G Suite FAQs

Common questions when considering G Suite

FAQ Categories

Overview

With G Suite, you’ll receive a number of additional business-grade services not included with Google’s free consumer apps. These services include: custom business email @yourcompany, twice the amount of cloud storage across Gmail and Drive, 24/7 phone and email support, 99.9% guaranteed uptime on business email, interoperability with Microsoft Outlook, additional security options like two-step authentication and SSO, and administrative controls for user accounts.

No. When you sign up for G Suite, you’ll gain access to a set of integrated apps that work together seamlessly. For instance, you can receive a message in Gmail and instantly convert it into a Calendar event. When you make a comment in Docs, Sheets, or Slides, collaborators automatically receive email alerts. With a single click, you can launch a Hangouts video meeting from your inbox or calendar. Using these tools together improves productivity and gives your business the most value. However, you are welcome to purchase the suite and only use the services of your choice.

We’ve found that many of our customers are able to eliminate their existing productivity suites and rely exclusively on G Suite to create different kinds of files, including text documents, spreadsheets, and presentations. You can work on those files in real time with other people and store them in the cloud with Google Drive. G Suite’s apps work across devices. Unlike traditional desktop applications, there is no software to install. G Suite is also compatible with files made in other programs, such as Microsoft Office.

Features

How does gmail in G Suite differ from free Gmail?

G Suite’s Gmail features include: custom business email @yourcompany, unlimited group email addresses, 99.9% guaranteed uptime, twice the storage of free Gmail, zero ads, 24/7 phone and email support, G Suite Sync for Microsoft Outlook, and more.

Can a user have multiple email addresses?

Yes. A user can have multiple email addresses by creating email aliases such as support@yourcompany. You can add up to 30 email aliases for each user.

Can I migrate my existing email to G Suite?

Yes. Migration tools are available for importing your old emails from legacy environments such as Lotus Notes and Microsoft.

Can I create a group calendar?

Yes. You can create a calendar that’s accessible to everyone in your organization (or a subset of users). For example, you might want a group calendar for events like team holidays and regular meetings.

Can I migrate and sync all my calendars?

Yes. Calendar migration options are available for many types of calendars, including both Lotus Notes and Microsoft environments.

Does Calendar have event reminders?

Yes. By default, Calendar displays a pop-up reminder 10 minutes before an event. You can change reminder times within Calendar’s settings.

Can external participants jooin a call?

Absolutely. In fact, you can share the same link with all meeting participants, making it easier to get everyone you need on the call.

Is the meetting content secure?

Yes. All video and audio streams in Meet are encrypted. Users can join securely even when they’re off site.

Is a third-party service required for dial-in access?

No. With G Suite’s Enterprise edition, you have the ability to include a phone number and PIN on each of your meetings with no other configuration required. Check the dial-in documentation for further details.

How can I use Chat right away?

If you are a G Suite customer, you can use chats immediately. Click on the grid bar on top left corner and you will access chats. 

How will this interact with the older version of Hangouts, the one that lives in my Gmail?

To help make your Chat experience seamless, classic Hangouts will still be available and is compatible with Hangouts Chat.

I’ve got an idea for a bot. How can I get started?

Google have the following resources available for you at the Developer page.

Does Google Docs work offline?

Yes. This feature is available within a Chrome browser. If you haven’t already, give Chrome a try—it’s free and easy to install.

Can I share Docs files externally?

Yes. You can change each document’s settings to grant anyone you choose editor, viewer or commenter access.

Can I convert my existing documents into Docs?

Yes. You can convert many different file types into Docs format. The original file will remain intact.

Do people need G Suite accounts to respond to forms?

No. Anyone can respond to Forms.

Can I keep a form private to only my company?

Yes. The sharing settings for Forms make it easy to control who is able to view and edit your forms.

Can forms handle a large number of responses?

Yes. Forms can handle as much data as Sheets, and Sheets can currently handle 2 million cells of data. That’s a lot of data.

What kind of features does Slides offer?

You can draw charts and diagrams, insert objects and shapes, format text and images, enable animations, and much more.

Can I convert other presentations into Slides?

Yes. You can convert many different files types into Slides format. The original file will remain intact.

How does co-editing work?

