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Updated: October 15, 2020
Gmail is the second most popular email client in the world after the iPhone email client. Gmail has over 1.5 billion users.
Some small businesses use the free, consumer version of Gmail for their business communications. Other organizations make the move to Google Workspace, which includes Gmail for Business.
A business Gmail user is defined as one personalized email address (email@example.com). Group email aliases such as firstname.lastname@example.org and email@example.com are included in pricing. These addresses don’t count as additional users.
At a cost of $6 USD per user per month, the entire team gets a professional email address (firstname.lastname@example.org). They also get the complete Google Workspace, which includes Docs, Spreadsheets, Slides, Drawings and more.
Each user gets 30 GB of space in their Google Drive plus Gmail for storing, accesses and sharing files from any device.
Users can collaborate internally and externally using integrated online calendars, online documents with real-time editing, and video conferencing with Google Meet.
At $12 USD per user per month, the Business version of Google Workspace gives each user 2 TB of cloud storage per user.
Business users can set alerts to know when people share, edit or delete files in Google Drive, including when they share files inside or outside your domain.
At an administrative level, all of a team’s emails and on-the-record chats can be managed and retained. Policies can be set for the entire domain, or by organizational unit, date range or specific terms.
This plan is $18 USD per user per month. Each user gets 5 TB of cloud storage. eDiscovery and retention are added to Gmail.
This plan includes enhanced security and management controls, including Vault and advanced endpoint management.
Enterprise is the most costly Gmail for Business option. It used to be $25 per user per month, but now Google sales needs to be contacted for pricing.
The Enterprise Edition has a number of additional security features for Gmail and Google Drive.
For example, Gmail data loss prevention (DLP) allows for scanning an organization’s inbound and outbound email traffic for content, such as credit card or Social Security numbers. When this type of content is detected, a message could be sent to quarantine. It could be rejected or modified.
Enterprise has other sweeteners such as international dial-in numbers to Google Meet.
Keep in mind that the per user cost of Gmail for Business is the same for all users within an organization. Different editions can’t be mixed and matched within a domain.
Nonprofit organizations, schools and government agencies may be able to qualify for one of Google’s special editions, which provides organizational Gmail at no cost.