping your two-factor authentication disabled?

Short answer: No

Sure, you can argue that logins will be smoother and quicker without two-factor authentication, but the level of usability isn’t worth trading over a much-secured account.

Disabling two-factor authentication for your accounts would mean that it’ll be much easier for people to access your accounts – unfortunately, that includes potential hackers and attackers. This applies to personal accounts but more so to business accounts as you’ll be putting your business’ data on the line when you disable 2FA.

What are the alternatives to turning off two-factor authentication?

Oftentimes, when working on a large project or with a third-party IT support provider, you need some people to be able to easily access your business accounts. We, at Onsite Helper, often get requests from clients to disable their two-factor authentication. We highly discourage this practice as this will put their system and data at risk. Additionally, there’s a big chance that they would forget to enable their two-factor authentication after the project – keeping their data vulnerable to attacks.

Instead of turning off two-factor authentication for your accounts, you can provide one-time access codes to the trusted person who needs to access your accounts. The beauty of these one-time access codes is that you don’t have to disable two-factor authentication and the people that need to access your accounts can still easily access them.

Another thing you can do is to share your inbox in the safest way possible. Businesses commonly set up a central email account whereby a number of staff have access and manage the account. This is most used in sales or technical support teams since multiple users and multiple access happen here for managing queries and workflows. The central emails created are usually sales@ or support@. To learn more about this you can read our article here

Here at Onsite Helper

We always highly recommend to our clients that they keep their two-factor authentication and two-step verification on. We’ve had several clients ask us to turn off the 2SV for their account and for the rest of the employees. This is often the case when they are working on a large task. We do not recommend this practice as companies would often forget to turn on their 2SV once they’ve done the task that they had to do and they are left vulnerable to attacks.

We have also devised our very own security audit that aims to boost your organisation’s productivity by checking your system’s vulnerabilities. These vulnerabilities/issues may lead to data loss. Speak to one of our team members today!

If you really want to disable the two-factor authentication and two-step verification for a particular account, you can create an exceptions group and move it there.
If you are using Google Workspace for your business and you want to make sure that your security is uptight, you can read see 5 tips to lockdown your Google Workspace security or contact Onsite Helper for further help.

Things That Could Go Wrong in Google Workspace Migrations and How to Mitigate Them

When we say system migration, it’s a tremendously tedious procedure or method in which all business process IT resources are transferred from one platform to another–whether it’s a software platform or hardware infrastructure. Does that sound like a large task to execute? Well, you’re not exactly wrong. Especially when you take it to the context of full system Google Workspace migrations.

systems migrations

Take for instance, migrating the data of your business from Microsoft Office 365 platform to Google Workspace.  All the parties involved really need to be careful and follow a strict protocol, not only because sensitive data is involved, but one fatal error in the migration process could cost you a lot, like the trust of your clients and significant amounts of time and money.

For this reason, you really need to do your own research and ask for the aid of professionals and experts when it comes to the field of migrations. 

Onsite Helper, the Google Workspace experts, has been migrating business systems to Google Workspace all over Australia for years. We have already encountered every problem one can encounter in a migration process and learned how to properly address these problems – basically, Onsite Helper has mastered the craft of Google Workspace migrations.

To help ease your minds about the things that can go wrong during the migration process of your business’ data and system, Onsite Helper has made the ultimate guide on what to prepare for, what to look out for, how to reduce the likelihood of errors occurring during the migration, and everything else that you need to know about the migration process.

And of course, to know how transferring to Google Workspace will help boost your business’ capacity check this out! 

Problems that can occur when migrating and how to mitigate them

Clients changing their minds

One factor that can really delay the migration is the client’s last-minute changes. Even when the parties involved already agreed upon a concrete plan, some clients can’t help but change something during the migration. This can really set things back since you can’t change the migration settings once it’s already ongoing. Additionally, if the client has set a strict deadline, changes in the plan can cause you to miss the set deadline.

Solution: Emphasise the importance of sticking to the plan for the client. At the same time, make sure that the client understands the whole process and effects of the migration to their business. 

As for the part of the client, communication is key. The client should be able to communicate the desired goal to the migration partner so that changing the plan in the middle of the migration process will be avoided.

