Google Applications: Get it while it's free

Google Applications: Get it while it's free

This month's newsletter idea came from all the hubbub that resulted when Google "accidentally" removed the link to the free version of Google Applications.  While Google claimed this was an accident, it created a ton of rumors in the blog world.

Take this email as a warning...sign up for the free version of Google Apps before google gets stops offering it to new users.  

Google Applications comes in a free (they call it standard) edition.  For free, Google provides functionality that rivals (and some times exceeds) Microsoft Exchange Email Server.  

This review is for people who need the ability to collaborate with others in the office, but don't want to pay over $1,000 for Microsoft Exchange.  

Who should consider using Google Apps?

The real value of Google Apps is apparent in offices where people need to share information, calendars and documents.  While Google Apps is a great value for a one person company, businesses with 2 or more employees will benefit the most.  

Before getting into some of my favorite features of Google Apps please watch a video that provides a good overview of the product.

Still interested?  Watch a video about how small business are using Google Apps.

Some of my favorite features about Google Apps:

Mobile Support: If you use an iPhone, Blackberry or Windows Mobile Device, Google Apps has the ability to sync your email, calendar and contacts with your mobile device.  

No more servers:  While I love computers, I also know that they break.  When you run an email server in house you need to ensure you are making regular backups and performing security updates.  Also, you run the risk of the server crashing and having email downtime.  With Google Apps all your emails and information is backed up by Google and you are given a 99.9% reliability guarantee.  

Google Sites:  I think Google sites is a great way to create a corporate intranet site for a business.  It is very easy to post documents like the employee handbook, policies and procedures.  Google sites is also a great way to create an internal collaboration webpage for a business. Because of some limitations, I wouldn't recommend using Google Sites for your primary website, but for internal sites it'is a great product.  Learn how one business used google sites to create a corporate site.  

Outlook Compatibility: You can sync Google Apps email and calendar with Microsoft Outlook (If you need to sync your contacts you will need to pay for the premium edition $50/user/year).  Google Sync with the Premium version.  Calandar sync with the standard (free) version.   Email sync with the free version.  

Access your email, calendar, contacts and documents worldwide:  With Google Apps you can access all the information you need from wherever you have an internet connection.  With 7 gigabytes free email storage (25 Gb for premium users) it will take you a while before you fill up your inbox.  

Up to 50 users for free:  Need I say any more?

What is the difference between the free version and premium version?  

For most small businesses the free version will work great.  Here are some reasons why you would want to look at the premium version of Google Apps:

 - You need complete Microsoft Outlook Synchronization

 - You need advanced control over spam filtering

 - You need the ability to set email retention and archiving policies.  

Here is a comparison of the two versions: http://en.wikipedia.org/wiki/Google_Apps#Differences_between_editions

I'm interested, what next?

If you want to setup google applications on your own here is a video tutorial to help you get started:  http://www.youtube.com/watch?v=Xv7t8Y0B_X4

Text instructions to setup Google Apps: http://www.google.com/support/a/bin/static.py?hl=en&page=guide.cs&guide=22229&ctx=go

This is also a service that KTG provides and I would be happy to sit down with you and discuss your needs.  Contact KTG to setup a free meeting.

Conclusion

I have used Google Applications since starting KTG and am very pleased.  I've stopped using Outlook and use only the web client to access my email and calendar.  Any company that needs corporate email (group calendar, shared contacts, mobile email) should consider using Google Apps.  It's a free service (at least for now) and I think it is hard to beat in terms of reliability and fuctionality.  

I hope you find this information useful and enjoy the summer!

Jonathan Stoddard

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KTG Event:

How to run (or start) a business and pay nothing for software.  

17 July, 11:45-1:p00PM
Ross-Cherry Creek Library
 

KTG Product of the Month:

Remote Secure Backup:  For only a few dollars a month you can back up all your important documents in a safe and secure location.  

KTG will help you setup the backup software to ensure everything works correctly.  

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About KTG

KTG provides software consulting and servicess for Denver small businesses.  From email systems to backup systems to e-commerce websites, KTG can equip your business with software that helps your business suceed.  

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