Co-editing means that multiple people can work on the same slide at the same time. Sharing settings allow you to control who can view and edit a slide, and revision history enables you to revert to earlier versions.

Can external visitors access a company site?

Yes. People outside your company can access your site, even without a G Suite account. You can also opt to restrict access through sharing settings.

Can I still use the previous version of Sites?

If your company is using any previous version of Sites, there will be no disruption. Keep editing and sharing your Sites as you have previously.

Can I purchase a domain through Google?

Google can help you purchase a domain through one of our domain host partners. During sign up, just select the option to ‘Buy a new domain.’ We’ll then guide you through the process to help you set up G Suite for your new domain.

How do I sign in to my Admin console?

You can access your Admin console at admin.google.com. Enter your email address and password to sign in, and the console appears.

What are user accounts?

User accounts give people a name and password for signing into G Suite, as well as an email address. You can also create accounts to use as mailing lists and give people alternate email addresses.

Can I grant administrator privileges to other users?

Yes. You can grant a user administrative privileges by assigning them one of the available administrator roles.

What is eDiscovery?

Electronic discovery, or eDiscovery, is the process of searching and retrieving information in electronic format. It is useful for legal matters and prevents data loss from employee turnover.

What happens to data in deleted accounts?

If you delete a user, all data associated with the user’s account will be removed from Google. As a best practice, Google recommends suspending user accounts instead of deleting them.

How do I purchase G Suite with Vault?

Vault is included with G Suite’s Business and Enterprise editions. Once you start your free trial of G Suite, you can select and purchase one of these editions from within your Admin console. Alternatively, you can purchase by contacting sales.

Is there additional cost for mobile management?

No. Mobile Management is included with G Suite because security is important and want to make sure you have the protection you need.

Does mobile management work for Android and iOS?

Yes and yes. Admins can enforce policies across both Android and iOS so your employees can choose the device they’re comfortable with to get work done.

How do I get started using Mobile Management?

Sign up for a free trial of G Suite. If you’re already using G Suite, you can learn how to enable Mobile Management from your Admin console.

How do I get started with App Maker?

Check out our developer docs and our Getting Started tutorial here.

Can I use App Maker as an EDU customer?

You sure can. Your administrator can turn it on for your users from the Admin Console.

What type of support can I expect with App Maker?

App Maker offers 24×7 technical support and service-level commitments. Learn more here.

How many people can use Jamboard at once?

Jamboard supports up to 16 touch points at once on a single device. An entire team can join the same jam from other Jamboards and phones and tablets with the Jamboard app.

How much does Jamboard cost?

Jamboard starts at USD $4,999 (includes 1 Jamboard display, 2 styluses, 1 eraser, and 1 wall mount) plus a USD $600 annual management and support fee.

What are Jamboard’s specifications?

View the Jamboard spec-sheet (PDF). For more information, visit the Jamboard Help Center

Pricing

G Suite has three editions: Basic, Business, and Enterprise. Basic has 30GB of storage per user, Business offers unlimited storage and archiving, and Enterprise includes additional advanced controls and customization. You can compare G Suite’s editions for more information.

Yes, we offer 14 days of G Suite service to new customers. Sign up for the free trial in minutes and create accounts for up to 10 people on your team. We’ll need to get your billing details to get your account set up, but you will only be charged after the free trial is over. You can cancel anytime. To get the most from your trial, we recommend trying at least 3 tasks you want to explore, such as collaborating on Docs, launching a video meeting in Hangouts Meet, or checking Gmail from your mobile device.

You can sign up for G Suite online or contact our sales team to get started. When you sign up online, you’ll automatically start with a free 14-day trial. We’ll need to get your billing details to get your account set up, but you will only be charged after the free trial is over. You can cancel anytime. Please note the trial is limited to 10 users. If you add more than 10 users during your trial period, the trial will end and you will begin payment.

You can cancel your subscription at anytime in the Admin Console dashboard, under the Billing section. If you cancel within your 14 day trial period, you will not be charged. Please refer to this help center article for more information.

Following our setup guide, you can set up G Suite and migrate your information at no additional cost. Our Support team is available to help if needed. If you would like someone to do the setup and migration for your company, please contact a Google Partner to learn more about these services and the costs associated.

