10 Best Features and Services of Google Workspace for Business 2022

With the ever-increasing number of remote workers, businesses are now discovering and trying to mitigate the challenges that come with having your employees work remotely. The number of people working from home is only expected to increase with the changing nature of office life. People are starting to appreciate remote work more and businesses are trying to adapt. The good news is that Google Workspace services are ahead of the curve and actually provide smart solutions to increase productivity whether your employees are working remotely or in the office.

Google Workspace has countless productive features and apps that are great for business.

Google Workspace (previously known as G Suite) is a collection of cloud-based apps that provide a range of features and services that benefit businesses of all sizes. Whether your employees are remotely working or not, Google Workspace has something for everyone. Onsite Helper will provide a list of the features and services that businesses can benefit from with Google Workspace.

Best features for business from Google Workspace services 2022

1. Google Chat

Google Chat

Google Chat replaced Hangouts as Google’s primary messaging app. Chat gives users the ability to easily message people from their contacts. Whether you want to send someone a private message or create a group chat to talk to multiple people at once, Google Chat has got you covered.

2. Gmail

Gmail

Gmail’s standard edition already comes packed with great features such as email filtering, spam blocking, message scheduling, email snoozing, and more. With the Google Workspace version of Gmail, you can customise your email to match your domain, making you look more professional to your clients. On top of that, Gmail is well integrated with other Google Workspace apps that you can access Google Chat right from Gmail.

Another productivity-boosting feature is the Smart Reply and Smart Compose. With Google’s AI technology, Gmail can help you identify the appropriate reply to emails, it can suggest proper wording or phrasing, it can check your grammar, and it’ll suggest some phrases to auto-complete your sentence. This way, you don’t have to write everything out.

3. Google Meet

Google Meet

Adding on to the pile of seamless integrations with Chat and Gmail, next on the list comes Google Meet

The demand for a good video conferencing app that can accommodate large groups of people has significantly increased since the number of people working remotely has also increased. Google meet fits all of the checkboxes when it comes to video conferencing. It’s very intuitive, easy to use, and secure. You can share your screen for presentations and you can even join using dial-in phone numbers in case you’re offline or if your connection is terrible.

4. Google Calendar

Google Calendar

Set a time and date for a meeting and invite every participant via Google Calendar and Google will work out everything for you. When you set a meeting using Google Calendar, participants will automatically get an email invitation and there will be a Google Meet link for the meeting right away.

That level of seamless Google Apps integration is what allows users or employees to stay on top of their schedules. There will be less oversight and everyone will be in sync with how everyone’s schedule is going.

5. Google Drive

Google Drive

Google Drive offers a safe and secure way of saving, accessing, and sharing files across teams. This cloud-based storage solution from Google can store up to 30 GB per user if you take the Business Starter package. There are also 2 TB and 5 TB options available with the Business Standard and Business Plus packages, respectively.

Google Drive offers tons of avenues for collaborative work. From Shared Drives, Drive labels, and secure sharing in line with Google Data Loss Protection (DLP) policy, Google Drive is one of the must-have Google Workspace services for businesses.

6. Google Docs, Sheets, and Slides

Google Docs

If you’re familiar with some of the Microsoft 365 apps such as Word, Excel, and PowerPoint, then these Google Apps wouldn’t be too foreign for you. Google Docs, Sheets, and Slides are the equivalent of the aforementioned office tools. And because these apps are Google integrated, you already know that they have seamless connectivity with other Google Apps.

On top of that, Google Docs, Sheets, and Slides allow for real-time coediting of files. Meaning, teams can simultaneously work on one document. You can see what the others are doing in real-time and they can also see your contribution. You can leave comments and communicate with your team while working on the document to make sure that everyone is on the same page.

Version history also keeps track of the changes done to the document and who has made those changes. If at any point, the team decides to revert the file back to a previous version, you can easily do so because each version’s history is automatically saved.

If you’re worried about your Microsoft 365 files, don’t be. You can easily open Microsoft 365 files in Google Workspace.

7. Work Insights

Work Insights

Not a lot of people, even Google Workspace users, know about Work Insights. If your business is keen on detailed and analytical reports, then you’d be impressed by what Work Insights can do for you.

Work Insights is capable of providing valuable projections and oversights regarding the company and employee performance, and so much more. 

8. Google Vault

Google Vault

Google Vault is the prime archiving department of Google Workspace services. With Vault, admins can determine who can access which files, how long files can be stored, and configure other policies to match your company’s requirements.

Additionally, Vault can create audit reports and allow you to export data into different formats.

9. Google Currents

Google Currents

Google Currents, formerly known as Google+, is Google’s community hub. It may not be as widely used as Facebook, but Currents is still an effective way of boosting communication and transparency among business employees.

Currents is a great way to increase social interactions between employees. From sharing ideas, fun weekend getaways, success stories, and more – Currents has got you covered.

10. Google Keep

Google Keep

Do you like taking digital notes? Whether you constantly type phone numbers or tasks on your notepad, Google Keep is the perfect alternative for you. Keep is a web-based note-taking app that lets you save notes, write to-do lists, and more. You can share your notes with other people and you collaborate on them as well.

Google Keep is a great tool to ensure that all your notes are saved, and they’re available for you whenever you need them.

Liking Google Workspace Services?

Onsite Helper can get you the best deals for your Google Workspace migration

After seeing all of the features and Google Workspace services that can help your business, are you interested in migrating to Google Workspace? Perhaps you’re trying to compare Microsoft 365 to Google Workspace, if so, check out our review on that.

If you think Google Workspace is the best fit for your business, click the button below to get started with your Google Workspace migration! Onsite Helper is more than happy to help you.

Contact Onsite Helper for any questions/concerns.

Project Management Tools for Remote Business

So one of the key shifts that happen when switching to remote home-based staff is the lost “Hallway Conversations”. This is the project work that happens ad hoc. It could be as your team is by the water cooler, going about their day, and having offhand conversations. It’s also the kind of conversation that happens when team members inevitably get together. Like when they have dinner, lunch, or walk to the cafe together. And this is very hard to replace on a remote business when staff is home-based. Onsite Helper has compiled the best project management tools for remote businesses that can help with managed IT and so much more.