Users uploading large amounts of data while in migration

While the migration is ongoing, you can still use your old system. Your old email can still send and receive emails, you can still store files on your company drives, and it won’t affect the migration process. Rest assured that after the whole migration process, all of the emails and data you saved while the migration was ongoing will still be migrated.

But here’s where the problem occurs: when someone stores hundreds of gigabytes or terabytes of data. Uploading data that large to your drive and wanting to have that migrated will drastically increase the expected time for the whole migration process to finish. If your company expects the migration to finish on a set deadline, you’re likely to exceed that deadline when you upload large chunks of data.

Solution: It’s best to upload and work on small amounts of data during the migration (e.g. emails, spreadsheets, word documents). When you really need to upload data with a large size, it’s advisable to upload it on the new system instead once the migration is complete.

3rd-party IT provider and Security restrictions

3rd-party IT providers can often cause a lot of delays due to miscommunication. Oftentimes, clients would have to talk to their IT provider first to get their credentials. Unfortunately, it’s not always readily available.

In worse cases, the 3rd-party IT provider won’t give the migration partner like us, Onsite Helper access to the necessary credentials to change some configuration or settings that are required for the migration to occur. It’s very time consuming to have to communicate with the IT provider the changes that you need to integrate in order for the migration to happen.

Solution: As a client, you should get your credentials from your IT provider ahead of time. If possible, tell them to let your migration partner access and change the necessary configurations for a much quicker and smoother migration.

Not all of your data was migrated

We’ve heard stories about clients being agitated after the migration process once they found out that some of their data weren’t migrated to their new system. The truth of the matter is that some of your data won’t be migrated from your old system to the new one. This is due to the API limitations. The type of data that can’t be migrated would depend on your source system and destination system.

This becomes a big problem when the client doesn’t fully understand that there are limitations and that is the nature of migrations.

Solution: As a client, make sure that you communicate well with your migration partner. Mention your expectations in full detail and take note of the limitations of the process. With Onsite Helper, it’s standard practice for us to fully inform our clients about the full scope and limitations of the migration process.

Preparation is everything

Google Workspace migration is a process, and as with any process, the best way to ensure its success is to properly plan it. The key to a successful Google Workspace migration is thorough planning and preparation. This is why before the migration process, your Google partner should discuss with you the full scope of the migration. With Onsite Helper, we take pride in the level of communication that we have with our clients to ensure that we are all on the same page and that their data will be safe.

 

During the discussion, it’s important to talk about:

  • The Goal of the Google Workspace migration
  • Limitations of the migration process
  • Duration of the migration process from start to finish
  • Scope of the services of Onsite Helper or your Google partner
  • Necessary credentials for the migration to take place

The Goal of the Google Workspace migration

Before you embark on migrating all of your data from one system to Google Workspace or vice versa, make sure that you understand exactly what is going to happen. Here are some questions that might better help you understand your goals:

  • How would this migration improve my business?
  • How can this migration help my employees?
  • What problems in my system can this migration address?

Onsite Helper or your Google partner should be able to help you answer these questions, and if it’s decided that the Google Workspace migration will help achieve your goals, we can now proceed.

Limitations of the migration process

Not all of your data can be migrated – this should be made clear to you by your Google Partner. Not every type of information can be migrated due to API limitations from either the source system or the destination system. However, with that said, some data can be converted to a version that is compatible with the destination system. (e.g. Google Docs in Google Drive or Microsoft Word in OneDrive)

Normally, if Onsite Helper will do the migration for you, we will provide you with a list of all of the information that can and cannot be migrated to Google Workspace or to your system of choice. To give you an idea, here are a few examples of data you cannot migrate from the following systems to another:

  • Microsoft Office 365
    • Mail settings such as colour-coding for categories, server-based and dynamic distribution lists, and personal MRM tags
    • Calendar notifications for invitations or cancellations
    • Contacts categories
  • Google Workspace
    • Calendar reminders
    • Google Keep Notes
    • Google Analytics
    • Youtube Account
  • Dropbox
    • Notes
    • Bookmarks
    • Tags

Should you need more information, feel free to contact Onsite Helper. We can help you with your migration every step of the way.

Duration of the migration process

The duration of the migration will depend on several factors, such as the size of data to be migrated, server availability, Google or Microsoft daily upload limit, and more.

