Imagine walking into your home, turning on the light switch, and…pop! The light bulb burned out and you were left in the dark. If you are ready, you can use some replacement bulbs to restore the light. Otherwise, maybe you have at least one candle in your drawer somewhere to help light up the space. 

This situation is similar to the risks faced by many small businesses during the data backup process. . Business owners already have many things to worry about. Coupled with possible events, such as sudden data loss, it can become overwhelming. 

We understand. 

But not considering the best data backup can also lead you to choose a cheap backup system, or even none at all. While in some cases, an inexpensive backup system may be sufficient, it is not the case for most small businesses, and it may fail you in multiple ways when you need it most. 

Companies should carefully consider their choices when choosing. .It requires a little foresight and a little cynicism. No one wants to think about natural disasters or cyber attacks that affect their business, but not preparing for it is a disaster in itself. 

As a business owner, you must ask yourself: “If this happens, what is the answer? What steps are involved? How long will it take to recover? How much productivity will we lose? How much will it cost us?” 

Suddenly, the big picture became clear. When you need a backup, you need everything, and it needs to be fast. 

But before deciding to use low-cost backup systems, it is important to understand the pitfalls of these systems and what they mean to your business priorities. These deficiencies are critical, because when the system fails, you need to know: “Will I replace the light bulb or will I be kept in the dark?”

1. File synchronization is not a backup. 

Use some cheap data backup solutions. The enterprise does not really Back up their data. Instead, they synchronize the files to a separate platform. This means that they do not completely copy key files to another physical space, but have a mirror image of the data. 

Deleted the file accidentally? If so, your file synchronization will also delete the file. Are critical files infected or damaged? If so, the affected files will be copied to your file synchronization. However, some free backup systems allow you to save deleted files in the recycle bin for up to 30 days. 

The important thing is that a high-quality backup system stores snapshot images of the file system, which you can restore when needed. When you realize that you lost an important file a few weeks ago, you can usually restore the system to a preset point and retrieve the file. 

File synchronization should not be your complete backup solution, but it can be a good supplement. If you lose your computer, synchronizing files is great, but it won’t help you in case of file corruption or content editing that you don’t want. 

The ideal backup strategy is to add dedicated backup software, let you decide how many file revisions you want to keep, and provide you with a separate path to recover from what you use every day. This allows you to return to the state you want, not just the state allowed by the synchronization tool. 

2. Bandwidth is expensive

Suppose a small and medium-sized enterprise stores about 5 terabytes of critical business information in their backups. With inexpensive backup options, companies must upload all this data via an Internet connection.

Users who know their Internet speed usually know their download speed. However, Internet service providers (ISPs) usually don’t advertise upload speeds in advance, for good reasons. High upload speeds are expensive, and advertising these fees does not help ISPs sell them.

Because businesses often have asymmetric Internet speeds, it is difficult to realize how long it will take to simply load 5TB of data into cheap backups. Even with an upload speed of 100 Mb per second, uploading these data takes more than 5 days.

This lack of loading speed is two-way. When a disaster strikes and your business needs to restore backups from the service, you are now confident in how fast the service will load. 

Consider all the development, marketing, support, and distribution costs of unlimited dollar backup software. Every month 3. Do you think they have the funds to reinvest in fast upload speeds and fast access to data?

Maybe not. 

You may not be able to download data at a rate of 1 or 2 Mb per second, waiting about 8 to 9 months to recover. Serving. This doesn’t sound feasible, does it? 

3. Cyber ​​Threats 

It is very dangerous to be discovered without a complete backup plan. Although spending more on backups does not guarantee that they will prevent cyber attacks, having appropriately licensed backups will provide more options for your plan. 

There is no one-size-fits-all approach to backup or network security, so neither will a single, cheap backup. 

In addition to Internet or cloud backup, physical offline backup can also be considered. Keeping a completely separate offline backup or so-called “air-gap backup” will prevent any external entity from accessing your backup via the Internet. 

4. Limited Recovery Testing 

Perhaps the most important aspect of backed up data is knowing that it will be recovered. Testing backups can be time-consuming, and most inexpensive backup programs do not include programmatic restore testing. 

If a disaster occurs and your business backups cannot be restored, it will not make sense from the beginning. 

Brand reputation is not the deciding factor. Downtime is the only way to derail a business. Data loss can also lead to regulatory and compliance issues and potential litigation. The test verifies that all necessary information has been successfully captured, restored and backed up without damage. If you don’t test the backup first, you won’t be able to understand any potential problems in advance. 

Although the automatic recovery test cannot be compared with the manually supervised recovery test, it is an important tool that can greatly limit your risk of data loss. Manual restoration testing may consume countless hours of your technical resources. Unless you plan to monitor the progress of your backups over the weekend, you will want to take advantage of the automation provided in more powerful tools or services. 

The following is a list of tasks that should be performed for each backup when following the best practices for verification testing: 

1. Scan the backup for viruses before restoring (may take 30 minutes to more than 5 hours) 

2. Restoring the backup in an isolated laboratory environment (30- 60 minutes, if the laboratory environment has been built) 

3. After restoration, scan the restored backup for viruses (30 minutes to more than 5 hours) 

4. Test the integrity of data, applications, databases and operating systems (2 to 10 hours) 

5. Report results ( Time will vary)

At best, as long as you follow best practices, automatic verification of backups can save you 3 1/2 hours each time. 

The time required to manually verify backups may wipe out the cost savings promised by cheap backups. Since 2006, IT Support Guys has invested more than $1 million in our active monitoring system, including backup monitoring and testing. 