Best Project Management Tools for Remote Business

Google Chat’s advantage over Slack or Whatsapp

Google Chat

This is one of the things that is a real challenge. Now, of course, what’s the easiest way and the first way that most people do? They make sure that there is an easy way to connect using something like Google Chat. That allows you to quickly send messages, set up rooms, have joint collaborative spaces for people to access conversations. At the same time, you can have some productive conversations there. But the challenge is when that scales, right? 

There are advantages to Google Chat and those big advantages are:

  • It’s intrinsically linked to everything else in your operating system. And if you’re using Google workspace, well, it’s going to be linked to your meetings, Google Drive, and more. So that if someone is referring to a document, they can drop the document into your Google Chat. Also you can click that link and even open it right up there in the chat.
  • AI features – got a meeting coming up with someone? It’ll automatically pop their name to the top of the list in chat. With this, you can drop them a quick message. And if you’re in a meeting with a group, Chat is smart enough to create a group chat. Need to send a little “I’ll be five minutes late” message? They all just automatically show up in Google Chat.

Google Chat group chat

And those are only a few of the strong advantages of choosing to use Google chat. Over something like Slack, Whatsapp, or Messenger, Google Chat is clearly superior.

Google Chat Rooms and Teams

Google Chat groups

Because Google Chat is fully integrated with the rest of the Google ecosystem, it makes collaboration and communication super simple. Now, when you set up rooms and teams inside of Chat, and if someone needs to say something to a particular audience like the marketing team, leadership team, or just the executive there’s going to be a specific group there. If you want to message everyone, you can also use the All chat. And so you can automatically have conversations flowing in particular spaces for different team members. 

Now, we try, as much as possible, to have a rule of not allowing people to send instant messages or personal messages about work things, we want them to happen as much as possible in a team chat or a room. And because of that, someone who’s a manager can keep tabs on what kind of conversations are happening, who needs help with things. And if you need to jump in from time to time and add your two cents, then it makes it easy.

Another advantage of Google Chat is that it’s built into your license with the Google Workspace ecosystem. You don’t have to pay for an additional license, it’s easy to set up and all of your chat histories are saved inside of your Google accounts. Google Workspace has a lot of built-in project management tools. Learn more about Google Workspace here.

Shared Mailboxes

Google Shared Mailboxes

What does a remote team need to work well together? You’re going to need Shared mailboxes. So it’s clear to see when you’ve got inbound inquiries coming from customers, whether it’s sales, operations, delivery, or support, your team needs Shared mailboxes. You want to make sure that every query that comes in from your customer is addressed, and is also addressed promptly. You also want an opportunity for your team to collaborate on the replies to your customers.

Businesses that share individual email addresses for staff members don’t scale very well.

Gmail Shared Mailboxes

Having a shared mailbox is the best way for you to make sure that everyone can deliver support effectively. Now, these have been used forever in tech businesses as helpdesk systems. And in the past, customers would get a ticket number, and it would be a little bit inhuman. Nowadays, this project management tool is integrated fully into your Gmail ecosystem. So right inside of Gmail, it doesn’t even look like a ticketing system to your customer anymore. 

But you get all the advantages of a business, like analytics, customer service metrics, and being able to assign a customer request to a particular person. This is just the tip of the iceberg when it comes to the advantages of having a shared collaborative mailbox.

Customer Relationship Management software or CRM

Customer Relationship Management software or CRM

What does Customer Relationship Management or CRM software do? CRM makes sure that all interactions between you and your customers are centralized and logged in one place. Now, that must happen automatically. We’re in the world of AI and automated data collection. So it’s nuts to expect your team to drag and drop emails into folders or attach them to client files like businesses had to do in the old days. It’s also hard to prevent human error from the old method.

Nowadays, modern customer management systems and a lot of project management tools will automatically talk to your Gmail, collect all of the emails, and attach them to your staff or company records for your customers automatically. So what that means is that a remote team member anywhere in the world can see all of the interactions between any of your team or their team, and your actual customers. So a great customer management system or CRM is going to make everyone’s life easier because you can see everything that’s going on. 

Task Management Software

Task Management Software

Businesses need Task Management Software. The point of that is to make sure that projects move smoothly. Any query along the process of project delivery can be raised for the project itself, or the small questions that team members have, won’t get lost in either emails or Google Chat. 

You want one cohesive place for the project, especially if a project is going to be running over multiple months. You want to make sure that the communications, meetings, and inputs all happen in one place or are organised by project management tools.

Now, these could be used mainly for two kinds of projects:

Repeating projects/deliverables

The task management software could be used to provide timely updates on deliverables or repetitive tasks. This way, it’s easy to identify the status of the projects, everyone is on the same page, and the customer can be easily informed of the progress of the project.

Internal projects

Whether your company is launching a new marketing campaign, working on a new customer service tool, or implementing new technology, task management software can greatly help you. With this, you can assign tasks and set deadlines for each member of the team.

Once you’ve put these project management tools in, you’ve got all the ability for your team to connect. If you use these cloud-based business tools correctly, they give you a complete oversight as the business owner or leader into exactly what’s happening with the company. And so you get full visibility of what work is being done, if your team is productive, or not productive, or if your projects are being delivered on time.

There’s also a way for you to measure how much work is being done by your team. For example, if I look at my customer service team, I can look at the tickets each member manages weekly. Also, I can see how much work was done. All of a sudden, you can manage KPIs, and you can manage your exceptions, rather than trying to micromanage and count them each day to get their work done. 

When it comes to Project Management Tools…

What it comes down to is having your team adopt the right tools? Are they working with the tools? Are making proper use of the project management tools? Did you just throw those tools at your team and hope for the best? Onsite Helper is here to help.

With Onsite Helper’s Managed IT services, your business will be able to focus on what you do best while we make sure that your IT system is always in check. We’ll fix existing issues, and maintain a smooth and fast working environment for your team. Whether that’s for your onsite working team, remote working team, or hybrid working team, we’ll take care of it.

If you want a perfect home-based team, click the button below.

Google Workspace Migration

Best working ecosystem for hybrid, onsite, and remote team

Google Workspace

If you’re looking for a productive and intuitive cloud system for your business, then Google Workspace is perfect for you. Google Workspace is Google’s collection of Apps that helps teams plan, collaborate, and execute tasks with transparency and ease. There are a lot of reasons to use Google Workspace, from regular updates, heightened security, and so much more.