“You can pay for your G Suite subscription using an international credit card. Google accepts payments from Visa, Mastercard, and American Express. In some cases, we accept cheques and mobile money transfers.
P.s: Failure to pay on time will result in an interruption of your subscription.”

Annual plans are offered only in some countries. Visit our pricing page to see if an annual plan is offered in your country.

A user is defined as one personalized email address (name@yourcompany). A user can have multiple email addresses by creating email aliases. Group email aliases (such as support@yourcompany) don’t count as users. You can add up to 30 email aliases for each user.

No. Each user can have multiple email addresses by creating email aliases. You can add up to 30 email aliases per user.

No, the cost of a domain is separate from G Suite. During signup, you will specify the domain you want for your business email. If you don’t yet own the domain, you can purchase it from Google for an additional fee.

“Yes. When you first set up your billing, you will choose a country where you do business and which currency you would like to use to pay. Your country determines what payment methods you can use. Choose your country and currency carefully, as you can’t change these selections later.
At BusinessCom, we encourage our clients to make payments in Dollars. In the event that you only have Kenyan Shillings, we will then use the prevailing exchange rates and convert them to the equivalent in dollars.”

Security

G Suite has been built from the ground up to mitigate the unique threats for cloud systems. Google’s standards for performance and reliability apply to businesses, schools and government institutions around the world.The technology, scale, and agility of our infrastructure bring unique security benefits to our customers. Our vast network of data centers are built with custom-designed servers, that run our own operating system for security and performance. Because Google controls its entire hardware stack, we are able to quickly respond to threats that may emerge. Google employs dedicated security professionals to work on protecting your data, including some of the world’s foremost experts in computer security. Just like all teams at Google, this team is constantly innovating and making the future more secure, not just for Google’s billion users, but for business organizations as well. Google has an outstanding track record of protecting user data. We protect this data from outside intrusions as well as insider threats. In addition, we tightly restrict and monitor any internal access to user data. The small set of employees with access is subject to rigorous authentication measures, detailed logging, and activity scanning to detect inappropriate access via log analysis. It is this unique combination of people, technology and agility that ensure your data is secure at Google. For more information, check out the G Suite Security Whitepaper.

Google designed G Suite with very stringent privacy and security standards based on industry best practices. This helps our customers address their compliance and regulatory requirements. Google offers strong contractual commitments regarding data ownership, data use, security, transparency, and accountability. Google undergoes several independent third-party audits on a regular basis. These independent auditors examine the controls present in our data centers, infrastructure, and operations. Examples of these audits and standards include: SOC1™, (SSAE-16/ISAE-3402), SOC2™, SOC3™, ISO27001, ISO 27018:2014 and FedRAMP. G Suite for Education can be used in compliance with laws and regulations important to schools.

G Suite supports customers’ compliance with the U.S. Health Insurance Portability and Accountability Act (HIPAA), which governs the safeguarding, use, and disclosure of protected health information (PHI). Customers who are subject to HIPAA and wish to use G Suite for PHI processing or storage can sign a business associate amendment with Google. View more details about HIPAA compliance with G Suite.

Respect for the privacy and security of data you store with Google underpins our approach to producing data in response to legal requests. When we receive such a request, our team reviews the request to make sure it satisfies legal requirements and Google’s policies. Generally speaking, for Google to produce any data, the request must be made in writing, signed by an authorized official of the requesting agency and issued under an appropriate law. If we believe a request is overly broad, we’ll seek to narrow it. For more information, visit Google’s Transparency Report.

Core customer data that is uploaded or created in G Suite services is encrypted at rest, as described in this help center article. This encryption happens as it is written to disk, without the customer having to take any action. Google encrypts data with distinct encryption keys, even if they belong to the same customer. Data is encrypted using 128-bit or stronger Advanced Encryption Standard (AES). Google encrypts core G Suite data while it is “in transit” as well, whether it is traveling over the Internet between the customer and Google, or moving within Google as it shifts from one data center to another. We encrypt this data between Google and our customers using HTTPS with forward secrecy.

