Choosing the right edition of Google Workspace for your company depends on a number of specific needs and requirements. Here are the main differences between the editions and how to choose the best one for your company:

Google Workspace edits:

• Business StarterIdeal for small businesses, it offers basic collaboration and communication tools with 30 GB of Google Drive storage per user.
• Business StandardSuitable for medium-sized companies, it includes more collaboration and meeting features, with 2 TB of Drive storage per user and meeting recording on Google Meet.
• Business PlusOffers advanced security and management features, with 5 TB of Drive storage per user. It's a good option for companies that need enhanced security features.
• EnterpriseFor large companies, it offers more advanced security and management features, with unlimited Drive storage and data search and discovery functionalities.

How to choose:

• Assess your storage needsConsider the amount of data your company needs to store and manage.
• Collaboration and Communication Resources: Analyse which collaboration tools are essential for your daily workflow.
• Security and Compliance RequirementsFor companies that deal with sensitive data, security is a critical factor.
• BudgetConsider the cost of each issue and what fits into your company's budget.
• ScalabilityChoose an edition that can grow with your company, allowing an easy transition to more robust plans as your needs evolve.

When you set up Google Workspace for a domain, you need to make some changes to the DNS records so that Google's services work correctly with the domain in question.

The main DNS records that usually need to be updated are:

1. MX records (Mail Exchange):
   • These records determine where emails sent to your domain will be directed. To use Gmail with your domain, you need to configure Google's MX records. This ensures that all emails sent to your domain are delivered to Gmail mailboxes.
2. CNAME registration:
   • Used to create subdomains that point to another domain. In the context of Google Workspace, it can be used, for example, to set up personalised URLs for Google Drive, Google Sites, among others, allowing users to access these services via links such as "drive.yourdomain.com" or "sites.yourdomain.com".
3. TXT record:
   • For domain verification: Google provides a verification code that must be added as a TXT record in your DNS. This proves to Google that you are the owner of the domain and have permission to update the DNS records.
   • For configuring the SPF (Sender Policy Framework): This record helps prevent spam by specifying which servers are allowed to send emails on behalf of your domain. For Gmail, it is recommended to add Google's SPF to your TXT record.
4. DKIM (DomainKeys Identified Mail) registration:
   • This is an email validation method that allows the recipient to verify that the email was actually sent and authorised by the owner of that domain. When you activate and configure DKIM in Google Workspace, a DNS record is added to your domain with information provided by Google.
5. DMARC Registration:
   • DMARC is an email security policy that helps prevent emails from being sent on behalf of your domain without authorisation. By configuring DMARC for your domain, you define how mail servers should handle unauthenticated messages coming from your domain.

When setting up Google Workspace, it is essential to follow the guidelines provided by Google and regularly check that all records are correctly configured. This guarantees the security and proper delivery of your emails, as well as the correct functioning of other services.

Whenever you need to create one or more new emails, you should send an email to suporte@trace.pt so that we can allocate the number of licences you need.

Once allocated, you can create users and their emails via the Google administration console.

The value of the new licences allocated is added to the regular invoice sent.

When you decide to add new licences to your Google Workspace package, it's important to understand how billing works, as it varies depending on the plan you've chosen:

Monthly plan: If you've opted for our monthly plan, the process is simple. When you add a new licence, the charge will be reflected on the invoice for the following month. This way, you won't have any surprises this month and you can manage your finances predictably for the month ahead.

Annual Plan: For those who opt for the annual plan, the process has some peculiarities. When you add a new licence, we calculate the number of months remaining until your next annual renewal. The licence is then prorated according to the remaining months and billed accordingly. It's important to note that, under this plan, the invoice is issued immediately after the new licence has been allocated. As soon as the annual renewal date arrives, the new licence will be automatically integrated into your plan, along with your existing licences.

Yes, Google has special values on its products for non-profit organisations, or education plans through the Google Workspace for Education product.

These plans cannot, however, be registered by Trace as a partner and must be dealt with directly by Google.

See more at: https://edu.google.com/workspace-for-education/editions/overview/

Integrating Google Workspace with other tools and services that your company already uses is not only possible, but also one of the platform's main advantages. Here are some key points on how Google Workspace can be integrated with other tools:

Native APIs and IntegrationsGoogle Workspace offers a variety of APIs that allow integration with other applications and services. This includes integration with CRM, project management tools, financial software, among others.

Google Workspace MarketplaceYou can access the Google Workspace Marketplace to find and install third-party applications that integrate directly with Workspace applications, such as Gmail, Calendar, Drive and others.

Customisation through ScriptsWith Google Apps Script, you can create customised solutions that integrate and automate functions between the various Google Workspace applications and other online services.

Integrations with Communication ToolsGoogle Workspace can be integrated with popular communication tools such as Slack for more efficient communication and collaboration.

Use of Add-onsMany Google Workspace applications allow the installation of add-ons that connect directly to other services, providing additional functionalities directly within the Google Workspace interface.

It's important to assess your company's specific needs to determine which integrations are most valuable and how they can be implemented to improve efficiency and productivity. In some cases, it can be useful to work with an IT specialist or a Google Workspace partner to develop a personalised integration strategy.

Ensuring the security of your data in Google Workspace involves various practices and configurations that you can implement to protect your information and that of your company.

Some of the key measures include:

Two-Factor Authentication (2FA)Enabling two-factor authentication for all user accounts provides an additional layer of security by requiring a second form of verification in addition to the password.

User Permissions ManagementIt's crucial to carefully manage who has access to which data and applications. With Google Workspace, you can define detailed permissions and control access to sensitive information.

Advanced Security PoliciesUse Google Workspace's advanced security settings to configure security alerts, prevent data loss (DLP) and manage mobile devices.

Regular Updates and MonitoringKeep up to date with the latest security updates provided by Google and regularly monitor activity on your account to detect and respond to any suspicious activity.

Safety training for teams: Educate your team on safe practices, such as identifying phishing attempts and maintaining strong passwords, to avoid vulnerabilities caused by human error.

Backups and Data RecoveryAlthough Google Workspace offers a robust infrastructure, it is good practice to have a backup and recovery plan to protect your data from accidental loss or corruption.

Regular Review of Security Settings: Periodically review your security configurations to ensure that they remain in line with your organisation's needs and policies.

Implementing these measures can help ensure that your company's data in Google Workspace is safe and secure from cyber threats and unauthorised access.

As a Trace customer, we make sure to answer all your questions about using the Workspace service. However, this may vary depending on the type of plan you choose

Basic Support: This service is available to all our customers and focuses on answering questions and clarifying doubts related to the operation and use of Google Workspace. Whether it's a question about how to use a specific feature or a query about best practice, we're here to guide you.

Personalised support: For those customers who opt for our personalised support service, we offer an additional level of assistance. Not only do we answer questions, but we also carry out operations directly in the Google administration console for you. This includes, but is not limited to, creating users, configuring email delivery rules, managing groups and other administrative tasks. This option is ideal for companies that want to maximise efficiency by delegating complex administrative tasks to our team.