Contact Onsite Helper today and get the best deals for Google Workspace!

Best Cloud Storage Provider for Businesses in 2022

Every good business has gone through the trouble of going through the best cloud storage providers to pick the best one that fits their needs. No matter how small or large your business may be, having the best cloud storage solution from the top cloud storage provider is vital. Properly safeguarding your files, documents, especially sensitive data is always essential when running a business. 

Onsite Helper has seen businesses suffer in the past from not having their data backed up in the cloud. The lost data, work progress, and client information could cost your company a lot of money. Choosing the right cloud storage solution for you can be difficult. There are hundreds, if not thousands, of cloud storage providers out there. They all provide competitive packages, different features, and more. So to make the process a lot easier for you, Onsite Helper highlights five of the best cloud storage providers available in the market this 2022.

The best Google Workspace deal for your business

Onsite Helper offers a top-to-bottom managed IT service that helps businesses with onsite IT solutions, cloud services, IT security, and Google Workspace migration. Onsite Helper has helped hundreds of businesses in Melbourne and all over Australia.

To get the best deal on Google Workspace, click the button below.

Best cloud storage provider for businesses in 2022, an overview

Google Workspace

The best cloud storage provider for businesses with incredible Google App integrations

Google Workspace, formerly known as G Suite, has a wide range of business features. It was built with a high priority for collaboration and security in mind. Getting a Google Workspace subscription grants you access and business features to the full suite of Google Apps such as Google Drive, Gmail, Meet, Calendar, Chat, Admin Console, and so much more.

Also, if your business already heavily relies on these Google Apps, then it wouldn’t be so difficult for you to upgrade your business to Google Workspace. Getting more out of your Google Drive is definitely worth considering, especially if you know the best setup of Google Drive for businesses. On top of the real-time collaboration, security is one of the forefronts of Drive’s priorities. Lastly, security is handled by real-time syncing, encryption, document scanning, two-factor authentication, labels, and Data Loss Prevention or DLP restrictions.

Reasons to buy Google Workspace

  • Tools and services go beyond cloud storage
  • Unparalleled Google integration
  • Effective and admin-controlled data policy controls

Reasons to avoid Google Workspace

  • No password protection for shared files
  • Storing everything locally affecting desktop utility

If you want to know what Onsite Helper can offer when you want to move to Google Workspace check our Google Migration page.

iDrive

Fast and intuitive cloud storage solution

iDrive is definitely on-par with Google Drive when it comes to popularity. It offers a wide array of features that makes it the best cloud storage solution for a lot of people.

iDrive allows for real-time syncing, multiple device backups, support and compatibility for older file versions. Additionally, it features 30-day retention for deleted files. This, without a doubt, provides a lot of ease for users. Moreover, their security features include end-to-end encryption and two-factor authentication. iDrive’s mapped network drives allow for the preservation of full disk images, it also allows you to manage computers all from a web-based console. Lastly, activity reports and 24/7 support are also available for users or businesses that need them.

Reasons to buy iDrive

  • Bare-metal disaster recovery standards
  • Custom-designed physical drive housing protection systems
  • Fast and intuitive platform

Reasons to avoid iDrive

  • Storage is not unlimited
  • Slow upload for files in synced folder
  • Basic sharing options only
  • No two-factor authentication
pCloud

Cloud storage solution with no file size limits

pCloud offers an impressive storage service with plenty of features that are tailored to businesses. From real-time file syncs, data management from different devices, and unlimited file sizes, it’s safe to say that pCloud, overall, is an excellent package!

When it comes to working with teams, pCloud allows admins to provide different access levels for each of the users or members. Additionally, their security comes with a sophisticated search function, dedicated security modules, and everything easily scales with its users. These options are also easily customisable to fit your own branding.

Uploaded files are covered with 256-bit AES encryption and you can enable two-factor authentication for added cloud storage security. pCloud offers a lot of redundancies, which is something you definitely want to hear when it comes to cloud storage. Your data is stored in a minimum of three different physical facilities. Furthermore, your deleted files are automatically backed up for 30 days.

On top of all this, pCloud also allows for automatic backups for files that are from Dropbox, OneDrive, and even Google Drive.

Reasons to buy pCloud

  • Seamless sharing options
  • No file size limits
  • Lots of redundancies on data storage
  • Strong privacy

Reasons to avoid pCloud

  • Document creation and collaboration tools are not as good as the others in the market
  • Encryption costs extra
Backblaze

Secure cloud storage solution for businesses

Out of all the cloud storage solutions mentioned so far, Backblaze is the most different one. Instead of offering the usual real-time collaboration or real-time synchronisation, they’ll monitor your files regularly and automatically add new or updated ones to their cloud-based backup server. This way, you’ll subsequently always have a copy of your files if you need it.

To its core, what Backblaze is going for here is a simple install-and-forget model. Just have Backblaze around, and when something disastrous happens, you can rest easy knowing that your files are backed up by Backblaze. They also offer unlimited cloud backup storage with fast end-to-end encryption. Their packages are only for one device, however, it’s undeniable that their services are very important and essential, especially for businesses.

Reasons to buy Backblaze

  • Unlimited encrypted cloud backup storage
  • Install and forget
  • Fast and reliable cloud storage

Reasons to avoid Backblaze

  • No full disk backup
OneDrive

Cloud storage provider with Windows, Office, and Outlook integration

If your business is well integrated with Office 365, then Microsoft OneDrive will be the easiest cloud storage provider to use for your business. With its seamless integration with Outlook and other Microsoft tools, the use of OneDrive would be within familiar territory.

OneDrive provides good functionality and features. These features especially include flexible backup options, automatic uploads, basic photo-editing capabilities, real-time synchronisation, personal vault, ransomware detection, and 30 days of file restoration option for deleted files.

Additionally, if you use Teams and Sharepoint in your business, OneDrive will be able to smoothly work with those apps with plenty of real-time collaboration options. 

