How to use Google Workspace (G Suite) | How to install, configure, and use

If you’re a computer user, you’ve probably used Google’s productivity applications like Gmail, Google Drive, Google Workspace and Google Calendar.

Google Workspace is a business package of multiple applications from Google. Functions and security have been enhanced for smooth work collaboration between employees or between teams.

‘Google Workspace’ was originally called ‘G Suite’, but the name was changed on October 6, 2020.

In this article, we will thoroughly explain how to introduce Google Workspace, how to use it, how to set it up, and how to use it. If you want to improve your team’s productivity with Google Workspace, this is a must-see.

Google Workspace

Table of Contents

Preparing to deploy Google Workspace (G Suite)

The following four steps are required to introduce Google Workspace.

  1. Plan selection
  2. Get your own domain
  3. Administrator settings
  4. Determining address rules

In this chapter, we will explain these procedures in detail, but if you want to start from the setting because the installation has been completed, please proceed to Chapter 3 ” How to use Google Workspace [Setting method] “.

Plan selection

Google Workspace has the following four plans, each with different prices and features.

  1. starter plan
  2. standard plan
  3. business plus plan
  4. Enterprise plan

Please refer to the table below for usage fees and available services.

RATE PLAN BUSINESS STARTER BUSINESS STANDARD BUSINESS PLUS BUSINESS PLUS ENTERPRISE
Monthly fee (per user) ¥680 (¥748 including tax) ¥1,360 (¥1,496 including tax) ¥2,040 (¥2,244 including tax) Inquiry required
14 days trial period
gmail

Gmail

Gmail business email
Google Meet

Google Meet

Maximum number of participants in (video conference) 100 people 150 people 250 people 250 people
Meeting length (maximum) 24hours 24hours 24hours 24hours
Participation phone number (U.S. phone number or international phone number)
digital whiteboard
Record noise cancellation/meetings and save to Google Drive ×
Cloud

Cloud

drive secure cloud storage 30GB per user 2TB per user 5TB per user Scalable as needed
Supports over 100 file formats
Shared drive that can be used by the team / sharing of the target group ×
chat

Chat

Chat team message
Advanced chat rooms (threaded chat rooms, chat rooms with guest access, etc.) ×
calendar

calendar

shared calendar
Browse and book meeting rooms
Docs, Sheets, Slides

Docs, Sheets, Slides

Collaborative content creation
Create shared notes
google sites website builder
forms survey builder
Security and management Two-Step Verification Group
based policy management
Advanced Protection Program
Secure LDAP × ×
Data Loss Prevention (DLP) × × ×
Google Vault (data retention, eDiscovery, auditing) × ×
security center × × ×
Gmail electronic signature/encryption (S/MIME) × × ×

*Information as of September 2021.

You can use the basic services regardless of which plan you choose, but the higher the plan grade, the larger the cloud storage capacity and the stronger the security. Take advantage of the 14-day free trial period and choose the plan that best suits your situation.

Get your own domain

Google Workspace allows you to create an account with your own domain. If you don’t have a company domain, use a domain acquisition service to acquire a new domain.

Domain acquisition services include Name com , X domain , etc.

Administrator settings

By setting administrators in Google Workspace and logging in to the management console, it is possible to set and restrict functions for each user. In general, there are many cases where administrative departments and information system departments become administrators.

Formulation of address rules

When operating Google Workspace, establishing rules for email addresses will help foster unity as an organization. For example, the email address of “Taro Yamada” is a versatile rule such as “taro.yamada@domain name”.

By setting rules in advance, work can proceed smoothly when adding new members.

How to sign up for Google Workspace

There are two ways to apply for Google Workspace.

  1. How to apply directly through Google
  2. How to apply from an authorized sales agent

Let’s take a look at each step.

How to apply directly from Google official page

  1. Enter the following on the Google Workspace official page :
    • Company (organization) name
    • number of employees
    • Country
    • mail address
    • domain to use
    • Administrator name *Set any by yourself
    • User name (address) of the administrator * Set anything by yourself
    • Administrator password * set anything by yourself
  2. Confirm the account information and enter the payment method (*Payment method is “credit card” only).

Once the application is complete, you can start using it immediately.

How to apply from an authorized sales agent

  1. Find authorized resellers licensed by Google from our partner list .
  2. Select a partner and click Contact Partner.
  3. Enter “Inquiry Details” and click “Send”.

After the meeting, the application will be formally completed.

How to use Google Workspace [How to set]

After completing the application for Google Workspace, the administrator must perform the minimum necessary settings. There are three setup steps:

  1. Add User
  2. Company profile settings
  3. Domain verification (DNS settings)

Step 1: Add Users

Add a new user to Google Workspace by following the steps below.

