today there pick Moriarty here today
hoping with why you shouldn't be using a
gmail account for your business data
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from time to time when we work with
customers they come along and they say
I'm already on Google for my business
and we have to kind of inquire in us
well are you using your domain name are
you paying for a Google Apps orgy suite
account and the customer says no I just
signed up at Gmail doesn't everyone get
it for free and what seems to then
transpire is we find out the customer
has just signed up for a consumer
personal gmail account and inside that
gmail account they're using it for
business now there's a few ways of kind
of bringing in your business account
into a personal gmail account and what
businesses do sometimes as they will
forward their email in or they'll set up
like a retrieval system so it comes in
to Gmail and it goes back out of Gmail
as well but that's not quite using a
business Google account you're still
effectively using the Gmail account and
the easiest way to tell if you're using
gee suite which is the business version
of Google or if you're just using one of
those personal consumer accounts which
is just Gmail is to look at your login
when you go to Google and you sign in if
you sign in at gmail.com then you're
just using a gmail account if you're
signing in with your business domain
name and you're opening up Gmail or dogs
or driving you're seeing your business
domain name there then that means you're
on G suite which is the business version
of Google now let's talk about the risks
if you are using the personal version of
Gmail now GM uh started as a personal
consumer service and you know obviously
it's free Google support that with
advertising that's pretty clear Google
don't really do any nasty stuff with
your data but they do certainly make use
of that data for advertising and for you
know gaining analytics on their users so
they can improve the product and improve
their marketing as well now on a
personal account because there are
literally over 2 billion Gmail accounts
there's basically not really much of a
support line to go to you know you do
have been now support but because there
are just so many accounts it's
- impossible for Google to provide any
level of let's say engaged support for
that product and so if anything goes
wrong with your Gmail account and for
example you can't log in you lose access
maybe it gets hacked maybe someone takes
it off your hands there isn't really a
great way of getting it back there's no
one to just pick up the phone and call
if something like that goes wrong now
from time to time we are able to
retrieve Gmail accounts if there is a
problem but for the most part once a
gmail account is gone then it's gone so
if it isn't already obvious if you're
storing business data inside that gmail
account that is a pretty large risk
because if that gmail account happens to
disappear on you then you can really run
into problems if you lose all of that
business data and yet sure there are
some backup solutions but I probably
just wouldn't want to trust that gmail
account particularly if you've got email
logins and sign ins for your business
all using that gmail account as your
login the other advantage of working
with a business G suite account instead
of using a gmail account is it looks
more professional if you're running a
business and you're using a gmail
account for all of your emails customers
are gonna see that account and you might
say well Peter I've I've got my business
email forwarded into Gmail and then I'm
sending from my business email address
as well well yes that works if you're
doing the forwarding trick but when you
send a calendar invite from calendar
you're still gonna have your Gmail
account going out to your customers so
it just doesn't look professional if
you're running a business you really
should be using G suite for your data
now let's talk about some of the
advantages of using G suite for your
data as well as having control over your
Google account which means that when you
set up staff when you set up contractors
when you set up anyone else that's not
you in the business you have control
over their account how many business
owners if they're just using a gmail
address for all of their business data
you go and share a folder with someone
else with Google Drive someone else put
something in that folder from their
gmail account and they remain the owner
of that file which means that they can
delete that file at any time and off
disappears from a Google account and
then it's gone and so you don't really
have control over what other people are
doing now on G suite you have control
you can assign accounts you can
or remove different people from the G
suite account using the admin panel and
so all access to your business data is
controlled by you so what that means is
that you've got everything secured and
locked down and so if you're sharing
files it's all safe within your business
and if you're using an advanced feature
like team chair drives that let you do
even cooler things so I collect your
staff put files into a folder but not
delete files from a folder lets you lock
down all kinds of really cool things
within the Google account so just to
wrap it off once you're on a G suite
account you also get access to support
now if you signed up directly with
Google you'll get access to Google
support if you've signed up with someone
like us at IT genius you can access to
premium support and what that means is
as long as you have access to your
domain name you always have access to
your Google account it's very very rare
that Google would shut down an account
or something gets switched off the only
time someone loses access to their G
suite account is typically if you forget
to pay the bill but if something does
happen and for whatever reason Google
shuts down your account or an employee
locks you out or someone you know is
trying to hack into the account and
steal access to your data as long as you
are in control of your business domain
name you can work with a partner like us
to help get access to your account and
so at the end of the day it's just
absolutely crazy to trust a gmail
account up and I'm talking about a
personal gmail account with your
business data I'm you're putting a
business at risk your business data is
at risk and so for a couple of bucks a
month that it costs for the business
licenses with G suite as well as all of
the other advantages of working with a
Google business account you also have
control and you have access to support
should anything go wrong so that's it if
you need any help with your G suite
account or if right now you're using a
gmail account and you're a little bit
worried about that I would strongly
recommend you make the switch over to G
suite and I would also strongly
recommend you work with a partner to
actually do that and Google has guides
and wizards and you know step-by-step
guides on getting a G swing implemented
but they miss steps and to be honest if
you're a business owner it is not good
use of your time to be faffing about
with trying to set up G suite yourself
it's better to delegate it to someone
who's done it a million times and knows
all the processes and can also support
you through the process answering any
so if you're interested in that head
along to our website IT genius comp and
our team will be very happy to help you
out there's another way you around the
world we can help with your Google
account and that you can either then be
sure to get in touch till the next video
take care Cheers
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