Reasons to buy Microsoft OneDrive

  • Best integration with Windows and Office 365
  • Smart ransomware detection
  • Management tools and enhanced security

Reasons to avoid Microsoft OneDrive

  • Only allows syncing of particular folders
  • Has lesser free storage compared to other cloud drives in the market

How to choose the best cloud storage provider for your business in 2022

One of the first things that you should do when you’re trying to choose the best cloud storage provider for your business is set your requirements very carefully. Assess your business from the inside out and figure out what exactly you are looking for in terms of features, usability, versatility, compatibility, and more.

When it comes to security, you might be after a cloud storage service that provides end-to-end encryption or two-factor authentication. If you’re looking for something that you don’t have to worry about, you might be looking for automatic backup or upload features. And if you’re looking for cloud-based solutions that offer so much more than storage, a full cloud office suite such as Google Workspace might work best for you.

Make sure that you’re also getting the most out of your cloud storage provider. Having the right cloud storage for your business could subsequently be the key to elevating your business this 2022.

Moreover, if you’re already a Google Workspace user, Onsite Helper has technical experts to help you when you experience some troubles and when things go wrong. So, if you currently have some problems, don’t hesitate to talk to one of our Google Workspace experts today for support. 

Interested in Google Workspace?

Is Google Workspace the cloud storage provider for you? Let us help!

Onsite Helper is the leading Google partner in Australia. We are here to help you with anything Google Workspace – from migration to creating a fully Google-integrated working atmosphere. 

Right now in the post-pandemic era, most businesses have embraced remote working setup. Are you also thinking of building a perfect home-based or remote team for your business? Reach out to us today by filling out the form below. Let’s talk about how Google Workspace can help you ensure productivity and smooth collaboration and communication in your organisation at these different times.

13 Google Workspace Productivity Tips and Tricks

Organisations of any size always strive to reach their maximum productivity. It secures growth and confidence that every resource is maximised for the benefit of the whole team and organisation. This is why Google Workspace (formerly known as G Suite) is the favoured cloud office system by businesses from startups to enterprises.

With over a dozen of useful applications and countless features, it’s understandable that some might not even be aware of the productivity features that Google Workspace has to offer. On top of that, Google regularly updates Google Workspace to further improve its services and increase the productivity of users. 

Onsite Helper has put together a list of useful features that help businesses and new users with their Google Workspace experience. Here are 13 Google Workspace tips and tricks that will surely maximise your productivity!

13 Google Workspace productivity tips and tricks

1. Attach large files to your email using Google Drive

This Google Workspace productivity tip will allow you to send large files.

By default, Gmail only allows users to attach files up to 25 Mb to their emails. One workaround that you can use to send larger files via Gmail is by attaching files using Google Drive. This feature greatly saves time and data bandwidth. To attach large files, make sure that the file that you want to send is uploaded to your Google Drive. Click the Drive icon in the compose toolbar and simply select the file you want to send.

Remember that the files in your Drive will still abide by Google DLP and Drive label restrictions if you have those setup, so make sure that you’re allowed to share the file that you want to share.

Insert files on Gmail using Google Drive

Google Workspace Updates

Before we proceed, one tip that vital in maximising your Google Workspace subscription is knowing the recent Google Workspace Updates.

Click the button below and learn more about the recent Google Workspace updates!

2. Convert images to text using Google Drive’s file scanner

h the Google Drive app, you can create new files by scanning images. Simply click the “+” icon in your Google Drive app and select “Scan”. This will allow you to take a photo of a document which Google Drive will then save as a PDF. Finally, you can copy the text from the photo that you save for later use. This Google Workspace productivity tip utilises Google’s compatibility over different devices. If you want to level up your Workspace usage, make sure you’re enjoying the different apps over different devices.

Scan files using the Google Drive App

3.  Use Voice Typing when creating a document

If taking photos isn’t enough for you, you can also use Voice Typing to write documents on Google Docs. Google’s Voice assistant is already one of the most advanced and precise when it comes to AI technology. You can now use this to write documents by simply using your voice. Take full advantage of this Google Workspace productivity tip especially when you’re already tired of typing. Enable this feature on Google Docs by clicking Tools > Voice Typing.

Alternatively, you can also use the shortcut Ctrl + Shift + S.

Voice Typing on Google Docs

4. Create Docs with your team

Google Workspace was built with collaboration in mind. In that regard, with this Google Workspace productivity tip, you can co-edit documents, spreadsheets, and presentations with your team simultaneously. You can see changes done by your team live, users can leave comments, and there’s a record of the changes done by each team member to a document.

Simply share your documents with other users and they can start editing the document with you if you give them the ‘Editor’ role.

Share and co-edit files on Drive

If your team benefits from this feature, then you might also find Google Groups Collaborative Inbox to be very useful.

Like what you see? Onsite Helper can help you migrate to Google Workspace

Onsite Helper is Australia’s leading Google Workspace partner. We are experts in everything Google Workspace – from migration to onsite IT support. We’ve helped our clients through our managed IT services and we are looking forward to working with you as well. 

Click the button below and get a great deal with Google Workspace today!

5. Use auto-response on Gmail

f your business receives lots of emails, this Google Workspace productivity tip is for you. If you’re overwhelmed and can’t reply to each and every email on time, then you should set up the “Automated response” feature on Gmail. Similarly, you can also use this feature when you are Out-of-Office. To do this, simply go to your Gmail settings, under General, you should be able to set up your Out-of-Office response there.

Out-of-office auto reply on Gmail

6. Increase email cancellation period

With Gmail, you normally have 5 seconds to undo or unsend the email you just sent out. If you ask us, 5 seconds simply isn’t enough. To be safe, increase it to 30 seconds by going to your Gmail settings, and changing the option to ‘30 seconds’ on the Undo Send setting. Now, you’ll have more than enough time to cancel the email you just sent in case you forgot to send an attachment or forgot to mention something (or regret what you just sent – Gmail has got your back).

Increase send cancellation period on Gmail to 30 seconds

7. Send meeting invitations via Google Calendar

With Google Workspace, you don’t have to worry about checking people’s schedules and sending each participant an email invite. Because of Google Calendar and Gmail’s seamless integration, you can simply set a meeting, input the desired date, time, and attendees, and invitations will automatically be sent through Gmail. You can also just check Google Calendar if you want to know who accepted or declined the invitation.

