Last updated: July 2025
When businesses evaluate email solutions, the choice often comes down to comprehensive productivity suites versus focused, professional email hosting. This detailed comparison examines Google Workspace against Greatmail across every dimension that matters to your business.
Executive Summary
This comparison targets small business owners, IT consultants, and agencies deciding between a full productivity suite and dedicated email hosting. Google Workspace excels as an all-in-one collaboration platform for teams heavily invested in Google’s ecosystem, while Greatmail delivers superior email-focused hosting with enhanced privacy, competitive pricing, and white-glove support without the complexity of unused productivity tools.
Best for Google Workspace: Organizations needing a complete cloud productivity suite with tight integration between email, documents, and collaboration tools.
Best for Greatmail: IT firms, resellers, and companies who need reliable, business-class email hosting with personal support and significant cost savings.
Core Philosophy: Productivity Suite vs Email Excellence
Google Workspace: The Everything Platform
Google Workspace positions itself as a complete business productivity ecosystem. You’re not just buying email – you’re investing in Gmail, Google Drive, Docs, Sheets, Meet, Calendar, and dozens of interconnected tools designed for modern collaborative work.
This approach works brilliantly for teams that live in Google’s ecosystem, but creates complexity and cost overhead for businesses that simply need exceptional email hosting.
Greatmail: Email-First Excellence
Greatmail takes the opposite approach: deliver world-class email hosting without forcing you to pay for or manage tools you might not need. Every feature, every optimization, every support interaction focuses on making your email experience flawless.
This specialization allows for deeper email functionality, more competitive pricing, and support teams that truly understand email infrastructure.
Collaboration Tools & Productivity Features
Google Workspace Productivity Suite Google Workspace provides a complete cloud productivity platform including Google Docs, Sheets, Slides, Meet (video conferencing), shared Google Drive storage, and integrated Calendar. All tools work seamlessly together with real-time collaboration and automatic syncing.
Greatmail Email-Only Focus Greatmail specializes exclusively in email hosting, allowing users to integrate with their preferred external productivity tools. This approach provides flexibility to choose best-of-breed solutions for documents (Microsoft Office, Adobe Creative Suite), video conferencing (Zoom, Teams), and file storage (Dropbox, OneDrive) without being locked into a single vendor’s ecosystem.
Email Capabilities & Technical Features
Core Email Functions
- Google Workspace: Gmail web interface, basic IMAP/SMTP, limited third-party client optimization
- Greatmail: Full IMAP/SMTP and POP3 support, Roundcube webmail for standard users, SOGo for groupware accounts, optimized for all major email clients
Custom Domain Support
- Google Workspace: Full custom domain support with Google’s DNS management
- Greatmail: Complete custom domain support with DNS configuration support for MX, SPF, DKIM and DMARC
Email Client Compatibility
- Google Workspace: Best with Gmail web/mobile apps, acceptable with Outlook/Apple Mail
- Greatmail: Optimized for Outlook, Apple Mail, Thunderbird, and all IMAP-compatible clients and mobile apps
Deliverability & Email Security
Email Authentication & Reputation
- Google Workspace: Strong sender reputation, but complex DNS/alias configuration for optimal deliverability
- Greatmail: Full SPF, DKIM, and DMARC support with simplified setup and ongoing monitoring + optional free MXMonitor application that tracks critical DNS email records and alerts you when there are changes
Spam & Security Protection
- Google Workspace: Advanced threat protection with machine learning-based filtering
- Greatmail: Professional-grade spam filtering with customizable rules and quarantine management, safelisting and blocklisting at the domain and mailbox levels
Infrastructure & Reliability
- Google Workspace: Global infrastructure with 99.9% SLA
- Greatmail: Redundant hosting infrastructure with proactive monitoring and 99.9%+ uptime
Privacy & Data Ownership
Data Mining & Advertising
- Google Workspace: No ads in paid accounts, but data aggregation for service improvement
- Greatmail: Zero data mining, no advertising, complete email privacy
Data Location & Control
- Google Workspace: Data stored globally across Google’s infrastructure
- Greatmail: Clear data location policies, enhanced data sovereignty options
Third-Party Access
- Google Workspace: Extensive third-party integrations may access your data
- Greatmail: Minimal third-party dependencies, enhanced security isolation
Pricing Analysis
Google Workspace Pricing (2025)
- Business Starter: $6/user/month
- Business Standard: $12/user/month
- Business Plus: $18/user/month
- Enterprise: $25+/user/month
Greatmail Pricing (2025)
- Standard Plan: $1.95/user/month (5-user minimum)
- Premium features available with higher-tier plans
Annual Cost Comparison Across Team Sizes
| Team Size | Google Workspace Business Starter | Greatmail Standard | Annual Savings |
|---|---|---|---|
| 5 users | $360/year | $117/year | $243 (68%) |
| 10 users | $720/year | $234/year | $486 (68%) |
| 25 users | $1,800/year | $585/year | $1,215 (68%) |
| 50 users | $3,600/year | $1,170/year | $2,430 (68%) |
As your team grows, the cost advantage becomes increasingly significant – larger organizations can save thousands annually while getting superior email-focused service.
