There are a number of email programs available for businesses to choose from, but we highly recommend Gmail for Business (or Google Workspace). Webmail is a common option that is usually free and provided with your domain purchase. Alternatively, there are also premium email solutions that charge a set amount per email address. If they’re both simply sending and receiving emails, why would you opt to pay for this service? There are a few reasons we encourage the use of a paid email solution, in particular, Google’s Gmail.
Tip: If you’re already interested and are just looking to get started, you can sign up for Gmail with Google Workspace here.
You might already use Gmail for your private emailing and already love the flexibility that comes with the filters and folder system. Did you know that you can use the same Gmail interface for your business email while retaining your unique business email address? You can use Gmail, but keep your name@company.com email address so that you get the best of both worlds. This is 1 of the reasons we recommend Gmail to our clients. Below are 4 more reasons to choose Google’s Workspace and use Gmail as your email platform.
6 Reasons to choose Google Workspace and use Gmail for Business
1. Branding
Using name@yourcompany.com instead of name@gmail.com allows you to remain consistent with your branding. Having your domain name in your email address gives off a far more professional feel. The main reason is that most are aware that Gmail is free. Rightly or wrongly, free is often associated with cheap, and (generally speaking) this is not a term businesses want to be associated with.
2. Reputation
You may not be aware, but all email servers are scored against their performance. These scores dictate how reputable or trustworthy they are. Without getting too technical, your email address and/or server can be blacklisted if they’re seen to be sending spammy emails. If your email server has been hacked, the same logic will apply. Your email delivery can fail if you have a negative score or are blacklisted. For companies relying on email communication, this is simply not an area worth compromising on.
3. Spam
Gmail offers sophisticated rules and logic on spam, therefore minimising the amount of junk mail you need to filter each day. You also have the option to manually mark an email as spam if it’s something unwanted that you can’t unsubscribe from.
4. Google Workspace or Google Drive
When you sign up for Google Workspace, you don’t only get access to the Gmail email facility and storage; you also receive the other Google Workspace Apps. Use Google Drive to store your spreadsheets, documents and images. Create or upload a spreadsheet, and then share it with your clients or colleagues to collaborate on simultaneously. It’s easy to use and integrates with your PC’s desktop, too. This integration lets you drag/drop files into your Google Drive just like any other folder. The benefit is that these documents are accessible from anywhere with an internet connection. You’ll never be caught without an important file again.
5. Storage Space
Gmail offers a few options when it comes to storage for small to medium businesses. The differences are largely based on storage space. Have you considered the negative impact and time needed to resolve your staff’s full inbox? Emails sent to full inboxes usually bounce back to the sender, without you ever knowing – not ideal.
The storage ranges across all Google products included in Google Workspace, so your emails and documents that are stored in Google Drive. And of course, you can always start off on Basic and easily migrate packages if/when your requirements change.
6. Email Features
Gmail is a solid and flexible email product that’s easy to use and unsurprisingly has an outstanding Search feature. You have all of the stock standard functionality, but you can also:
- Enable the Undo Send feature (we’ve all hit send a little too soon!)
- Enable automatic rules for emails
- Easily switch between users if you manage multiple Gmail accounts
- Change your default reply setting to Reply To All so that you never miss a recipient again
How much does Google Workspace cost?
1. Ongoing Fees
From 1 August 2025, Google options start at $9.90 per month. Their subscriptions will give you access to all Google Apps, from Google Contacts and Google Calendar, to Google Sheets, Forms and Slides.
2. Once Off Setup Fee
Google hasn’t made the setup of Gmail the easiest for non-techie companies or individuals, since you require some knowledge of DNS configurations. With this in mind, Phancybox can assist with the once-off setup required to get you up and running.
What about your existing emails and folders? (optional)
You may have hundreds of existing emails and/or folders that you’d like moved to your new Gmail address. This is again somewhat tricky and time-consuming, but our web development team have the tools required to help.
How do you manage multiple email addresses? (optional)
If you are moving from 1 email address to another, like name@freeservice.com to name@gmail.com, you might want to redirect incoming emails from the old address to the new one. The method of achieving this differs from provider to provider, but our development team can assist. If you’re retaining the same email address and simply moving to the Google platform, this will be a non-issue.
How to setup Gmail with G Suite
You can sign up for G Suite here, but you will more than likely require assistance from your IT team when it comes to updating your DNS records. Alternatively, our team can help set up your Gmail account and have your existing email migrated.