Email guests via Google Calendar

8. Have your daily agenda emailed to you

If you often find yourself unsure of what you need to do when you wake up in the morning, then this Google Workspace productivity tip is for you. Google Calendar can send you reminders so you don’t miss a meeting or an appointment. But if you want to take it a step further, you can have your daily agenda emailed to you every morning. To do this, just go to your Google Calendar settings > Other notifications > Daily agenda.

Receive a daily email with the agenda for this calendar

9. Dial in to join meetings on Google Meet

o you have an important meeting to attend but you don’t have an internet connection? Fret not – this Google Workspace productivity tip on Google Meet has got you covered. Every video conference comes with a shared link. What most people don’t realise is that there’s also a dial-in phone option that you can use to join the meeting while offline. Details can be found on the Google Calendar entry and Google Meet.

Join by phone on Google Meet
Join and use a phone for audio on Google Meet

10. Use Google Chat in Gmail

If your team primarily uses Google Chat to communicate, you might find it useful to know that you don’t have to actually open Google Chat to use it. You can use Google Chat within Gmail, keeping everything in one window – reducing clutter and RAM usage by only having to use one tab instead of two.

Use Google Chat in Gmail

11. Expand your search capabilities with Google Cloud Search

Cloud Search is part of Google Workspace and is also seamlessly integrated with other Google Workspace apps, bringing you the best of enterprise search. This allows you to conduct thorough searches across all your company’s content, from Gmail to Drive to Sheets to Slides, and more. Cloud Search can also answer your queries and make relevant suggestions to help you with your daily errands. 

“The information you need, right when you need it” – is the prime aim of Google Cloud Search. To know more about Google Cloud Search, read our other write-up on how to extend your search level.

12. Explore 3rd party apps and extensions for Google Workspace

Productivity tip: Google Workspace lets you do so much already in terms of work. With 3rd party apps and extensions, you can do even more!

Google Workspace promotes seamless integration with numerous 3rd party apps and extensions, such as Clockify, Calendly, and Dochub. These allow you to do more with Google Chrome and other Google Workspace Apps. 

For a list of recommended 3rd party apps and extensions, visit the Google Workspace Marketplace.

Recommended 3rd party apps and extensions for Google Workspace on the Google Workspace Marketplace

13. Work with Google Workspace Partners

Working with a Google Workspace partner such as Onsite Helper allows you to maximise your use of Google Workspace. On top of the Google Workspace support that you’ll get, you’ll also be able to enjoy business onsite solutions, managed IT solutions, IT security support and so much more.

Most businesses can only really enjoy the full range of Google Workspace services with the help of a reliable Google Workspace partner such as Onsite Helper. Furthermore, Onsite Helper can help you save money by greatly reducing your Google Workspace costs.

Upgrading to Google Workspace? Want more Google Workspace Productivity Tips?

Onsite Helper, Australia’s leading Google Workspace partner, specialises in Google Workspace migration, training, support, management, security, and everything Google Workspace. Our clients have enjoyed our managed IT services for years and your business could be a part of that too.

And now, in the post-pandemic era, Onsite Helper guarantees that moving to Google Workspace is the best decision you can make for your business. Integrating Google Workspace into your system will provide your business smoother communication through Chats, faster collaboration and real-time document editing, and a powerful email system

Get a great deal with Google Workspace today!

Google Workspace Updates: What’s In Store For You This 2022?

Google Workspace is packed with helpful features that support small to enterprise-level businesses. One of the best features that Google Workspace has to offer its customers is its regular updates. Despite being one of the best – if not the best – cloud office system that’s widely available in the market today, Google still tries to improve and deliver high-quality service and experience to their users.

Onsite Helper has gathered a list of recent Google Workspace updates (January 2022), which businesses can greatly benefit from. These can improve overall security along with all Google Workspace Apps, ease of access, transparency, and so much more. So, what are the new Google Workspace Updates?

Google Workspace January 2022 Updates

These Google Workspace updates that are sure to help your business will work hand-in-hand with these Google Workspace Productivity Tips and Tricks. Learn more by clicking the button below!

Live translated captions in Google Meet

Google Meet Live Translated Captions

If you’re working with globally distributed teams, you will greatly benefit from this new feature. In 2021, Google announced that the live translated captions in Google Meet are in the beta stage. As of January 2022, they made live translated captions generally available for the following Google Workspace editions:

  • Business Plus
  • Enterprise Standard
  • Enterprise Plus
  • The Teaching and Learning Upgrade
  • Education Plus

The translated captions are available on both web and mobile devices. As for the meeting participants, they will be able to use the new live translated captions if the meeting is organised or initiated by a user using an eligible Google Workspace edition. Additionally, meeting participants can translate English meetings to the following languages:

  • French
  • German
  • Portuguese
  • Spanish

Google just made video calls so much more inclusive and collaborative. Without the language proficiency barriers, teams and participants can now better communicate, collaborate, and consume content. Ultimately, it improves the effectiveness of meetings for everyone, especially the ones working remotely.

This feature can be enabled directly from Google Meet.

From the web:

  • Settings > Captions > Translated captions

From mobile:

  • Settings > Captions > Live Captions > Translated Language

Google Chat Improvements

Google Chat got two great updates this January 2022. Both updates are available to all Google Workspace customers, as well as G Suite Basic and Business customers.

Rich text formatting to Google Chat messages

You can now add rich formattings such as the classic Bold, Italics, and Underlines. You can even change the text colour and have a bulleted list.

This is accessible by using standard keyboard shortcuts such as “Ctrl +B” or “Ctrl + I”. Similarly, pressing the “A” icon in the chat compose bar will expand the formatting toolbar and show a familiar text editing interface.

Google Chat rich text formatting

On top of having the formatting toolbar and standard keyboard shortcuts, you can also use Markdown formatting to format your text in Google Chat. To do this, you’re going to have to include special characters in your text.

  • For Bold text, add asterisks * before and after the message you want bolded.
  • To Italicise text, add underscores _ before and after the message you want to be italicised.
  • To add a Strikethrough line, add tildes ~ before and after the message you want to have a strike through line.

For more information about the rich text formatting and markdown formatting on Google Chat, you can refer to the Google Chat Help.

See when messages are deleted in Google Chat

Messages that are deleted in an unthreaded Google Chat space will now show a message and timestamp indicating the said deletion. Additionally, when a message has been deleted, the content itself and the replies are deleted.

