Google understands that technology is changing not just how employees work together but also how teachers interact with their students. There are better ways to communicate with students and help them achieve their academic goals than just lecturing them in a classroom. A decade ago, Google introduced Google Apps for Education to help fill this void. With Google Apps rebranded as G Suite, it was time to breathe new life and new features into the education program with: G Suite for Education.
As with its predecessor, G Suite for Education offers the same applications business consumers use to collaborate and stay connected.
Educators have access to:
These applications allow students and teachers to work together in ways that will help nurture student learning while preparing them for their future.
Classrooms Go Digital
With G Suite for Education, teachers can set up their virtual classrooms to engage with their students. Once created, educators invite students to join their class. After students enter, teachers can dole out assignments and communicate with individuals or the entire group.
Parents can use the classroom setting to talk to teachers as well. Teachers can address concerns or have conferences with parents at a time that is convenient to both without having to interrupt the in-class lessons or parental work day.
In the classroom, teachers issue grades and feedback to students. This paperless environment helps reduce waste and clutter on teacher desks. It also helps to ensure student and teachers do not misplace work.
Spreadsheets for All
G Suite for Education spreadsheets are useful tools. Data is quickly tabulated and automated with charts and graphs that help illustrate the insights students are trying to learn. However, many students, primarily grade school users, cannot efficiently use this tool because they do not know or understand how to write the formulas necessary to use Google Sheets to its full potential.
G Suite for Education’s spreadsheet application allows students to write their query in everyday language. The built-in algorithms, called Natural Language Processing, translates the question into a formula. This action produces an answer just as it would if the student had typed the method in themselves.
Presentations are much work for both teachers and students. As formatting is a time-consuming process, content often takes a back seat and is not allowed to shine through as it should. G Suite for Education’s Slides application turns the focus back to the content, allowing students to let their creativity flow through the story they need to tell. As the user enters information onto the slide, the program automatically offers layout suggestions that will highlight the content.
The more students use the Slides program, the more the application learns about how the student works. This intelligence feature improves the program over time, saving the student countless preparation hours later.
As with Slides and Sheets, G Suite for Education has added smart programming to their Docs application. Known as Explore in Google Docs, this system automatically recommends related topics to help students continue to learn about issues about which they are writing. Additionally, this application offers SafeSearch, Creative Commons licensed images that students may want to include in their paper.
Students needing to reference items located within their classroom’s Drive location can use Explore in Google Docs to find them. Explore can pull relevant files and open them, so the student does not have to spend time switching between applications looking for the correct data. Instead, they can spend more time working on their assignment, polishing before turning it over to the teacher for grading.
Storage and Communication
Teachers and students have access to Google Drive. This storage location allows students to share files not only with their teacher but also with each other. Fellow students can collaborate on projects before the teacher grades them. Kids also can access data created in the classroom from home without having to carry around flash drives which can be easily lost or accidentally infected with a virus.
Students and teachers use Hangouts to collaborate, ask questions, and engage in discussions about classroom topics. Teachers can set due dates for students using the Google Calendar program. Educators can also use the calendar to schedule meetings with parents and fellow teachers.
G Suite is available to all schools and educational institutions. Administrators can access the service through G Suite for Education’s website. There is no charge for educational facilities to use making it the perfect addition to all their classrooms.
CloudAlly offers special pricing for educational institutions for G Suite Backup.
G Suite Backup Recovery
Google’s G-Suite is only able to protect your data on the company’s end, meaning that if Google loses your information – say, in a disk failure – they will be able to recover it. On your end, though, if you lose data, you need third-party backup program like CloudAlly’s G Suite Backup. This limited in-built recovery in G Suite means that if you intend to adopt the program, you need to first consider how to backup Google apps. Here, we’ll answer some of your most pressing questions about backing up your G Suite Apps.
What this article is about:
- Is data loss really a significant problem for companies?
- Why does G-Suite need a third-party backup?
- How can I download my data from G-Suite?
- How can I restore Gmail and Drive Data?
- How can I scan email traffic using data loss prevention?
- Why do I need a third-party backup for G-Suite?
- What is unique about G Suite Backup?
- How does G Suite Backup protect data for multiple users?
- What about pricing for G Suite Backup?
Is data loss really a significant problem for companies?
According to a recent study from Dell EMC, many companies worldwide are failing to implement the necessary levels of data protection, backup, and recovery. In the past twelve months, 52% of companies faced unplanned downtime and 29% suffered from data loss.
Why does G-Suite need a third-party backup?
