Gmail vs Google Workspace: Key Differences for Users and Businesses

Do you know what type of Google Account you have? Do you also know if you have a Google Workspace account? There are many variations of accounts associated with Google, ranging from a basic Gmail account to a paid, fully secure Google Workspace account.

If you’re confused about the different types of Google Accounts, you’re not alone. As Google’s products have evolved, the company has changed the names of account types and services. TechRepublic has provided several Types of Google Accounts You should know.

SEE: Google Workspace vs. Microsoft 365: A side-by-side analysis w/checklist (TechRepublic Premium)

What is Gmail account?

A gmail account This is a free Google account whose email address ends with @gmail.com.

Gmail accounts came out in 2004, and they were such a popular product that people needed to get an invitation to get an account. At the time, 1GB of storage space and conversation finesse seemed modern compared to Yahoo or Hotmail accounts.

As the amount of free storage space increased, so did the number of applications people associated with their Gmail account. People who use Gmail can also access Google Docs, Sheets, Slides, and Calendar. The account allows access to other Google apps like Photos, Maps, and YouTube.

Many Gmail users like the application and the anytime/anywhere access so much that they arrange to have their work emails forwarded to Gmail. This is more common in smaller organizations where email security is more relaxed. Gmail’s account settings allow you to display a business email address as a “responder” address. A Gmail account is managed only by the person who has the account, not an organization’s IT administrator.

What is a Google account?

A Google account There is a username and password that can be used to log into consumer Google apps like Docs, Sites, Maps, and Photos. But a Google account doesn’t necessarily end in @gmail.com.

Think of it this way: All Gmail.com accounts are Google accounts, but not all Google accounts are Gmail.com accounts. For example, a user can sign up for a Google Account with their @yahoo.com email address. Using this account she can create, edit, and collaborate on Google Docs without using Gmail.

A common myth is that Google Workspace users can’t share or edit Google Docs with users who don’t have a Google Workspace account. Anyone can sign up for a free Google account and use it to access and edit Docs, Sheets, Slides, and more.

See: How to manage your personal information for your Google Account

What are Google Workspace accounts?

Google Workspace accounts come multiple versions: Basic, Business, Enterprise, and configurations for non-profit, education, or government organizations. Google Workspace accounts were formerly known as G Suite accounts. In earlier days, these were called Google Apps or Google Apps for your domain. All of these product names refer to successively offered Google services that provide administrator-managed accounts.

What are the main differences between Gmail and Google Workspace?

Unlike a standard Google or Gmail account, a Google Workspace administrator manages all the accounts associated with each of these editions. Google Workspace provides access to a core set of apps including Gmail, Calendar, Drive, Docs, Sheets, Slides, Forms, Google+, Hangouts Meet, Hangouts Chat, Sites, and Groups. Google Workspace subscribers also get access to email and phone support.

Other differences between Gmail and Google Workspace include:

What are the pricing options for Google Workspace?

There are several different pricing options available for Google Workspace accounts:

• Business Starter: $7.20/£5 per user, per month. Includes 30 GB storage per user, 100 participant video meetings.
• Business Standard: $14.40/£10 per user, per month. Includes 2 TB storage per user, 150 participant video meetings, appointment booking page.
• Business Plus: $21.60/£15 per user, per month. This includes 5 TB storage per user, 500 participant video meetings, appointment booking page, enhanced security.
• Enterprise: Price ranges from individual to organization. This includes at least 5 TB of storage per user, up to 1,000 participant video meetings with special features, appointment booking page, enhanced security and support.

Gemini, Google’s AI ecosystem, is available as an add-on to all of these plans.

Can I use my Gmail account with Google Workspace?

Yes, you can use your free Gmail account login details to access many Google Workspace services, including Google Drive, Docs, Sheets, and Slides. However, you’ll need to upgrade to a paid plan to use the full set of Workspace features, including custom domain addresses, advanced admin controls, and additional storage capacity.

What are managed Google Play and Cloud Identity accounts?

Google also allows companies to create and manage two other types of organizational accounts: Cloud Identity and Managed Google Play.

Cloud Identity Accounts Can be created and managed by an administrator but does not have access to Google Workspace paid apps. A cloud identity account can help an administrator manage mobile devices, provide and sync directory services, and give people single sign-on services for other apps, along with additional features.

Manage Google Play Accounts Let an organization’s administrator deploy and manage Android apps. Managed Google Play accounts lack access to paid Google Workspace apps.

How do I switch between multiple Google Accounts?

Many Google users have multiple types of Google Accounts. Google lets you sign in and switch between different Google, Gmail, and Google Workspace accounts in Chrome and mobile apps. For more information about how to use and switch between multiple Google Accounts, you can read some tips about managing multiple Google Accounts and how to use Chrome with more than one Google Account .

SEE: How to Enable Passkey for Your Google Account

Comment: Not all accounts allow access to every service provided by Google. For example, until May 2022, you can’t use an organizational Google Workspace account to sign up to Google’s YouTube TV service and share family access.

What is your experience using Google Accounts?

How many different Google Accounts do you have and use? Do you use different accounts on different devices, or do you sign in within apps and switch between Google accounts? Tell us what your experience has been (@TechRepublic,