With that said, no one can really tell exactly how long the whole migration process will take. At best, here at Onsite Helper, we will be able to give you a range. We’ll be open, transparent, and we will keep you updated on any changes during the migration process so you’ll have a more accurate estimate of when the migration will finish.

Scope of Service

Make sure that the scope of your migration specialist is clear so that no one will be expecting more or less. Will there be training included after the migration? Who’s going to check the status of the system post-migration? These are just some of the questions that should be answered. With Onsite Helper, we’ll be providing you with a checklist to make sure that every facet of the migration has been completed. At the same time, we can provide the necessary guides to help you and your employees adjust to the new system that you migrated into. Rest assured that you will not be feeling lost and business will be back to normal when you’re with Onsite Helper.

Necessary credentials for the migration

One factor that can really prolong the migration process is the necessary credentials or the lack thereof. Often, the whole Google Workspace migration process has already been planned and mapped out but we cannot start with the migration because the credentials required are unavailable. It’s troublesome when no one remembers the credentials and time-consuming when clients still have to talk to 3rd-party IT support to ask for their system’s credentials.

Having your credentials ready will drastically reduce the amount of time it takes to do the migration. Make sure you have it already or look for it ahead of time if you plan on doing a migration.

It’s fair to say that conducting system migrations is really stressful. But hey, this is what we exist for! Onsite Helper always tries to give you the smoothest and efficient migration of all your business data. 

Not only that, but we also ensure that after migration, you are well-equipped in doing important things on Google Workspace. Get the best out of Google Workspace by clicking here. 

Onsite Helper has been a friend to many businesses. So, for any concerns and questions, feel free to contact us.

How to Reduce Your Google Workspace Costs

Every business or organisation, one way or the other, always tries to find a way to reduce its costs. Realistically, this will increase business owners’ profitability. So when reducing costs, labour-related expenses are typically the first to look at. And under this facet, we have Google Workspace costs.

Many businesses are actually spending more than they should with Google Workspace and they don’t even know it. This could be for a number of reasons such as the lack of periodic account check-ups, not getting good deals, having, and inactive accounts.

Google Workspace

Today, Onsite Helper has compiled the most important tips on how you can lower your Google Workspace costs that may help you save more money for your business.

1. Get a better Google Workspace cost from a Google Partner

When you get your Google Workspace plans directly from Google, you might not always be getting the best price for you and your business. Additionally, subscribing to a Google Workspace plan without any guidance might just end up costing you more than helping you.

Some businesses tend to just go for the cheapest plan without knowing that the next level of license is actually more beneficial for their business. On the other hand, some businesses also get too much–ending up with having too many unnecessary features with a high bill to pair with it.

To make sure that you’re getting the best help that you can and you’re getting the best value for your buck, get help from a Google Partner like Onsite Helper. We can help you pick the best  Google Workspace plan for your needs, and at the same time, we can cut deals that you can’t usually avail of if you’ve done the whole thing yourself.

Just recently, G Suite changed to Google Workspace and so did the plans. Many businesses have been moved to a new plan which may have some changes integrated. Such changes are the prohibition of recording their video meetings, the new limit on the number of emails/data they can store, and the new way of how archive and retention work in Google Vault. Onsite Helper was successful in getting significant discounts on licenses (up to 40% off) when changing to the new plans.

On top of that, you won’t be overwhelmed by the scale and features that Google Workspace offers because Google Partners like Onsite Helper will be able to handle them for you. Get the full support of a Google Partner from choosing the right plan, migrating your business system to Google Workspace, and integrating the Google Workspace ecosystem to your business!

Need a Google Partner? Talk to Onsite Helper Today

Onsite Helper has been helping businesses in Australia with their Google Workspace and Managed IT systemsOnsite Helper’s Google Workspace experts can help you and your business with anything Google Workspace. Do you need to downgrade, upgrade, or migrate? Feel free to contact us with any concerns that you may have. Onsite Helper is happy to help.

We also provide an in-depth Google Workspace Security Audit, ensuring that any issues of vulnerabilities in your system which may lead to data loss and excess costs will be addressed and resolved.