Google Chat deleted message

This particular Google Chat update makes it easier to keep track of the happening in a Google Chat space or a thread. Showing who deleted a message and when it was deleted helps improve the overall readability and flow of the conversation. Moreover, it provides context for the users involved in the conversation.

Deleting a message or a reply in Google Chat is as easy as clicking the kebab menu and clicking ‘Delete’.

Google Chat - how to delete messages

Interested in Upgrading to Google Workspace?

These regular updates and improvements keep Google Workspace on top when it comes to cloud office systems. Indeed, Google Workspace is full of amazing features that allow businesses to scale and operate to the next level. And Onsite Helper has helped numerous companies in Australia time and time again in upgrading to Google Workspace.

If you’re enjoying knowing these updates and want your business to experience these too, call Onsite Helper and we’ll help you with Google Workspace migration!

If that wasn’t enough for you, here are 10 reasons why you should upgrade to Google Workspace this 2022. While you’re here, why not check our Google Workspace Security Audit today! Onsite Helper has specifically developed this comprehensive IT security audit that works for every IT system. Read all about it here.

Create text watermarks in Google Docs

All Google Workspace users can now add text watermarks to their documents in Google Docs. Additionally, this update also allows users to import documents with text watermarks. The watermarks from the imported Microsoft Word documents will be preserved when editing, importing, or exporting.

The watermarks will repeat on every page of the document. This is very useful for indicating file status such as “Confidential” or “Draft”, adding a significant amount of security in reminding the users regarding the file that they are currently working on. 

On top of the text watermarks, users can also opt to insert an image watermark or an image above or behind the text watermark. Should you choose to personalise your watermark according to your company, you can now do so with Google Docs.

To add a text watermark to your Google Docs file, click Insert > Watermark > Text.

Watermarks in Google Docs

Google Drive data security and malware protection

Google Drive is already optimised for businesses. If you know how to set up Google Drive for businesses and organisations, you’re already very close to maximising your potential when it comes to team collaboration and file sharing. Despite that, Google is still finding ways to improve Google Drive for businesses by protecting users and teams from malicious files and increasing data security and DLP regulations.

Warning banners will alert users of suspicious files in Google Drive

Google announced additional safeguards against abusive content at Google Cloud Next 2021. With this, Google Drive displays a warning banner to warn users and protect their organisation against malware, phishing, and ransomware. These warning banners are also available when opening Google Docs, Sheets, Slides, and even Drawings.

Google Drive Warning Banners

Automated classification with Google Workspace DLP and Google Drive Labels

The ability to categorise content and enhance content protection at scale is now available. These features were a part of beta last year but they are now generally available for the following Google Workspace editions:

  • Google Workspace Essentials
  • Business Standard
  • Business Plus
  • Enterprise Essentials
  • Enterprise Standard
  • Google Workspace Enterprise Plus
  • Education Fundamentals
  • Education Plus

With the new Admin console setting, admins can now apply up to 5 labels to new files that users create. The automated classification helps organisations apply Drive labels to new files and content. This ensures that every file abides by Google Data Loss Protection and admin-defined DLP rules and restrictions, greatly reducing the odds of users accidentally sending confidential files to external users.

The automated classification helps scale data protection efforts by minimising potential errors that are associated with manual labels.

Setup Google Workspace With Onsite Helper today!

Your business can also enjoy these new features and more when you upgrade to Google Workspace with Onsite Helper today!

Onsite Helper is a top Google Partner in Australia specialising in Google Workspace migration, managed IT systems and solutions, and onsite IT support. We provide free cloud service consultation and a free IT security audit. We’ve helped hundreds of businesses in Australia and we are more than happy to work with you as well.

Click the button below and call us today!

10 Reasons Why You Should Upgrade to Google Workspace (2022)

Operating a business in 2022 is very interesting. Since the onset of the COVID-19 pandemic in 2020, a lot of businesses have had to adopt a work-from-home strategy in their operations. Due to this, people started using online and browser-based platforms for communication and collaboration such as Gmail, Google Chat, and Google Drive.

The consumer versions of the aforementioned apps are great, they function well and they get the job done. The best part? They’re free! So why should you upgrade your business to Google Workspace (formerly known as G Suite)?

In a nutshell, Google Workspace Australia provides a lot of helpful features and more control that can greatly improve the overall efficiency of your business. The collaboration will be more effective, communication will be more secure, and the advanced features will ensure that your team will have the most conducive working environment and platform.

Google Workspace elevates the work experience and digital transformation, providing options and support in remote and hybrid environments. Let’s crack open that nutshell and dive right into the details.

Read more: Google Workspace productivity tips and Google Workspace updates

10 Reasons Why You Should Upgrade to Google Workspace (2022)

10 Reasons to Upgrade to Google Workspace Australia (G Suite)

1. Easy file sharing and storage via Google Drive

Each user or employee has their own Drive, where they can store drafts, work notes, spreadsheets, and other work-related files that most of the time, their teammates don’t necessarily have access to. On the other hand, there are also Shared Drives, where employees can share documents, files, and resources that other members need access to, either for checking or collaborating.

Sure, you can also share files using the consumer version of Google Drive, but the extra features make it really easy to navigate and triple the data protection and security. With Shared Drives, anyone that needs access to the files already has them. If someone leaves the company, it’s also a lot easier to revoke their access.

In addition, Drive Labels and Google’s DLP policies ensure that your company’s sensitive data doesn’t fall into the hands of someone who is unauthorised.

For Google Workspace Enterprise, the Drives come with unlimited cloud storage. You get 30GB of cloud storage in the Business Starter which is still twice what you get in the free version. Moreover, there are also 2TB and 5TB options available.

2. Seamless CRM and other third-party apps with Google Workspace

When it comes to improving and monitoring the overall workflow and processes, Google Workspace has got you covered. CRM integration is very easy with Google Workspace. With this, your team can work seamlessly across different third-party platforms without ever having to leave the Google Workspace app.

Employees don’t have to worry about toggling between the different apps back and forth, logging in repeatedly, or duplicating data. With this feature, your company gets a significant productivity boost.