Here are just a few of the reasons you need to back up your G-Suite apps:
- Ransomware (which has seen a 3,500% increase in the last few years)
- Phishing attempts
- Accidental deletion – in a recent survey, accidental deletions accounted for 41% of data loss on SaaS applications
- Migration errors – in the same study, 31% of users said a migration error caused them to lose their data
- Mistaken overwrites – another problem accounting for 26% of data loss on SaaS applications with insufficient data backup
How can I download my data from G-Suite?
Google gives users the options to export their data and download it later. Be aware, though, this option only gives you a static collection of data on the date of the export. The database compiled will not continue to be updated as users’ data is updated. You can lead your employees through the following steps:
- Head to Google’s “Download your data” page and sign into your Google Account.
- Choose the G Suite apps you want included in the download.
- Click on “Next.”
- Select the file type in which you want the archive’s information to be stored.
- Choose “Send download link via email” as your Delivery method.
- Select “Create archive.”
- You will then receive an email with a link to your archive. Depending on the size of the archive created, you will receive your archive length within minutes up to a few hours.
- If you want to access the archive, click “Download archive” and follow the instructions.
How can I restore Gmail and Drive Data?
As an administrator, you can restore lost data (except for email drafts or data from the Trash) for up to 10 users in Gmail and/or Google Drive. Be aware, though, this method of data recovery only works on data deleted within the last 25 days. Here’s how to do restore data for multiple users:
- Log onto your Google Admin console using your administrator account.
- Navigate to the “Users” page.
- Click the box next to all the users whose data you want to restore; you can click up to 10 users’ boxes.
- Click “More” on the toolbar.
- Click “Restore data.”
- Set the date range for the data you want to restore, up to 25 days.
- Select if you want to restore data from Drive or Gmail.
- Click “Restore data.”
How can I scan email traffic using data loss prevention?
If you have G Suite Enterprise, you can set predefined detectors that help support a data loss protection policy. These detectors are culled from public information. Google provides a list of predefined detectors that you can set up in your email traffic scan. Here are a few options:
- Checksum offers computation and verification with a check digit.
- Word or phrase list lets you match a whole phrase or part of a phrase to a word or phrase found in a dictionary.
- Pattern match recognizes alphanumeric patterns that include range checks, valid position, and delimiters.
- Context matches strings in relation to a checksum matching string, pattern, or both.
While these options provide solutions to certain problems with G Suite apps, they do not provide a simple, complete way to back up and restore user data. To secure G Suite, you need to use a third-party backup app: CloudAlly’s G Suite Backup.
Why do I need a third-party backup for G-Suite?
One of the biggest problems with Google apps is that users can only save deleted emails and other data for a maximum of 60 days. After that, the data is lost forever. In contrast, G Suite Backup gives you unlimited storage length – you can keep your data forever. Additionally, another drawback of G-Suite is that each user only has 30 MB of storage for all their data, including emails, photos, and files. CloudAlly’s G Suite Backup, in contrast, gives users unlimited storage.
If you are already a fan of G-Suite or intend on adopting G-Suite for your business, we aren’t asking you to reconsider. Instead, we suggest opting for the backup protection of a third-party software provider like CloudAlly. CloudAlly’s G Suite Backup provides backup and support for all G Suite apps, including often-used apps like Gmail, Calendar, and Google Drive.
What is unique about G Suite Backup?
G Suite Backup lets you recover information without overwriting any changes you may have made after the recovery time. This non-destructive recovery lets you search for time-specific data and recover it – without worrying that users will lose later drafts of the same files.
Another unique feature is that users can quickly export and access their data on an alternate device. G Suite allows for the export archived data in multiple formats, including EML, VCF and ICS, and in PST format for Outlook.
How does G Suite Backup protect data for multiple users?
For G Suite Backup to be fully functional for business use, it needs to be able to detect multiple users. And it can. CloudAlly can detect new users at your company, and from their first sign-on, can back up their data. If you would like to be in control of user management, too, CloudAlly gives you the option to manually control the addition and deletion of users.
What about pricing for G Suite Backup?
G Suite is available for $3/month per user or $30/year per user plans. If you’re curious about G Suite Backup, but want to test its functionality before purchasing, try it out first with our 15-day free trial.
Now that you know about G Suite backup recovery, you might want to have a look at what we created for you…
G Suite Drive Down
Here’s the scenario: you get to work, ready to pull up the spreadsheet you’ve been working on from Google Drive. But there’s a problem: Google Drive is down. You wait. Check again. Google drive is still down, and it stays down. For over an hour. What are you going to do now? The answer: keep waiting, even as you waste time. While there is certainly nothing wrong with using Google Drive to back up your G Suite apps, recent issues like this one prove that Google Drive alone is not reliable enough to be your only backup. CloudAlly’s G Suite/Google Apps Backup gives you the security that your data will be protected, even if Google Drive fails.