2. Delete or migrate the accounts you don’t need

As the Google Workspace Admin, you really need to keep your accounts in check. One of the biggest concerns that most businesses have with deleting accounts is that they might need some information in the future that is on that account.

If you have many accounts, it can be difficult to determine which are active or inactive. The system we use is to export the list of user accounts into a google sheet, then sort by last login date. We create a list of the users who haven’t logged in for over a month, then check each user’s email logs to confirm if there have been no emails sent during this period. With that, you can archive and delete the accounts that have been inactive.

With Google Workspace, you can organize accounts like that and minimize clutter by migrating the information on inactive accounts or accounts of old employees. For example, you can create an account named “archivedaccounts@domain.com” and migrate all business information from any of your workforce’s old accounts there. That way, whenever you need information that an old employee might have, you know exactly where to look and you don’t have to keep a lot of inactive accounts for it.

If the old accounts are still receiving new emails, you can just have it set up, making those emails and even new ones to be automatically sent to the email address “archivedaccounts@domain.com.” If setups like this seem complicated for you, Google Workspace experts from Onsite Helper will be able to quickly help you.

3. Convert shared email accounts into free collaborative inboxes

Group owners and managers can create a collaborative Inbox for their groups, where members can take and assign tasks. With the ability to create a collaborative Inbox, group owners and managers can easily share and collaborate with their teams.

Examples of shared inboxes are those from generic email accounts like sales@, info@, and accounts@. If you have these paid email accounts and are constantly being used and managed by others in your organisation, then it would be wise to have them converted into Group collaborative inboxes. You’ll achieve the same results without high costs.

How does it work?

Google Group’s Collaborative Inbox allows you to do the following if you have the correct permissions:

  • Take a conversation that your group members responded to
  • Assign the responsibility for a conversation to another member of the group
  • Mark a conversation as complete, duplicate, or indicate if no action is necessary
  • Search conversations according to the resolution status or the assignee

How can you make a group Collaborative Inbox?

  1. Create a Group
  2. Add members who will assign and track conversations to your Google Group
  3. Turn on Collaborative Inbox features in your Google Group
  4. Assign the right permissions to each member

4. Use domain alias

Google Admin Manage domains

If you’re changing your domain name from “olddomain.com” to “newdomain.com,” you might try to create new accounts on the new domain. The problem arises when you’d still want to keep your accounts on the old domain – giving your employees two accounts and two email addresses. That setup will only cost you double since you’d be doubling your number of accounts.

 

A better solution would be to utilise domain aliases. If you add the new domain as a domain alias, you can set it up in such a way that you can still send and receive emails using both old and new domains, but only be under one account – allowing you to have two email addresses at no additional cost.

5. Use user aliases

Google Workspace User aliases

This next tip is somewhat similar to the previous one. The difference is that when you use a domain alias, you create multiple email addresses for all of the users. With user aliases, it’ll only affect the users that need it. 

Let’s say that you have two companies with domains “phonecompany.com” and “foodcompany.com”. Obviously, employees working in their respective companies would get the appropriate email addresses. However, what about the people that are involved in both of the companies? That’s where a user alias becomes useful. In this situation, instead of having two accounts of the people working on both companies, you can set up a user alias. A user alias gives a user an alternate email address for receiving emails without the need for an additional account. For example, you can have an alias like “board@management.com” or “support@management.com”.

6. Invest in your IT hardware by using Chrome OS

Chrome OS Google Chromebook

The Total Cost of Ownership (TCO) of a working computer is comprised of the cost of the following:

  • Computer hardware and OS used (e.g. Windows laptop or a Macbook)
  • Office operations software (e.g. Microsoft Office)
  • Security software (e.g. antivirus, firewall, spam protection)
  • Backup software or device (e.g. external hard drive)
  • Computer maintenance
  • Downtime due to reboots and slow performance
  • IT support

Putting all of these into consideration, the TCO of a typical working computer is more than what you think. To mitigate this, Google offers the Google Chromebook that runs on Chrome OS. 

Google’s Chromebook can save businesses up to 50% on the TCO for the IT department alone. Chromebooks are simple to use, they are extremely fast, they’re built for businesses, it operates mostly on the cloud, and it has a lot of built-in security features. It requires little-to-no maintenance and it can add so much value to the system of your business. 

