Before we get to the topic of how to get a free Google Workspace (formerly known as G Suite) for your organization, let me ask you: What’s the best consumer-grade free email?
Gmail is the answer.
The top-line arguments are that Gmail is superior to the other full-function email services out there:
Of course, we could add that Calendar is versatile and reliable. The Contacts directory is functionally adept under all platforms. The Chat feature is as good as any, and better than many, thanks to solid multi-device support and search.
And then there are the applications for word processing, spreadsheets, and slideshows that are thrown in for free.
By now, we have long entered the realm of functionality that is the backbone of Google Workspace. Office productivity apps cleverly interconnected with Google’s powerful communication tools, the scheduling and directory services, the cloud storage... It’s a full package of services designed from the ground up for collaboration anywhere.
If you have used Google Docs, Sheets, and Slides, you know how smoothly they work on any device. You know you never lose your work. Every edit is securely stored in the Google cloud as you type, or secured on your device until you can safely reconnect. There is a level of “it just works” that allows you to focus on the important stuff.
When it’s time to get feedback from team members or show your work to a client, you just invite them to edit or read the file directly from the document or spreadsheet. No more emailed copies, no more outdated versions floating around. All suggestions and changes recorded in one place, easily reviewable by all.
And to the individual all this is free. Well, there are ads, but they are among the easiest to ignore. The efficacy of Google’s protection against malware, that’s what makes it priceless. Other free platforms might beat Google in attachment size or storage, elegance or decorations, but they inevitably have more obtrusive spam, malware, or annoying ads.
But what if you are ready to take the next step? Ready to join forces with others, to start an organization? Google Workspace is there for you!
Now imagine yourself at the helm of a small team. You have a domain name but now you need email, a website, shared storage, etc. but you lack a budget for an IT department. All of you are busy doing the actual work. You don’t have resources to dedicate to maintaining an IT infrastructure, as fascinating as that might be.
Yes, Google figured out a lot of it and distilled it into the Google Workspace experience for groups -- businesses, nonprofits, and institutions. With four paying plans: Business Starter, Business Standard, Business Plus, and Enterprise , the search giant offers the Workspace package tailored for organizations large and small, prices starting at around $7/user/month if you select an annual plan.
Those familiar with Workspace pricing tiers may notice entry-level prices have recently risen. Part of the reason for recent price increases is that Workspace now includes more premium Gemini benefits (their AI platform).
What sets the paid Gemini apart from its free counterpart is how it integrates with other google apps. Workspace users get Gemini side panels built directly into Gmail, Drive, Docs, Meet and others, allowing them to interact with Gemini right inside those tools.
Now, you can ask AI in the sidebar of Google Docs to help write your proposal, or summarize an email without even switching tabs. Welcome to a world where you can ask the sidebar of Google Docs to do something that previously required switching tabs.
Arguably, one of the best AI integrations is Google Meet AI allows Gemini to take notes during meetings and sends a transcription and summary to a Google Doc afterwards. A pretty efficient way to do this.
It turns out there is a sweet spot at the nexus of market capitalism and corporate charity, where there could flourish a remarkable two-pronged program that lets Google bask in public glory while banking millions in tax credits on the side.
Google has decided to give away Workspace for free, all that Workspace goodness, to entities in two wholesome categories: Nonprofits and Education.
Google for Nonprofits is available for activation to any group that has been approved for a Google for Nonprofits account. Google for Nonprofits is available in over 50 countries or territories, so the first thing to do is check if Google for Nonprofits is up and running in your country.
Then you can wade into the eligibility requirements for nonprofit charitable organizations in your country. In almost all cases, the following prerequisites apply:
Google further requires that your group be in good standing: you are “regarded as having complied with [your] obligations and are not subject to any form of sanction, suspension, or disciplinary action.”
Google for Nonprofits is available for free when your organization has its Google for Nonprofits account, but it takes a few extra steps to activate it. You have to:
Google for Nonprofits has similar features to Google Workspace Basic. However, it allows unlimited users and shared drives, which are features of the higher tiers of Google Workspace plans.
The contours of our economies are about to change in profound ways. Nonprofits have a role to play in providing information, services, and technologies in a wide range of sectors. However, you may not be ready to embrace such a way of organizing your activities.
Then there is another option you can look into: Google for Education.
On the face of it, this is an even more restricted route to free Google Workspace. The standard use case is organizations that are accredited educational institutions. But Google also makes this deluxe free plan available to homeschooling co-ops.
In an age where parents and guardians are being asked to step in and organize more at-home remote learning in school districts around the world, it might very well be feasible to band together with neighbors and friends in your local area and become a verified homeschooling cooperative group.
Google for Education unleashes free security features, and a specially tailored Classroom suite of features that facilitates quizzes, assignments, discussions, grading, and more. It has a 10,000-user limit.
One advantage over Google for Nonprofits is that Google for Education is available in many regions. It is also a hub for an incredibly diverse educational app ecosystem.
There are many ways to face the future. Most of them haven’t even been invented yet.
But if you don’t yet qualify as a nonprofit or an educational institution but all this talk of the great features of Google Workspace has set your mind abuzz, you can get in on the goodness for as little as $6/month.
Yes, eligible charitable organisations can access Google Workspace at no cost through the Google for Nonprofits programme. To qualify, your organisation needs to be a registered charity, verified through Google's validation partner, Goodstack. The free tier supports up to 2,000 users.
A personal Gmail account gives you access to Google's apps as an individual, with a @gmail.com address. Google Workspace gives your organization more tools, and better AI integration.
There are four tiers: Business Starter, Business Standard, Business Plus, and Enterprise. Prices start at $7 per user per month on an annual plan for Business Starter, rising through Standard and Plus, with Enterprise pricing available on request.
Yes, through Google Workspace for Education. Accredited schools and universities can access a free tier, and Google also makes the programme available to homeschooling cooperatives.
Google Workspace is designed to be manageable without a dedicated IT department. Google walks you through every element.
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