Migration & Support
Migration Process
- Google Workspace: Self-serve migration tools and documentation, enterprise support available for larger organizations
- Greatmail: Dedicated phone support with specialists who guide customers through migration planning, DNS configuration, and testing using tools like imapsync
Ongoing Support Model
- Google Workspace: Tiered online support based on plan level, community forums, extensive documentation
- Greatmail: Email and phone support for dedicated administrator on account – direct access to US-based email hosting specialists with personalized assistance
Technical Expertise
- Google Workspace: Generalist support covering all Google products and services
- Greatmail: Specialized email hosting experts with deep knowledge of email infrastructure, deliverability, and client configuration
Google Workspace vs Email Hosting: Use Case Analysis
When Google Workspace Makes Sense
Heavy Collaboration Teams If your team collaborates extensively on documents, spreadsheets, and presentations, Google Workspace’s real-time editing capabilities are unmatched. The seamless integration between Gmail, Drive, and Google Meet creates a unified workflow.
Google-Centric Organizations Businesses already using Google Cloud Platform, Google Analytics, or other Google business tools benefit from single sign-on and integrated billing.
Rapid Scaling Needs Large organizations needing to onboard hundreds of users quickly appreciate Google’s automated provisioning and enterprise management tools.
When Greatmail Email Hosting Is the Better Choice
Email-Focused Businesses Professional services, consultancies, and businesses where email is the primary communication tool benefit from Greatmail’s email-specific optimizations and features.
Privacy-Conscious Organizations Healthcare, legal, financial services, and any business handling sensitive data gains additional peace of mind with Greatmail’s privacy-first approach.
Cost-Sensitive Teams Small to medium businesses looking to optimize operational costs without sacrificing email quality find significant savings with Greatmail’s focused pricing.
Multi-Client Email Users Teams preferring Outlook, Apple Mail, or Thunderbird over web-based email interfaces appreciate Greatmail’s superior IMAP/POP3 support.
Migration Considerations
Moving FROM Google Workspace
Data Export Process
- Export emails using Google Takeout
- Calendar and contact migration tools available
- Document conversion may be needed for Google Docs/Sheets
Timeline Expectations
Based on typical customer migrations:
- Small teams (under 10 users): 1-2 business days
- Medium teams (10-50 users): 3-5 business days
- Enterprise migrations: Custom timeline with dedicated support
Moving TO Google Workspace
Integration Requirements
- Existing document workflows may need restructuring
- Training required for Google’s collaboration tools
- Potential productivity dip during transition period
Security Comparison
Google Workspace Security
- Enterprise-grade security with advanced threat protection
- Two-factor authentication and SSO capabilities
- Compliance certifications (SOC 2, ISO 27001, HIPAA available)
Greatmail Security
- Industry-standard encryption and security protocols
- Spam and malware filtering
- Enhanced privacy protections beyond compliance minimums
The Bottom Line
The right choice depends on whether your team truly needs a full productivity suite or simply reliable business-class email.
Choose Google Workspace if you need a comprehensive productivity platform and your team collaborates heavily on shared documents, presentations, and projects. The integrated ecosystem justifies the higher cost when you actively use multiple Google services.
Choose Greatmail if you prioritize email excellence, cost efficiency, and specialized support. You’ll save thousands annually while getting superior email hosting from specialists who understand email infrastructure, without paying for collaboration features you may not need.
For IT firms, resellers, and companies focused on email communication, Greatmail’s combination of significant cost savings, white-glove support, and technical expertise often provides better overall value than a general-purpose productivity suite.
Ready to Make Your Decision?
Interested in Google Workspace?
- Free Trial: Start with Google’s 14-day business trial
- Needs Assessment: Evaluate which collaboration tools your team actually uses
- Integration Planning: Consider how Google Workspace fits your existing workflow
- Gradual Rollout: Begin with core team members before full deployment
Ready to Switch to Greatmail?
- Initial Contact: Call us or complete contact form to discuss your specific email needs with our hosting specialists
- Migration Planning: Receive a customized migration timeline and process
- Ongoing Support: Get personal admin assistance during the transition and after switching over
Frequently Asked Questions
Yes, there are significant savings using Greatmail for email. Greatmail costs $1.95/user/month compared to Google Workspace’s $6+/user/month, providing 68% cost savings that scale with team size. A 25-person team saves over $1,200 annually with Greatmail.
Absolutely. Greatmail provides dedicated phone support with specialists who guide customers through migration planning, DNS configuration, and testing using tools like imapsync. Most migrations complete within 1-3 business days depending on team size.
No, Greatmail focuses exclusively on email hosting excellence. This allows you to choose your preferred productivity tools (Microsoft Office, Adobe Creative Suite, etc.) while getting superior email service at a lower cost than paying for unused Google apps.
Both services provide excellent deliverability. Google Workspace benefits from Google’s strong sender reputation, while Greatmail offers full SPF, DKIM, and DMARC support with simplified setup and ongoing monitoring. Greatmail’s email-focused approach often results in better deliverability optimization.
Google Workspace provides tiered online support covering all their products. Greatmail offers email and phone support for a dedicated administrator on your account – direct access to US-based email hosting specialists who have deep expertise in email infrastructure and can provide personalized assistance.
Yes, Greatmail is optimized for Outlook and all major email clients including Apple Mail and Thunderbird. You’ll get full IMAP/SMTP support with easy setup instructions, so you can keep your preferred email interface while getting superior hosting service.
This comparison is maintained by Greatmail’s technical team and updated regularly to reflect current features and pricing. Last verification: July 2025.