Gmail for Business: Best Practices for Your Business

Gmail can make your day-to-day tasks as a small business owner more efficient. The platform offers an easy-to-use business email solution that provides a unified email address for your employees and several features that make communicating simple and effective. Below, we explore what Gmail is, the Gmail features that can most benefit your organization and best practices to keep in mind when using Gmail for Business, also known as G Suite.


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What is Gmail for Business?

Gmail is an email service offered by Google that and medium-sized businesses can use as a secure and ad-free email platform. G Suite, which can work alongside Gmail, unifies your company’s email addresses and allows you to use your own domain in the email name. For example, if your company name is Joe’s Burgers, you can set up a business Gmail account with an email address of

Related: 10 Steps to Starting a Business


Features of Gmail for Business

Gmail offers several features through G Suite that cater to small businesses. These features include:

  • Confidential emails: Gmail allows you to choose an expiration date for emails or even revoke emails after a set period of time. For example, if you want to send an email with confidential or time-sensitive information, you can specify an end date through which the email can be accessed by a recipient. After that date, the recipient won’t be able to open the email. You can also prevent copying, downloading, printing and forwarding of emails and require two-factor authentication.
  • Nudging: The nudging feature automatically alerts you when a time-sensitive email hasn’t been answered or replied to in several days. This helps ensure you don’t miss important emails or deadlines.
  • Snoozing: You can snooze emails that you want to get to later by putting your cursor on the right side of the email and selecting Snooze. Gmail will then ask when you want to be reminded about the snoozed email.


Best practices for using Gmail for Business

The following are best practices to keep in mind when using the Google business email service for your small business:

    Be aware of Gmail limits.Google limits your bandwidth, server requests, number of emails and storage space to keep the system safe and healthy. When your system reaches its limit, you may overlook emails or lose valuable communication chains. To avoid reaching these limits, consolidate your emails as much as possible by sending main to a group address and sending mass communications out over several days.
  • Create an email specifically for customer support. While it may be tempting to use your own email as the customer support contact, it’s best to create a separate email specifically for this purpose. This ensures that customer emails never get overlooked and provides a more professional appearance when listing your customer service contact information. An example of a customer support email is
  • Use categories and labels. With Gmail, you can organize your inbox using categories and labels just like you would with manila folders on your desk. Gmail standard categories include: Primary, Social, Promotions, Updates and Forums, but you can rework these or make your own, like “Team” to save email discussions you have among your group members on a project.
  • Appoint every employee their own email address. Assign a unique email address to each employee to make communication clear and ensure that team members are aware of who’s handling each email that comes into your organization.

Frequently asked questions about Google business email


Is Gmail for Business free?

There is a fee to use Gmail for Business. Gmail offers several options at different price points depending on the features you want to include: the Basic plan is $6 per month per user, the Business plan is $12 per month per user and the Enterprise plan is $25 per month per user.


How do I create a Gmail account for my business?

To create a Gmail account for your business, go to the G Suite website and select “Get started. Then, select the number of employees in your business. After that, you’ll answer various questions so Gmail can set up a business account personalized to your organization.


What is the difference between Gmail and Gmail for Business?

The difference between Gmail and Gmail for Business, or G Suite, is that a regular Gmail account is free and intended for personal use only, whereas Gmail for Business is intended for company-wide use and offers a variety of features specific to running a business. The G Suite for business manages all work accounts and provides access to several business-oriented features. 


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