In addition, you wouldn’t have to worry about ‘human error’ when it comes to monitoring and data entry since all of those are done for you automatically. Here are a few examples of third-party apps that you can easily integrate with Google Workspace:

3. Branded Email for a more professional look

While there’s nothing particularly wrong with having an @gmail.com email address for your business, it might leave a bad impression on clients especially in this day and age. This 2022, put that generic email to rest and give your business a much more professional email address that your clients will surely positively remember!

With Google Workspace, you get the full functionality of Gmail with all of its familiar features but it’ll be branded with your organisation’s domain name. Seeing @yourbusinessname.com is a lot more reassuring than @gmail.com in a business sense, and we’re sure a lot of people would agree.

For employees, the Gmail experience would be the same. On the other hand, employers would get enterprise-grade Gmail with premium features. This would allow them to control and secure email communications without having to set up an email server.

4. Real-time collaboration

Real-time collaboration can be challenging in both office and remote working environments. Google Workspace Australia offers a great range of collaboration tools and apps that allows users to collaborate remotely, or even while some are at the office.

Google Docs, Sheets, and Slides allow real-time co-editing which means that users don’t have to wait for one to finish before they can start working, and there’s no need to worry about two users having worked on the same document. You see the changes happening instantly so you know what exactly the others are doing. With this, it’s a lot easier to build on each other’s ideas, improve, modify, and reach a consensus.

If you need to quickly hop on to a call, it’s very easy to do so with Google Meet. If you’d rather schedule a meeting for a later time, use Google Calendar and you’ll get a Google Meet link right away.

Don’t you think this is a really good reason to upgrade to Google Workspace?

Google Workspace collaboration

5. Helpful AI-powered productivity tools and insights

Google Workspace consistently works on removing friction, automating simple tasks, and equipping you and your team with data-based insights. This is done through machine learning and natural language processing. How does this work in practice?

Google Assistant can automatically find you a time and can add a Google Meet link for each attendee when you’re trying to book virtual meetings. Gmail features Smart Compose which can finish your sentences for you. This can be based on common terms and phrases, but the more you use it, the more it can give you helpful suggestions that fit your writing style.

6. Monitor and Manage the Business Overview from the Admin Console

The Google Workspace Admin Console is your go-to place when you want to manage your data, users, and apps. You can quickly add and remove users or groups, manage devices, create and assign specific roles for each user, customise the overall user experience, and configure security settings all from the intuitive dashboards.

What this means is that you can quickly enforce security keys or require two-step verification. If they log into their Google Workspace account from a different computer or mobile device, Google sends them a verification code via SMS. They have to correctly pass that or another means of verification before they can access company data. This alone bumps your security level up significantly. Gmail and Drive also come with enhanced file scanning. These apps check for security threats before letting you access files from outside sources to make sure that no one can accidentally compromise the system.

For a lot of business owners, this is the main reason to upgrade to Google Workspace.

7. Google Workspace enterprise-grade security with Endpoint Management

While the Admin Console lets you control Google Workspace accounts, Endpoint Management, on the other hand, lets you control which devices can access those accounts. With Google Workspace Endpoint Management, distributing apps on mobile devices can be done quickly and at scale. In addition, you can check the usage, manage security settings, and limit access on any endpoint device.

If an employee’s phone gets stolen or lost, you can easily erase any sensitive and confidential data remotely. You can do this by simply removing the device or the account.

8. Archive business data with Google Vault

If you want to preserve old company data or archive data from an account you’re about to suspend, you can do that with Google Vault. Retention rules and holds can be set on certain Google Workspace apps to preserve user data – this can be done even on deleted documents and suspended accounts.

Furthermore, this also helps prevent data loss in the event of an employee leaving the company. Moreover, this also helps your legal department get ahead of things or potential problems should they need it. Lastly, Google Vault tracks user activity, searches, content views, and exports.

9. High-quality and engaging websites with Google Sites

If your business is yet to have a website, this is your go-signal to sign up to Google Workspace Australia. With Google Sites, your team can work together to create a website. Another great thing is that you don’t even need any programming background to begin! The drag-and-drop features allow anyone to quickly modify the content of the website. And similar to how Google Docs, Sheets, and Slide work, you can also co-edit the website, leave comments, and manage access to particular users.

10. Consistent experience wherever and whenever

Google Workspace is primarily browser-based which makes it very accessible. However, for the best experience, Onsite Helper highly recommends that you use Google Chrome.

Google Workspace is accessible to a wide range of devices. On top of that, there are corresponding mobile apps for your favourite Google Workspace apps. This level of compatibility and ease allows users to easily transition between working on a phone while on the go, on a laptop while at home, or on a computer in their workstation.

This is a really good reason to upgrade to Google Workspace for businesses with a hybrid work setup – both office and remote work.

10 reasons why you should upgrade to Google Workspace by Onsite Helper

Find these reasons to upgrade to Google Workspace convincing?

Upgrading or moving to Google Workspace is one of the many right decisions you’ll be making this year. Allow Onsite Helper to help you migrate your business to Google Workspace. Onsite Helper is the leading Google partner to help mid-sized businesses. We elevate their digital workflow to the next level with Google Workspace Australia. We have successfully helped hundreds of businesses in Australia and we are excited to help you and your business as well.

What are you waiting for? Click the button below and contact us today!

Cybersecurity 2022: Best IT Security Support Tips and Trends for Businesses

Nowadays, cybercriminals are more capable and adept at covering their tracks, hiding in the cloud, and manipulating internal system infrastructures to exploit some often hard-to-spot vulnerabilities. Indeed, Onsite Helper is a firm believer that no business is too small to prioritise IT security solutions and support.

This blog summarises the significant takeaways into IT security or cybersecurity that every business should know. Consequently, we highly recommend that businesses of any size apply these IT security support and maintenance practises to their mindset coming into 2022.

Onsite Helper - IT Security

Cybercrime in 2022

Studies suggest that by 2022, there will be about 28.5 billion networked devices around the world. This number increased significantly from 2017’s 18 billion networked devices. What does this mean for businesses around the world?