If you’re worried about using Google Workspace because you’ve been using Microsoft Office, don’t be! You can learn how to use Google Workspace to open Microsoft Office files here.

 

Learn how you can know if Chrome OS will work well with your business with Google’s CRIS or Chrome Readiness IT Scorecard. And if you want to know more about the security features of Chrome OS, read Onsite Helper’s article on the most secure OS.


Want to know more about Google Chromebooks and Chrome OS? Have a 30-day trial and see how it works for your business!

There you have it, you can now reduce your Google Workspace costs

5 different tips that will help you and your business save costs by reducing your Google Workspace fees. If you are in Australia and you are in need of Google Workspace experts to come and audit your IT system, speak to us today and fill up our form here

 

We will provide you with a FREE top-to-bottom audit of your IT system and make sure that you are getting the most out of Google Workspace for your business.


For any questions and concerns, don’t hesitate to contact Onsite Helper.

Is Moving to Google Chrome Environment the Next Step for Your Business?

Has the thought of migrating your business organisation’s existing IT system to Google Chrome environment ever crossed your mind? Or have you thought of using Chrome devices in doing your business? One of the things you’re probably wondering and worried about are the challenges your business will face. There will definitely be challenges as everything undergoes a transition to Google Chrome Ecosystem. 


Well, let’s talk about the possible challenges you might face when moving your business system to the Google Chrome environment. Additionally, we’ll also discuss CRIS or Chrome Readiness IT Scorecard, a scorecard made by Google, which simplifies the estimation of whether the transition will be easy, hard, or will it be a right fit for your business altogether.

Google Chrome Browser

While there are a lot of benefits for businesses to use Chrome OS, OS migrations are challenging for everyone – from the IT department to the users.

You can rely on Google Chrome when wanting your business to enjoy the benefits of the Google ecosystem without having to go through Chrome OS migrations. Additionally, Google Chrome allows you to utilise the wide range of tools, apps, and cloud storage that Google has. Access your business’ important data and apps without compromising your speed and security.

Moreover, Google Chrome can be used on all operating systems and different devices. So, how does Google Chrome help businesses keep their productivity up without having to worry about security and downtime?

Google Chrome

Seamless migration

OS migration takes time. If your business doesn’t have the luxury of allotting a significant amount of time to migrate to Chrome OS, you can have the Google ecosystem experience by simply using Google Chrome for your business.

You won’t have to worry about mass browser configuration for every user. Why? You can quickly configure important security settings to the new environment regardless of the device or operating system used.

Simple group management

Google Chrome works with Active Directory and Group Policy. This feature greatly simplifies management for admins or IT teams using existing management tools. On top of that, it also simplified deployment, making it easy and fast to deploy and update on all the computers in the domain.

This allows Chrome to work well with an existing network of Microsoft Windows Servers, Windows computers, and even Apple devices in a hybrid environment. Users would be free to choose whichever device they would like to use.

Work continuity

With Google Chrome, users can easily continue their work right where they left off. You won’t have to worry about compatibility issues because, with Google Chrome, you can take your work on your phone or on your PC regardless of the OS that you use.

Google Chrome’s interface on different devices and OS are intuitive and almost exactly the same. This is great because it preserves the OS experience – allowing you to jump straight back to work as long as you have Google Chrome. At the same time, migrating your settings, bookmarks, extensions, and more is very easy.

This can all be centrally managed for the organisation using Chrome Management. Onsite Helper, your Google Workspace Partner, or your Managed Services provider (MSP) can help deploy and support this for your organisation.

Tight security

Management will be able to more easily keep a close eye on the security of the business system by having every user use the same browser. Security can be centrally managed via the Google Admin console. This is one more thing that a Managed service provider like Onsite Helper can greatly help your company with. Even if the users are on a different OS, the migration process and proceeding work after that will be smooth and secure.

How Google Chrome Environment Addresses Enterprise Challenges

User and data security

  • Sandboxing and site isolation – Google Chrome automatically isolates tabs and processes to contain potential threats even before they can spread or deal irreversible damage to the user’s device and data.
  • Policy migration – Google Chrome has over 300+ security policies and configurations that are easy to use and migrate.
  • Managed and automatic updates – Google Chrome is regularly updated to keep the browser protected from any possible attacks from unknown vulnerabilities.

