Google Apps consist of two parts: Google Docs, which is for data and document storage, and Gmail, which is for email.
Most clients avoid Google Docs because they’re used to the local shared-folder environment of Microsoft Office. But there are a couple of advantages that are worth noting. It allows you to edit documents and store them online, for example, and Google Docs now allows you to upload and manage files better than it used to.
But the most beneficial part of the Google Apps package is Gmail, which offers you the following advantages:
SPAM filter – Google’s Postini provides an excellent aggregate SPAM filtering system. Most people find this filter to be the best around.
Storage – For $55 a year, they provide you with 25GB of email storage.
Mobile Devices – Because of Google’s Android mobile technology, Google Apps easily syncs with mobile devices and works well whether you’re using an Android phone or an iPhone.
Outlook Setup – If you are used to Outlook, Google Apps give you an Outlook Sync application that wizards you through to setup. After the initial sync, sending and receiving email works relatively well. Some drawbacks are explained in “IT infrastructure based on Google Apps” blog.
Label instead of folders – Some people rave about the Label function, but the majority find it unfamiliar, and it takes some time to get used to it.
Online search and indexing for Gmail are excellent. You can usually can find an email within seconds. They’re also powerful tools when you’re using your smart phone to find an email quickly.
Even the web-based email system is strong. It’s much better than what you typically got in the past for web-based applications. However, I still feel that using Outlook, and storing your emails on a local server, is the preferable option.
The last and probably most underrated advantage of Gmail is the automatic backup of your emails. Gmail never loses your emails, which can’t be said for local Outlook PST setups—or even Exchange systems when the backup is improperly done, or when it’s just overlooked.