What this article is about:
Right now, Google Drive aims to simplify G Suite users’ storage and file sharing in the cloud, but the program regularly has its snafus.
Case in point about Google Drive’s unreliability: on the morning of September 7, Google Drive users started receiving error messages from the file storage service. Users around the world could not load their files.
At 10:37am EST on September 7, 2017, Google announced that it was working to resolve the issue:
“We’re investigating reports of an issue with Google Drive.” Google Drive was down for an entire hour. By 11:38am EST, the program had been restored for some users, but it was still down for others.
Google issued another message that users could “expect a resolution for all users in the near future,” but the company could not provide a concrete timeline. Only by 12:24pm EST – nearly two hours after Google started working on the problem – was Google Drive restored for all users. The tech giant apologized for the inconvenience and said that it planned to develop “continuous improvements to make our systems better.”
Sure, Google says they’re working to make Google Drive infallible, but what if they don’t deliver on their promise, like they most likely will? If Google Drive fails when you need important data, you’re stuck, waiting until Google recovers. Without a third-party program, there is nothing you can do about Google Drive’s unreliability.
You might think, Google Drive was down for a few hours. So what? The problem speaks to a common issue of unreliability with the service. Just a few days after the first issue, on September 11, nearly 3,000 people reported issues with Google Drive again.
Sure, Google Drive is helpful. But it is by no means complete.
Google Drive’s Unreliability?
Google Drive does back up your files and data. However, the protection it provides is not enough.
Take malware and ransomware. Does Google Drive protect your files from these malicious viruses?
Nope. Even if your files are stored on the Google Drive cloud, your data could be infected. Only a third-party software like CloudAlly can protect your Google Drive files from corruption or ransom.
But, you might think, at least Google Drive will be around forever, right?
Again, the answer isn’t certain. Google Drive’s future is at risk. In early September 2017, users feared that Google Drive was shutting down altogether. While this turned out to be hype, Google is shutting down its Google Drive app for Windows and Mac, replacing it with a new backup up.
Right now, though, take a breath. Google Drive is still accessible to all users through browsers on all devices, but this replacement demonstrates Google doesn’t love Google Drive enough that they’ll never change or replace it. Google Drive may not be around forever, and while Google Drive will likely not shut down without notice, it still makes sense to have a third-party software like CloudAlly to back up all your data.
CloudAlly’s G Suite/Google Apps Backup
Returning to the interruption of Google Drive on September 7.
Google Drive users without third-party backups just had to wait. And click to see if Google Drive had come back online. And wait. And click.
But if you were using CloudAlly, you could have exported critical documents instantly. You wouldn’t have wasted any time. CloudAlly lets you export your data to any and all of the programs or devices you need using efficient zip downloads. Instead of waiting for Google to repair Google Drive on September 7, you could have kept on working like nothing was wrong.
Besides, CloudAlly’s Google Apps Backup does more than protect your Google Drive files, too. It backs up all your G Suite apps, including Gmail, calendar, contacts, tasks, and chats on an automated, daily basis.
Don’t put your data safely entirely into Google’s control; take matters into your own hands! Want to see for yourself how CloudAlly is more reliable than Google Drive? Try our free backup for 15 days.
Now that you know about Google Drive backup, you might want to have a look at what we created for you…
It’s always frustrating to loose a file, but as a G Suite administrator, recovering and restoring missing files and emails is basic part of your job. Users may restore their data for up to 30 days or until it’s permanently deleted, whichever comes first. However, if they permanently delete a file or email, it’s probably up to you to restore it. How to Recover Missing G Suite Files?
What this article is about:
- Restoring Deleted Files
- Why You Need A Complete Backup and Recovery Solution
Of course G Suite has limitations on the restore such as the time limit of 25 days to restore permanently deleted files back to the user who created them, but it does provide basic restore functions including:
- A date range search to locate deleted items
- Verify restoration via inbox or Google Drive check
- Restore data to a team drive
- Restore a deleted team drive
- Restore data for up to 10 users at once
Restoring Deleted Files
To restore either Gmail messages or deleted Google drive files start by signing into your Google administration console. From here you can restore information to an individual user or multiple users at a time.
Single User Restoration
For single user restoration, after you have logged into the administration console, navigate to the Users panel.
- Locate the user and click on their name to open the account page.