Google offers the security features required for most customers directly in G Suite. G Suite’s Business and Enterprise editions offer some additional security features, such as advanced Google Drive auditing and security keys management at scale. In all plans, G Suite administrators have control over system configuration and applications from within a single dashboard via our Admin console —regardless of the size of the organization. Administrators can access advanced tools immediately, including authentication features like 2-Step verification and single sign-on, or email security policies like secure transport (TLS) enforcement, IRM, and DLP which can be configured in a few clicks. For customers with security needs beyond what is included in G Suite, we created a partner marketplace that extends our capabilities.

Yes. Google has a broad customer base in Europe. Google provides capabilities and contractual commitments for our customers designed specifically to help address EU data protection requirements and the guidance provided by the Article 29 Working Party. G Suite offers EU Model Contract Clauses and a Data Processing Amendment. Additionally, G Suite has been assessed as appropriate for use with the UK government’s Cloud Security Principles “OFFICIAL (including OFFICIAL- SENSITIVE).”

Setup

Yes, you can bring your existing email, contacts, and calendar data with you to G Suite. You can migrate the data for yourself and your team members, or you can let your team migrate their own data. G Suite includes tools to migrate data from Microsoft® Exchange or Microsoft Office 365™, IBM® Notes®, and other email systems.

Google designed G Suite with very stringent privacy and security standards based on industry best practices. This helps our customers address their compliance and regulatory requirements. Google offers strong contractual commitments regarding data ownership, data use, security, transparency, and accountability. Google undergoes several independent third-party audits on a regular basis. These independent auditors examine the controls present in our data centers, infrastructure, and operations. Examples of these audits and standards include: SOC1™, (SSAE-16/ISAE-3402), SOC2™, SOC3™, ISO27001, ISO 27018:2014 and FedRAMP. G Suite for Education can be used in compliance with laws and regulations important to schools.

No, you’ll continue to send/receive email as usual. To use Gmail with G Suite, you setup your domain (MX records) to direct your mail flow to the Google mail servers. It’s like registering your new address with the post office so that mail is delivered to your new location. Once the MX records change takes effect (up to 72 hours), you can start receiving/sending email through your G Suite account. Until then, you’ll receive/send your email through your old mail system.

To use G Suite, you need a domain. Your domain name is what appears after the www. in your website URL. If you already have a domain, enter it when you sign up for G Suite. (You’ll be asked to verify that you own the domain.) If you don’t have a domain or want to use a different one with G Suite, you can purchase a domain of your choice (if available) from Google.

Yes, our experienced staff can help you evaluate, customize, deploy, and transition to G Suite. We will also provide training, data management, and ongoing support. If you have questions about setting up G Suite, you can contact our G Suite Support team The Support team is available 24 hours a day, 7 days a week.Visit the Setup Site for information on setup, communication templates, and resources for deployment and change management.

Administration

Yes, you can manage your organization’s mobile devices, without the need for an on-premise device management server, using the Google Admin console. Mobile device management (MDM) allows you to enforce device policies over mobile devices in your organization and perform actions like remotely wiping your users’ mobile devices.

If your organization acquires a new domain name or does business at multiple domains, you can add all your domains to your account at no extra cost. Users can then have identities at one or more of your domains while sharing services as part of a single organization. And you can manage your domains from the same Admin console. Add a domain as either a separate domain or domain alias, depending on how you plan to use it.

Yes. No matter the size of your organization, we recommend that you distribute the responsibility of managing your users and services among a select set of trusted users. You can grant a user administrative privileges by assigning them one of the available administrator roles. Assigning a role grants the user access to your Admin console. You can make a user a super administrator who can perform all tasks in the Admin console. You can also assign an administrator a role that limits which tasks the administrator can perform. For example, allowing them only to create groups, manage service settings, or reset a user’s password.

Initially, most services are turned on for all of your users. You can use the Admin console to turn off services you don’t want people to use, or to customize how services work. You have the option to enable the same settings for everyone or apply unique policies to different users. For example, you might turn on Hangouts just for your support team or allow only the marketing department to share public Google Sites.No, this transition will not affect your current website. Setting up G Suite does not require any changes to your current web host provider. While G Suite is not a web hosting provider, you can learn more about Google web hosting solutions through Google Cloud Platform.Google’s Transparency Report.