Ease of use for employees

  • Chrome Sync – your browser settings, bookmarks, extensions, history, and apps can easily be synchronized with any device and any operating system. It can be centrally managed by your IT team or you can have a Google Workspace partner like Onsite Helper to take care of that for your business.
  • Cross-platform support – There’s no need to worry about whether or not you can work on a particular device because the Google Chrome environment is compatible with Chrome OS, Windows, Mac, Linux, and mobile users. This allows for a very consistent yet versatile working environment.
Google Chrome environment

Central management

  • Active Directory and Group policy support – this allows admins to easily implement browser policies, saving time on complicated IT configurations.
  • Cloud management – easily manage settings and browser security policies across any and all Chrome users in the organisation.

Chrome Readiness IT Scorecard (CRIS)

Google has developed a tool called the Chrome Readiness IT Scorecard that will tell you how easy it would be to deploy Chrome in your organisation.  It’s mostly based on how Cloud-Ready all your software and devices are. You’ll find that some software or devices (most likely older technology) are not “Cloud-Ready”. If these items are critical or too costly to replace then you may not want to pursue Chrome any further. If you are “Cloud-Ready” then you can enjoy implementing Chrome and benefit from the reduction in IT costs, better security and simplified IT administration

The Chrome Readiness IT Scorecard (CRIS) is composed of high-level technical questions that are designed to determine your readiness for Chrome OS. The questions are to be answered with a score of 0-3 in relation to your current working environment.After answering the questions, you will be presented with a score that represents your business’ readiness for Chrome OS migration. You can access CRIS through this link.

What can the Chrome Readiness IT Scorecard do for you?

  • Identify whether Chrome OS would be a good fit for your business
  • Determine the potential difficulty of migrating your business to Chrome OS
  • Show the significant considerations for a successful Chrome OS migration

Interpreting the CRIS Score

Once you have access to the CRIS tool, you will be prompted to select a language to use. After that, you will be asked to answer CRIS with scores that closely match your working environment. Then, your overall score will be shown on the SCORECARD sheet.

Chome Readiness IT scorecard

How would you then interpret the scores that you get? If you get:

  • 0-40%, you got a LOW score which means that you are not ready to deploy or migrate to Chrome OS.
  • 40-70%, you got a MIDDLE score which means that there will be slight complications in the migration; therefore, a plan must be prepared to increase your CRIS score.
  • 70-100%, you got a HIGH score. This means that you will not face any major technical challenges when you migrate to Chrome OS.

For More Google-related Help

Onsite Helper, the leading expert in managed IT systems, is just a click away!

Onsite Helper holds true to its promise of ensuring that all hardware and operating systems of different business organisations are smoothly running, regularly monitored, and well-protected from any potential threats. Thus, securing all information and data.

With this, Onsite Helper has devised an enterprise-level Chrome and Google Workspace Security Audit that boosts your organisation’s productivity by checking your system’s vulnerabilities and issues which may lead to data loss, potentially costing you much money.

If you have any questions or concerns, don’t hesitate to contact Onsite Helper.

How to Check if Your Password Has Been Leaked Online

Hackers, malware, and other ways to exploit vulnerabilities are constantly evolving. With every development in IT security, a hacker somewhere out there will try and beat it. Hackers have no remorse, they’d target small, medium, and large businesses. Considering the increasing number of cyberattacks or hacks on different businesses yearly, it puts a really strong emphasis on IT security. As a result, you should regularly check if your password has been leaked online.

 

As a business owner, you want to make sure that you’re ahead of the game. Secure every vulnerability that you find, invest in proper IT security, ask for a security audit for your business, lastly, get a professional to manage your IT systems and security. Do all of these things and you’re less likely to suffer a cyberattack, causing you to potentially lose clients, sales, and more.

Additionally, always bear in mind that it’s a requirement now to report if you get hacked. Otherwise, you may face significant fines. Read more about Australian Privacy laws here. And if ever, you get unfortunately hacked, know the first things you should do by reading one of our articles here.

