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5 FREE TOOLS FOR G SUITE

5 FREE TOOLS FOR G SUITE

5 free tools for g suiteMany businesses are choosing G Suite to handle their immediate software needs. Docs, sheets, and slides act in place of Microsoft’s Office products while their email system is accessible from anywhere. There are several applications and add-on that work seamlessly with G Suite products, including Cloudally’s G Suite backup tool.  So view below our selection of: 5 free tools for G Suite, and our Box Cloud backup solution.

5 Free Tools For G Suite, which can help you enhance your productivity:

Weekdone Weekly Reporting

All managers plan on meeting with their workers. Sometimes, the best-laid plans do not come to fruition. When the team misses regular meetings, managers are lost as to what projects their employees are working on, and employees do not have the opportunity to ask questions or raise concerns.

Weekdone – Weekly Reporting application allows employees to fill in progress reports, plans, and problems. Managers receive an email report. The app helps managers and employees communicate and keep the managers apprised of project status.

Save Email

Gmail already allows users to save attachments to their Google Drive accounts. Save Email is a Google Sheets add-on tool that stores email content directly to Google Drive. The attachments download as a searchable PDF file.

In addition to storing information as a PDF file, Save Email works as a makeshift cloud backup solution for:

  • Important Emails
  • Microsoft documents
  • Travel receipts
  • Video files
  • Large image files

To use, from Google Sheets select the Add-ons Tab. Select Save emails and attachments, then create a new rule. Users can set the parameters to ensure all messages or attachments move safely to their Google Drive.

Zipbooks

Not all small businesses can afford state of the art accounting software to help them ensure that they are on the right page financially. The Zipbooks application allows users to increase their project management efficiency. It helps with budget allocation for clients, freelancers, and agencies and sends this information to finance departments.

Zipbooks also allows users to track time for project management. Additionally, business owners can use the auto-billing and online invoicing features to ensure receipt of payments.

Hubspot CRM

Customer Relationship Manager is a tool many businesses use to store information about current, past, and potential clients. CRM platforms can be costly to use, especially for small business owners who are just starting out.

Hubspot CRM is a free app version that connects to G Suite accounts and allows owners to keep track of contacts in a single location. This tool also allows users to add, nurture and track customers. Hubspot CRM has the additional features

  • Email Templates
  • Deal dashboard
  • Call recording

Users with a Hubspot Marketing account can integrate the CRM tool into their existing marketing platform.

Lucid Press

One program G Suite does not offer a Publisher type program for those who want to create brochures or newsletters. Docs can only handle so much. Those using Docs to create their mailable pieces need to be both design and Docs experts to make it work.

Lucid press is a design tool like Microsoft Publisher and Adobe InDesign. It allows users to create stunning brochures, newsletters, and even magazines. Its intuitive layout gives creators the ability to build their file without having to be a design expert.

Choosing G Suite to handle the necessary software and email needs gives employees the freedom to work from anywhere and still connect to the office. Adding these handy free applications offers small businesses the edge needed to compete with larger companies with Cloud Backup Solutions.

G Suite Backup Tool  –  G Suite Backup 14 Day Free Trial

G Suite for Education

Google understands that technology is changing not just how employees work together but also how teachers interact with their G Suite for Educationstudents. 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:

  • Drive
  • Gmail
  • Docs
  • Calendars
  • Hangouts

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.

Self-Styling Presentations

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.

Intelligent Docs

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.

Q&A: Backing Up Your G Suite Apps with CloudAlly’s G Suite Backup

G Suite Backup Recovery

Backing Up Your G Suite AppsGoogle’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.

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:

  1. Head to Google’s “Download your data” page and sign into your Google Account.
  2. Choose the G Suite apps you want included in the download.
  3. Click on “Next.”
  4. Select the file type in which you want the archive’s information to be stored.
  5. Choose “Send download link via email” as your Delivery method.
  6. Select “Create archive.”
  7. 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.
  8. 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:

  1. Log onto your Google Admin console using your administrator account.
  2. Navigate to the “Users” page.
  3. Click the box next to all the users whose data you want to restore; you can click up to 10 users’ boxes.
  4. Click “More” on the toolbar.
  5. Click “Restore data.”
  6. Set the date range for the data you want to restore, up to 25 days.
  7. Select if you want to restore data from Drive or Gmail.
  8. 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.

Google Drive Down Worldwide: Averting Problems with Google Drive Backup

G Suite Drive Down:Google Drive Down Worldwide

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.

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.

How to Recover Missing G Suite Files

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 ?

Lets re track;  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.

  1. Locate the user and click on their name to open the account page.
  2. Once on the users account page, click the More icon and select Restore Data.
  3. Indicate the date range for the data you wish to restore. Restoration is only possible within the last 25 days.
  4. 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.
  5. 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.

  1. Navigate to the Users panel.
  2. 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.
  3. On the toolbar, click the More icon and select Restore Data.
  4. Select the date range for the data you wish to restore. This field only covers the previous 25 days.
  5. Choose the data type you wish to restore, either Drive or Gmail. Leaving this criteria blank results in an error message.
  6. Click Restore Data.

You can now verify if restoration was successful.

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 an 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 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.

Give us a try for 15 days no risk. If you like our services, G Suite backup starts at three dollars per user per month or $30 per user per year.

How to maintain G Suite security settings ?

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.

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.

  1. Click users.
  2. 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.
  3. Select the user whose security settings you wish to check.
  4. Click Security. Again, if security is not an option, select show more to find the missing section.

Two-step verification

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.

  1. Enter the email and password associated with the G Suite user account.
  2. Click the start set up button.
  3. When prompted, enter a mobile phone number in which to send a text message containing a six-digit verification code.
  4. Verify the phone number by entering the six digit code which you received.
  5. 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 ”
  6. 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.

  1. 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.
  2. 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.
  3. 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.