Businesses left, right, and centre will continue to face old and new threats on a regular basis. Two of the most common ones that businesses face are phishing scams and ransomware. Despite being old, cybercriminals still find a way to trick people who aren’t fully aware of the scam and how to best deal with it. The aforementioned threats can be threatening to companies with untrained personnel. Due to this, Onsite Helper has prepared this simple checklist of the best IT security solutions tips and trends. This will hopefully serve as a guideline for your business to better deal with the threats that cybercriminals have to offer in 2022.

Back in 2020, at the onset of the COVID-19 pandemic, most businesses transitioned to a work-from-home model. This is true not only in Australia but all over the world. As a response, cybercriminals also moved to remote operations. As a matter of fact, a report suggests that about 20% of the cybersecurity incidents from that year occurred during the height of the pandemic.

Such high numbers should serve as a wake-up call for businesses. It’s about time that organisations understand cyber threats and risks. Moreover, they should learn to do everything in their power to prevent data leaks and breaches. 

Best IT security solutions and tips for businesses in 2022

Layered Cyber Security

Small and medium-sized businesses are highly vulnerable to cyber attacks as they often only have 1 or 2 layers of IT security in place, this would be like leaving your house and only locking the door. It would be very easy for a criminal to break in, so to stay protected, you would want:

  • Application Authorization – this means only selected applications can be used and no software or settings can be installed by staff. Additionally, this prevents Ransomware and other malicious software from infecting devices.
  • Managed Antivirus solution – great for alerting IT if there are any issues.
  • Patch Management -insures all operating system patches and 3rd party applications stay up to date and secure.
  • Web Protection – will prevent malicious or inappropriate website access for staff.
  • Mail Protection – stops SPAM and virus emails from being delivered to staff inbox’s.
  • Monitoring & Alerts – to alert IT if there are any issues with the computers hardware, software or security.
  • Multi-factor Authentication – will protect the cloud applications being used as it requires a code sent to a mobile phone for access. Far more secure than password only access.
  • Password Management allows for shared company passwords to remain secret. It prevents you having to change all your passwords when staff leave, which often doesn’t happen and is a huge security risk.
  • Backups – its important to backup your shared data as well as cloud applications like emails & docs in Google Workspace or Office 365.
Layered Cyber IT Security solutions by Onsite Helper

Outsource your IT to the experts: Managed Services

Onsite Helper’s Managed Services focuses on IT security, business continuity and business process improvements. We have 3 package offerings, all of which have the essential IT security requirements managed by us.

Call Onsite Helper today for more information.

Create a strong password policy in your organisation

Protect your organisation’s network and reduce the odds of someone infiltrating your system by establishing a strong password policy within your company. Also, ensure your password hasn’t been leaked online.

What’s the best guideline to follow for a strong password policy?

  • Create longer passwords – for a safe and strong password, the minimum length of your password should be at least 15 characters. Similarly, the more characters you can add, the safer your password will be.
  • Mix different kinds of characters – your password should be a combination of uppercase and lowercase alphanumeric characters and different symbols. 
  • Prohibit dictionary words – Don’t use simple dictionary words in your password, especially ones that can be easily linked to you like “computer” or “lavender”.
  • Regularly change passwords – have your employees change their passwords at regular intervals. Do this monthly, quarterly, or as often as you would like. Just make sure that your employees remember their passwords or know how to access them.
  • Use a password manager – oftentimes, when regular password changes are done, your employees might not easily remember their new passwords or they might lose that sheet of paper where they wrote down their new password. For this reason, it’s great to have a password manager like LastPass. Password managers can auto-generate complex passwords and they can safely store and encrypt your passwords for you. You can access your passwords through a master password.
  • Don’t use memorable keyboard paths – passwords such as ‘qwerty’, ‘1234567890’, or “!@#$%^&*()” are memorable keyboard paths. These are very common and easy to infiltrate.

Create a strong password policy - Onsite Helper

Enable multi-factor authentication (MFA)

Multi-factor authentication is a powerful IT security feature that prevents unauthorised users from accessing sensitive company data. Multi-factor authentication may be in the form of two-factor authentication or two-step verification. Two-factor authentication and two-step verification have a lot of benefits. It can greatly enhance your overall IT security.

Multi-factor authentication simply means that you’re requiring users to use a combination of different biometric elements to access an account. This ensures that the one accessing the account is actually the owner of the account or someone that is authorised to access it. The common forms of authentication are via SMS, emails, security questions, or security codes.

Enable Multi-factor authentication - Onsite Helper

Set tougher security questions

Security questions add another layer of IT security by forcing users to answer questions that only the authorised person would know. This method highly prevents imposters from accessing sensitive data.

The best and most secure security questions are the ones that will make it easy for authorised users to authenticate themselves. What should these security questions be like?

  • Safe – any hackers or cybercriminals shouldn’t be able to guess or research your answer.
  • Memorable – your answer should be something that is easy for you to remember.
  • Consistent – your answer should be something that doesn’t change over time.
  • Has a lot of options or answers – your answer should have a lot of different possible answers so any cybercriminal would have a hard time guessing it.

Backup your data

A data backup IT security solution is one of the best ways to protect your precious data from a ransomware attack. Ransomware is a form of malicious software. All it takes to set it off is an accidental clicking of a malicious link. This link targets any unsuspecting employee. Once deployed, all of your data is now taken hostage.

Regularly keeping an updated backup of your data protects you from ransomware attacks. In an event where your system falls victim to a ransomware attack, you can easily restore back your data thanks to your backup.

Conduct IT security training

As mentioned earlier, no business is too small to prioritize IT security solutions and maintenance. It’s a good practice for businesses to conduct IT security training and cybersecurity awareness workshops. This will better train and educate employees to navigate the internet and your system with more care. This practice will greatly reduce cyberattacks caused by human error and employee negligence. Overall, this will result in a significant improvement in your organization’s IT security.

How to improve your IT security solutions today!

IT Security Audit Services

Onsite Helper is a business IT support provider based in Australia that specialises in Managed IT systems, IT maintenance, security solutions, ransomware prevention, everything Google Workspace, and so much more.

We have developed a FREE and comprehensive IT Security Audit that will immediately show you any vulnerabilities in your system and how to properly address them. This FREE IT security audit service has helped businesses in Melbourne and all across Australia.

Get your free IT security audit here and don’t hesitate to contact Onsite Helper for any concerns!

IT Secuity Audit Services - Onsite Helper

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. 

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