Companies that suffered data breaches

Just these past few years, several big companies have suffered data breaches because of hacking or poor security practices. Here are a few examples:

IT systems security lifehack

Want to know a quick and effective way of knowing your IT system’s issues and vulnerabilities? Want to know how to improve your IT security without doing too much work?

Run Onsite Helper’s Enterprise Level Google Workspace Security Audit today! It aims to identify and address any risks or threats present in your organisation’s IT system. We value data protection and IT security across all devices, whether desktop, laptop, or mobile.

Check if your information or password has been leaked

With the amount of information that is being leaked to the public, your personal information and passwords might be out there without you knowing about it. If you want to know whether or not your information leaked already, you can use these websites and tools.

Have I Been Pwned?

Have I Been Pwned is a searchable data breach database. It is the biggest and most popular way of finding out if your credentials leaked. Troy Hunt, Microsoft regional director, created the database back in December of 2013. It has over 150,000 daily visitors, 3 million email subscribers, and data of over 9 billion compromised accounts.

To check if your password has been leaked, you simply need to enter your email address or mobile number. Within seconds, the website will check whether the information you’ve given has appeared on any data breaches from numerous sources. There’s no risk in using the site because your email or phone number aren’t stored.

Have I Been Pwned

DeHashed

DeHashed works the same way as Have I Been Pwned does except that it doesn’t just focus on your email address.

When you visit DeHashed, you’re greeted with a search bar that prompts you to “Search for anything…” and this is true. With DeHashed, you’ll be able to check if your email, username, IP address, name, address, phone number, and VIN has been compromised. On top of that, they also do domain scans.

With that said, it should be noted that DeHashed isn’t entirely free service. Some of the results of your search will be censored unless you avail of one of their subscriptions.

DeHashed

BreachAlarm

Another alternative to Have I Been Pwned is BreachAlarm. You can check if your email has been compromised for free here. However, similar to DeHashed, they also offer paid subscriptions for their protective services.

BreachAlarm

Sucuri Security Scanner

Sucuri Security Scanner scans your website for any malware and viruses, it detects any security issues that your website might have and checks your website’s blacklist status.

This is a great tool to use if you want to make sure that your website is not blacklisted by website security authorities such as Google. Sucuri Security Scanner is effective in checking your website for any malicious code, security anomalies, configuration issues, and more.

Sucuri Security Scanner

How can you protect your information and passwords?

Have a secure password

To have a secure password, you need to make sure that your password is unique and unpredictable. If you can see your password in this list of Top 100 worst passwords, your IT security is in its worst possible state and you should change your password right now!

Also, it’s important to have a different password for every website or account that you use. This is to make sure that if one account is compromised, your other accounts remain secure.

Google 2-step verification

To add a layer of security to your Google accounts and IT security, make sure that you enable the Google 2-step verification process so that you won’t have to simply rely solely on your password when logging in.

The Google 2-step verification allows you to input other secure information via your mobile phone or other means to make sure that the one that’s trying to access your Google account is you. At the same time, you’ll get notifications about your login attempts. So, when you see a suspicious login attempt, change your password right away.

Google Authenticator app 6-digit code

If your business uses Google Workspace, you’re in luck because Google Workspace offers a lot of security features. If you want to know how to lock down your Google Workspace for really strong security, read here.

Use Google Chrome web browser

When it comes to security audits and password security, Google has been at the forefront of it. Google Chrome’s password checkup feature allows you to immediately check if your password has been compromised. On top of that, even if you don’t save your passwords on your Google Chrome browser, Google will warn you if your password gets stolen.

Google Chrome browser

Use LastPass

LastPass is a password management system that allows you to generate a very secure and random password for your accounts or for every site that you use. You won’t have to worry about remembering highly complicated passwords because LastPass will do it for you. At the same time, similar to Google, LastPass also features a 2-step verification process to reduce the risk of your accounts of logins being compromised.

LastPass - securely store passwords

Have a full IT security audit

Have a team of Onsite Helper professionals closely monitor your entire IT system to be aware of any vulnerabilities, issues, and points of concern that might hinder your organisation in attaining its full productivity.

At the same time, Onsite Helper provides effective solutions and recommendations to mitigate and address the vulnerabilities and improve your overall IT security.

To protect your business’ IT system, contact Onsite Helper or 

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