GSuite and Its Benefits for Small Businesses over POP/IMAP

If you’ve been using email for some time, you will have become accustomed to how they work. In fact, many of us would have used some form of client to view emails, such as Outlook. While these solutions served a purpose during their initial launch, the way people work nowadays is much more streamlined and cost-effective.

If your business is already using email successfully, you may be asking yourself why you would want to opt for a solution such as GSuite.

How POP/IMAP Works

POP is an abbreviation for Post Office Protocol and has been in operation since the 80’s when email first started to gain momentum. It effectively downloads the information from a server, and delivers the email to a dedicated client such as Outlook and Thunderbird.

Although revolutionary at the time, the age of POP3 means that when used in the modern day, there can be a few setbacks, including the following:

  • Basic, non-encrypted connections.
  • No email contacts are synced.
  • Sent emails are not synced to the server.

As many wanted their information to be stored on central server, they opted for the IMAP, which is an abbreviation for Internet Messaging Access Protocol. Whereas POP downloads the information to one device, IMAP operates in a different way, meaning emails can be read from several devices.

  • Despite the advancements over POP, there are still some limitations associated with IMAP.
  • Connection speed could lead to unmanageable mailboxes.
  • Message storage can be limited.
  • IMAP can sometimes be slow, although this can depend on the hosting provider.

Introducing GSuite

GSuite is effectively a cloud-based productivity suite that offers a collection of online tools including email, Google Docs and Google Spreadsheets. As well as offering users access to a platform that allows for collaborative working with other users, subscribers can also make use of a premium email service powered by Google.

Many may assume that when using a Google-based service, they will have to possesses a Gmail account, but business owners are actually given an email address that includes their company name, as long as they have an active domain that can be used.  This is entered when signing for the GSuite service.

As well as offering users a professional persona online, there are also a slew of other tools at their disposal to ensure that they’re working in the most effective way possible.

For example, there may be times when your organisation must preserve certain date received via email for regulatory and legal reasons but keeping this in an active inbox could mean that we lose track of communications.

GSuite allows users to place litigation holds on inboxes so this information is still available, without it clogging up their inbox. There’s even an option that allows users to search information and export it to a different format.

Although POP3 and IMAP have their benefits, compared to what GSuite offers, they can be limited for modern-day business owners looking to invest their time wisely. x

Sharon Ruane

Sage, Virgin Media, McCann Erickson, she has a wealth of experience across industry leaders. Enabling all of them move simple marketers to intergrated teams of effecient and effect teams.