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Understanding Google Workspace Billing: A Primer
Google Workspace offers a powerful suite of tools that supports collaboration, security, and storage for businesses of all sizes. Whether you're...
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Promevo | Jul 17, 2023
Google Workspace is a suite of cloud-based productivity tools that allow businesses, schools, and other organizations to collaborate and streamline their work.
Due to its broad range of services, Workspace is divided into different plans to suit different teams. And within these plans, there are certain restrictions to be aware of to maximize your Workspace subscription.
The main reason for Google Workspace restrictions is to protect users' privacy and data security. In today's digital age, data breaches and cyber-attacks are a real threat, and businesses must take strict measures to mitigate these risks.
Google Workspace restrictions help to ensure that only authorized users can access the data and that all the data is encrypted while in transit and at rest.
Another reason for the restrictions is to ensure users don't accidentally expose their sensitive data or confidential information.
For example, a user might unintentionally send an email with a confidential attachment to the wrong recipient. Google Workspace restrictions help prevent these issues by requiring users to go through authentication and authorization protocols before sending or sharing any data.
Google Workspace restrictions are classified into three types: user-based, feature-based, and data-based restrictions. Here is a brief explanation of each:
As a Workspace admin, your main responsibility is to manage users and ensure their data is safe and protected. So, it's important to understand how user-based restrictions affect this process. Let's take a look at the restrictions you should be aware of.
One of the most common user-based restrictions is a limitation on the number of users that can be added to your Workspace system.
If you are part of a large organization, you'll need to opt for a bigger subscription to accommodate all users, both current and future.
Another key user-based restriction in Google Workspace is admin roles. Within Workspace, you can assign different levels of admin access to users, each with its own set of restrictions and permissions.
Workspace has prebuilt administrator roles you can choose from, such as Super Admin, Groups Admin, and Help Desk Admin.
Alternatively, you can create your own admin roles and assign certain permissions to each based on that user's job. By understanding the restrictions related to specific admin roles, you can properly assign permissions to users in a way that maintains security.
When it comes to adding or removing users from Google Workspace, you need to follow specific procedures to ensure that user data is protected and properly managed.
When a user is deleted from your Workspace system, they are no longer able to access your organization's services. When a new user is added, they must be given proper permissions to ensure they can use the services they need to do their work.
As an admin, ensure you know Workspace's restrictions and practices for inviting, adding, or removing users.
For example, only Super admins can transfer an old user's files and data to a new owner. So, if you want to delete a user but preserve their data for the next person, you must have the proper permissions to do so.
Managing user-based restrictions can be a complex process, but there are a few best practices to keep in mind to ensure your system is secure and easily manageable:
As mentioned, Google Workspace has different types of plans to suit unique organizations.
Let's take a look at some differences between the four main plan types: Business Starter, Business Standard, Business Plus, and Enterprise.
Most restrictions within Workspace plans pertain to limitations on the number of users, email recipients, and file storage. Here's a summary of the notable disparities:
Understanding the various restrictions within Workspace plans is important to select the proper plan for your organization. Then, you'll get the most out of Google services.
With these restrictions in mind, there are certain best practices to follow to make the most of your Workspace subscription and to serve effectively as an administrator.
If you're looking to get more out of your Workspace subscription for your organization and users, Promevo can help. Promevo is a certified Google partner, and our team includes Google experts who understand the nuances of Workspace.
Not only do we provide end-to-end support to help you manage Workspace, but we also offer our exclusive software, gPanel®.
gPanel® is a management and reporting software that allows admins to take precise administrative action, oversee files, and monitor internal processes. Not only does our software enhance security, but it also streamlines tasks like syncing contacts and generating reports for documents, emails, groups, and more.
Whether you're interested in a Workspace subscription but don't know where to start, or you're an admin looking to manage better, we're here to help. Contact Promevo today to get started working with Google experts.
Google Workspace provides a generous amount of storage space for each user account. The Workspace Business Starter plan provides 30GB of storage per user, while other plans offer 2TB (Standard), 5TB (Plus), and 5TB for Enterprise, with the ability to request more.
Yes, there are restrictions on the size of an email attachment in Gmail. If you have more than one attachment, they can't add up to more than 25MB.
If your file is greater than 25MB, Gmail automatically adds a Google Drive link in the email instead of including it as an attachment.
Yes, Google Workspace can be used on a mobile device. Google provides mobile apps for Android and iOS devices, which can be used to access your Google Workspace account.
With mobile apps, you can access your email, documents, calendar, and other tools from anywhere, anytime.
Unfortunately, end users cannot turn off restrictions set by Google Workspace administrators. Only Workspace admins can configure restrictions for users in their domain through the Admin Console. If you wish to have certain sites or services unblocked, you will need to submit a request to your domain administrator.
As an end user, you cannot directly view the full list of restrictions set by your Google Workspace admin. However, you will see blocked content or limited functionality when you attempt to access restricted sites, services or features. Some common Google Workspace restrictions include limiting third-party app installations, blocking access to certain websites or YouTube videos, and disabling chat or download options.
Google Workspace administrators have extensive visibility and control over user activities when monitoring is enabled. They can view usage statistics, access logs, emails, chats, stored files, search history, voice/video calls and more. Admins can also restrict features and access to services. Overall, employers can see a detailed view of how employees are utilizing Workspace services.
Yes, Google Workspace admins can choose to block access to YouTube entirely or limit it to only specific approved videos. They can also hide YouTube from search results and prevent videos from being embedded in Google Docs or Sites. Restricting YouTube access is a common Google Workspace restriction implemented by employers, schools and other institutions.
Meet the Author
Promevo is a Google Premier Partner that offers comprehensive support and custom solutions across the entire Google ecosystem — including Google Cloud Platform, Google Workspace, ChromeOS, everything in between. We also help users harness Google Workspace's robust capabilities through our proprietary gPanel® software.
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