- Once on the users account page, click the More icon and select Restore Data.
- Indicate the date range for the data you wish to restore. Restoration is only possible within the last 25 days.
- Choose the type of data you wish to restore either Drive or Gmail. An error message appears if you do not select a data type.
- Click Restore Data.
Once restored, you can navigate to the user’s inbox or Google Drive to verify restoration occurred.
Multiple User Restoration
As G Suite administrator you may restore files to multiple users. As with a single user restoration, you must first log in to the administration console.
- Navigate to the Users panel.
- Put a checkmark in the box to the left of each user whose data you wish to restore. You may only restore up to 10 users at a time.
- On the toolbar, click the More icon and select Restore Data.
- Select the date range for the data you wish to restore. This field only covers the previous 25 days.
- Choose the data type you wish to restore, either Drive or Gmail. Leaving this criteria blank results in an error message.
- Click Restore Data.
You can now verify if restoration was successful.
Why You Need A Complete Backup and Recovery Solution
Google restore functions are limited to approximately 30 days, so your business is at risk if data has been deleted or corrupted without detection for more than 1 month. You can protect your data and eliminate this risk by using CloudAlly’s automated daily backup service for G suite including the ability to recover or export data from any point-in-time.
Admins can drill down through date snapshots or use the granular search function to quickly locate and restore data to the original user or even to another user if needed. Data can be exported in Outlook compatible .PST for onsite use, and mailboxes can be archived as needed when off-boarding employees…
Start to backup your G Suite with a Free 14 day trial.
Now that you know how to restore G Suite missing files, you might want to have a look at what we created for you…
Setting G Suite Security Settings
If maintaining security is not at the forefront of your business model, then you are opening yourself up to hackers and data loss. G Suite offers security features to help protect your employees’ accounts and maintain your company’s data integrity. This blog post will explain how to maintain: G suite security settings.
What this article is about:
View User Settings
As a G Suite administrator, you can access user security settings to ensure password strength is up to code and turn on two-step verification security protocols. To do this, you must first log into your administrator account and access the administrator console.
- Click users.
- On the user’s screen, you can verify the status of two-step verification enrollment. If you do not see a column listed for the two-step verification, click the more icon and choose select columns to expand your screen to include any missing options.
- Select the user whose security settings you wish to check.
- Click Security. Again, if security is not an option, select show more to find the missing section.
If the user has enabled the two-step verification, the backup verification codes are accessible by clicking show backup verification codes. Google suggests all G Suite users utilize the two-step verification process for maximum security. As an administrator, you can disable this feature if an employee no longer has access to the mobile number they used to set up their security.
To begin the two-step verification initiation process log into your administration console and select set up two-step verification for your domain. At this point, you should notify all your users of your new security protocol and include instructions on how they can finish setting up their enrollment.
All users must opt into the two-step verification themselves regardless of company policy. After they choose to opt-in, users need to navigate to the two-step verification page to set up their codes. Once on the two-step verification page, select Get Started.
- Enter the email and password associated with the G Suite user account.
- Click the start set up button.
- When prompted, enter a mobile phone number in which to send a text message containing a six-digit verification code.
- Verify the phone number by entering the six digit code which you received.
- Choose to add the current computer as a trusted device. If the machine used to set up the two-step verification is and not your regular computer, do not select “trust this ”
- Confirm that you want to use two-step verification.
Unless the computer is a trusted device, each time your user logs in they will be required to enter the six-digit verification code. Mobile devices using Gmail and Google calendar may require app passwords in addition to their verification code. The app password is entered once and remains the same until the user updates their login information.
Password Strength – G Suite Security Settings
As the G Suite administrator, you can help protect your users’ accounts by monitoring and managing the length and strength of their passwords. Setting a length requirement prevents users from creating short passwords which are easy to hack. Start by logging into your G Suite administration console.
- On the dashboard navigate to security and then basic settings. If the security option is not visible on your panel, select more controls to browse to the security features.
- In the section labeled password strength, enter a minimum and maximum length the user passwords must abide. For example, must be between eight and 20 characters.
- Click save.
Also in the security section of the G Suite administration dashboard, you can monitor how secure user passwords are. Navigate to the password monitoring area of the security section. From here you can view a graph showing the overall strength of your users’ passwords. This bar graph will change over time depending common passwords that are known to be vulnerable and your password length requirements.
Keeping your G Suite user accounts secure is your best line of defense against hackers and data loss. It is also a good idea to back up all G Suite user information. CloudAlly offers an affordable backup service for all your G Suite accounts. You’re welcome to sign up for a free trial at and test it!