How Easy Is It To Transition To Google Workspace?

14th February 2023
Header image of Google Workspace, MacBook and someone drawing on an notepad

Google Workspace is one of the best collections of business productivity and administrative tools on the market today.

Since its original inception, then known as Google Apps, it has blossomed in popularity to rival even Microsoft 365, which had previously felt omnipresent in most offices.

Having gone through two rebrands, first as G Suite, and now as Google Workspace, it has also adapted, improved, and added even more useful applications for business.

Google Workspace is effective at helping businesses produce their best results and boost productivity. It is also very simple for companies to transition to this suite of tools.

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In addition to having fantastic tools, Google Workspace stands out against its competitors for several main reasons:

The Google AI: Google has been at the forefront of artificial intelligence and the most advanced machine learning for many years. There is a reason it is one of the world’s most recognised, culturally influential, and powerful companies.

It is no exaggeration to say that Google’s Search Engine technology fundamentally changed how humans perceive and access knowledge.

Part of what makes its search engine and other products so pervasive in our culture is the phenomenal AI technology behind the tools.

This world-leading AI is also a strong force behind the data-driven tools within Google Workspace. This is what makes Google Workspace such a powerful collection of tools that work so well together.

Intuitive Interfaces: It is really challenging to compete with Google on intuitive design. Every feature and functionality of each tool is simply evident and easy to access. There is little learning curve with Google products since they are all designed with a delightful simplicity and a user-friendly approach.

Affordability: Google Workspace has affordable packages for businesses of different sizes and these tiers are simple to understand.

Front view image of Microsoft 365 Vs Google workspace

How To Sign Up To Google Workspace

Signing up for Google Workspace is a breeze. As with all Google products, if you have a Gmail, it is fast and easy to get started.

Even if you don’t have a Gmail account, (as anyone who does own one can tell you), it takes mere seconds to set up.

Step 1) The Google Workspace sign up is not far off that level of ease. You can begin by heading to

Step 2) Click Get Started.

Step 3) You will then be walked through a very straightforward sign up form that will include info like ‘Business Name’, ‘Number of Employees’, ‘Region’ etc.

Step 4) Next, you’ll have to give the details of your lead administrator. Make sure whoever is setting up the account is who you want as administrator. You can assign several others later.

Step 5) Have your domain name ready at hand to enter. Or choose one if you don’t have one.

Step 6) Enter contact info for your business.

Step 7) Create a Google Workspace username and password.

Step 8) Review your plan and edition, then confirm.

Step 9) Enter credit card details and review your info.

That is it. Your business now has a Google Workspace account, and you can access the Admin panel.

Following set up of the account, you can then verify your domain address (which includes adding a little code), add new users, and create groups for users.

After domain verification, your account is active.

You can add other users by clicking on the ‘Users’ icon and the big + symbol, assigning them a password etc.

Then divide them into groups, perhaps by seniority or department. You can assign a specific email for the groups and access level.

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How To Choose The Right Edition Of Google Workspace For Your Company

The tiers of payment in Google Workspace are incredibly easy to comprehend. Of the four business editions, it is sensible to select one based on your business size, budget, and industry. The number of video meeting participants is generous even on the starter package which is highly affordable. Some industries with greater security requirements might want to opt for a higher tier regardless of size. This will also be true for industries with heavy storage requirements.

Essentials Editions – For those who want to manage their domains but do not require the full set of business tools in the Google Workspace suite.

Education Editions – For schools and educational institutions.

Business Editions:

Business Starter

  • For freelancers, solopreneurs, and small businesses.
  • 100 participants in video meetings.
  • 30 GB storage per user.
  • Standard support.
  • Two-factor authentication and security controls
  • Customisable and secure business email.
  • Access to productivity apps, such as Drive, Docs, Sheets, Slides etc.

Business Standard

Everything included in the starter suite +:

  • 150 participants in video meetings.
  • Recording for meetings.
  • 2TB storage per user.

Business Plus

Everything included in the starter suite +:

  • eDiscovery and retention for your business email.
  • 500 participants in video meetings.
  • Attendance tracking as well as recording for meetings.
  • 5 TB storage per user.
  • Enhanced security controls, including Vault and advanced endpoint management.

Enterprise –

Everything included in the Business Plus suite +:

  • S/MIME encryption for business email.
  • Noise cancellation and in-domain live streaming for video meetings.
  • UNLIMITED storage!
  • Even more enhanced security with DLP, data regions and enterprise endpoint management.
  • Enhanced support package

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Steps For Getting Started With Google Workspace

After signing up for Google Workspace, the next task is the actual transition of employee accounts to the new suite of tools.

One way you can make this easier is to conduct a pilot test with just a handful of accounts first.

After that it just takes a few easy steps:

Step 1) Formally notify your team of the transition date and add your branding to all communications in Google Workspace communications accounts.

Step 2) Add all remaining users individually or via spreadsheet.

Step 3) Set up a business email and activate it for your domain if you haven’t already done so during sign up or pilot test.

Step 4) Add your logos and security customisation settings.

Step 5) Migrate your team’s existing email and calendars and contacts to Google Workspace

Step 6) Set up and manage mobile devices. Google Workspace works great with staff’s BYODs.

How To Transition From Microsoft 365 To Google Workspace

The above steps are all well and good if you are setting up Google Workspace from scratch, for example, if you are a new business.

However, most companies will already have a system in place, such as Microsoft 365, so this could be a transition from one system to another.

Luckily, it is still simple to transition from Microsoft 365 to Google Workspace.

Google provides special data migration tools to help you shift your data over.

You can download a GWMMO to allow the transfer of Microsoft 365 Outlook, Calendars, and personal contacts over to Google Workspace. Be sure to transfer each type of data separately. It cannot be done for all types all at once. The data will be transferred to a PST file to be uploaded to Google Workspace

Step 1) Set up Google Workspace accounts.

Step 2) Re-route all emails during the transition.

Step 3) Use the Google migration tool to transfer emails from your old system.

Step 4) Then do the same for calendars.

Step 5) Then do the same for contacts.

Bear in mind that some file types will have to be moved manually. It is a good idea to have a plan in place for this or use third-party support from a Google Workspace Certified Partner.

Step 6) Familiarise employees with new tools.

How To Make Transitioning To Google Workspace Even Easier

Getting started and transitioning from any software over to Google Workspace is even easier with professional assistance. When it comes to getting you set up, migrating your data, and guiding your staff, you can use a third party like Hardsoft.

Hardsoft are Google Workspace Partners and, therefore, have extensive knowledge and training in the suite. We can offer advice and assistance with transferring you to Google Workspace without any hassle or disruption at all.