  1. Log in to the Admin Console with an administrator account.
  2. From Users within the Admin Console, select the organizational unit you want to add to the user.
  3. Click Add New User at the top of the page.
  4. Register your account information (name, email address, phone number, etc.) and set a password (automatic generation is also possible).
  5. Click “Add New User” and you’re all set.

In addition to adding users one by one like this, it is also possible to register users in bulk by uploading a CSV file to Google Workspace.

Step 2: Company Profile Setup

Your company profile settings allow you to display your company’s logo on your account. You can also create custom URLs for your own users for each service.

Step 3: Domain settings (DNS settings)

Configure and prove ownership of domains so that you can manage them, including adding or removing domains associated with your account. The domain setting is like “identity verification” so to speak. Follow the steps below to verify your domain.

  1. On the screen after user addition is completed, proceed to “Choose another method” → “Add domain host record (TXT or CNAME)”.
  2. Log in to the management screen of the domain provider with another browser, and check “Login was successful” displayed on the screen.
  3. Check the “Open Control Panel” box displayed on the screen.
  4. Copy the string entered in “Value/Response/Destination” on the “Add a new TXT record to your domain” page.
  5. Access the domain provider’s control panel and click “Domain menu” → “Domain setting operation” → “DNS/URL” (the acquired domain will be displayed in the domain list).
  6. Enter “text copied with txt @ 4″ in the text area of ​​”DNS settings” (Half-width spaces are required before and after “@”).
  7. Also add the following 5 strings to the text area and click “Save” at the bottom of the screen (the names of the name and value fields may differ depending on the domain provider).
    • mx aspmx.l.google.com.1
    • mx alt1.aspmx.l.google.com.5
    • mx alt2.aspmx.l.google.com.5
    • mx alt3.aspmx.l.google.com.10
    • mx alt4.aspmx.l.google.com.10
  8. Check all remaining checkboxes and click the “Verify domain and set up email” button.

The domain setting is usually confirmed and reflected in about 1 hour.

How to use Google Workspace [How to use]

Google Workspace has the optimal usage method according to various needs such as collaboration, organization, productivity improvement, marketing and sales. In this chapter, we will introduce six ways to use it to foster smart business.

1. Create and share branded templates in Drive

Google Docs, Sheets, Slides, and Forms in Google Workspace all have template functions. Therefore, you can create materials that follow brand guidelines without hassle.

Create a design template that reflects your brand and share it with your company or team. Ensuring the use of a common design leads to branding.

2. Share customer feedback collected in forms to speed up improvements

For business growth, it is essential to understand the areas where results are improving and those areas that are not growing, and to make speedy improvements. That’s why it’s important to share the feedback you collect from your customers in real-time internally and with your team.

Data such as customer surveys, market research, and Net Promoter Score® (NPS) collected by Google Forms can be shared as “collaborators” on the form, which will be useful for quickly reflecting feedback. .

3. Smooth collaboration when new employees join the calendar

The Google Calendar feature works seamlessly with Gmail, Drive, and Meet, making it ideal for team work. Even with the free plan, sharing between members is possible, but when new members such as new employees join, the paid version of Google Workspace is convenient. Normally, sharing is required every time a new member increases, but with the paid version, you can do it all at once.

In addition, since the calendars of all team members can be displayed on one screen, cooperation becomes smoother.

4. Meet enables large-scale online meetings

When conducting an online meeting using Google Meet, the number of participants that can participate differs between the free plan and Google Workspace. Up to 100 people can participate in the free plan, and up to 250 people can participate using Google Workspace.

Also, on the meeting setting screen of Google Workspace, in addition to the usual “meeting URL”, the “dial-in number” is displayed, so members who are in places where Wi-Fi or data communication cannot be used can also participate.

5. Check employee usage of Google Workspace with reports

Not everyone uses Google Workspace in the same way. The reports panel in the admin console helps you understand how Google Workspace tools and apps are being used. You can also use this information for effective Google Workspace training.

The report panel also contains useful security information. For example, the device used to log in or the user who needs to install an update. This keeps your team and data safe.

6. Take advantage of new tools in the Google Workspace Marketplace

Google Workspace Marketplace can be integrated with various third-party tools that can improve work efficiency. The areas of such tools are as diverse as business, productivity, communications, education, and public works.

Download apps like Zoom, Xero, Google Analytics, Asana, and more, and seamlessly connect to your Google Workspace account to work with apps like Sheets and Calendar. Keep an eye on how your employees are using your new tools and see if they’re helping them get the job done.

Improve work processes with Google Workspace

So far, we have explained specific usage such as setting up and using Google Workspace (formerly G Suite) from preparation for introduction. Since Google Workspace is a cloud service, one of the attractions is that it can be automatically updated to the latest version without administrative work.

Let’s make full use of Google Workspace and aim to improve work efficiency.

 

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