Arrange and perform backups through ITSG, you will also have dedicated personnel to monitor your tests, and we will know if there are any problems before you need to back up. 

The Bottom Line

Cheap backup systems can be used as collaboration and file sharing services, but they should not be used as a company’s primary backup solution. These options by themselves do not provide the necessary features to protect the enterprise from data loss or cybercriminals, and may cost more in the long run.

Microsoft 365 and Google Workspace are the main productivity suites in the software-as-a-service (SaaS) space, and both provide a wide range of applications required by modern businesses. 

Although many of these apps have similar functions, the proprietary products of Microsoft and Google have their own quirks, good or bad. 

In this article, we will check emails through Microsoft Outlook and Google’s Gmail for Business. 

In any case, in terms of market share, these two applications are the industry’s leading e-mail applications, and are the pillars of M365 and Workspace, respectively. 

E-mail looks simple on the surface, but the differences between Outlook and Gmail show that things are much more complicated than sending and receiving mail. 

Everyone works differently, starting with the access method and ending with the security and privacy provided. 

Outlook vs Gmail: Pricing Plans

Microsoft 365 and Google Workspace are priced on a monthly basis per user and have different pricing tiers. 

As far as the email account itself is concerned, the difference in tiers usually only affects storage space.

Using Microsoft’s Business Basic plan ($5/month/user when billed annually), each user gets 50GB of email storage space, this is the same as the extra 1TB of cloud storage space on OneDrive. 

Please note that the most basic level of M365 does not include any Microsoft desktop applications, including Outlook. Users who purchase this plan must be satisfied with the Outlook Web application. 

At the same time, Google’s Business Basic plan ($6) provides a total of 30GB of storage space, combining email storage and disk storage. Yes, in Google’s cheapest plan, 60% of the mailbox storage space provided for Microsoft accounts for 100% of its total storage space. 

This difference is likely to be an attempt by Google to sell its premium plans to users. Its standard plan ($12) jumped to 2TB of disk storage space, while the Plus plan ($18) jumped to 5TB. Microsoft provides 2 to 5 TB of disk storage through its enterprise products, but starting with the E3 plan ($32), mailbox storage can be infinitely large through unlimited archiving. 

The score in the first round here is called a tie. At the cheapest level, the two platforms are similar, and the Gmail web application may be worth the extra money each month. 

When you finish your plan, the Outlook desktop application may change your mind, as we will see later. Please note that Microsoft’s pricing is based on annual commitments, and Google does not offer annual discounts as of the publication of this article. 

This article simply covers these two kits through the scope of the email application, and these prices cover many other features. If price is your main factor, please consider the ease of use of each kit before making a decision. 

Main Difference

The biggest difference between the two kits is Microsoft’s desktop applications, compared to Microsoft’s web applications , It has more functions than Google. 

Unlike the email application, the full Gmail experience can only be accessed through a web browser. 

Using the Outlook desktop application, users can get a complete Exchange server experience, plus the benefit of being able to read and write emails offline.

For example, if you are on an airplane, reply to emails and process documents that you plan to send later. 

This may be the best use of your time. With Outlook, you don’t need to wait for the Internet to continue working, just deliver the work. 

Unless you overcome some obstacles first, you won’t be able to access the Gmail interface without an internet connection. 

At the time of writing this article, you need to use Google’s Chrome browser, bookmark Gmail, and synchronize your email with its offline feature. The reliability of this feature has been controversial for many years. 

They all have mobile apps, so they can solve the problem, but replying to a lot of work emails on a mobile device can be difficult. 

Compared with other applications, the complete Microsoft Office desktop application suite will be a greater advantage for Microsoft, but due to ease of use, we will still provide Outlook with slightly more but considerable advantages over Gmail. 

Read More : VoIP vs Landline: Which is better for your business?

Search Functions

As you might expect, the company knows that Gmail’s search engine allows you to find the email you need more reliably. 

The advantage of Gmail is that it uses labels for classification. Multiple tags can be applied to each email or subject, and subcategories can be created within the tags to generate multiple filing systems. 

If multiple labels have been applied to a single email or term, these messages will be displayed under each label. In addition, tags allow you to automatically filter incoming emails based on manually selected conditions. 

In Outlook, sorting is limited to folders, forcing users to sort each email/thread in a unique location. 

For the actual search function, both allow users to search using keywords as well as folders/tags, sender and received date. Gmail not only has more in-depth advanced search capabilities (available to all accounts), but it is also more accurate. 

This was the first solid victory for Gmail, because Outlook’s search capabilities and classification were not as powerful. 

Which One is More Secure?

Microsoft is the leader in this category. , And not particularly close. His dominant position is not only extensive, but also obvious in two different aspects. 

Google has recently come under fire for processing personal data, with reports that the company scans users’ emails. 

Most notably, it is reported that Google will track your location, activity, and even your voice in order to deliver targeted ads. At the same time, Microsoft is more transparent about its privacy policy and the data it collects. 

If your company regularly transmits sensitive or personal data, then using Microsoft and Outlook may be more suitable for you. 

Even if you do not send and receive private data, many other benefits are needed to overcome these obvious privacy issues. 

For administrators, Outlook provides more internal security in the form of permissions. Although Outlook’s folder organization does not have the same searchable features as Gmail tabs, it does allow users to allow and prohibit certain operations within folders. 

Outlook provides users with 10 different roles to choose from. And the administrator’s custom roles can be passed one by one-select specific actions. 

These operations include everything from reading, editing, deleting, and sending messages to viewing specific meetings in calendar or free time. 

Functionally, this allows managers to delegate tasks to their subordinates without having to give them large-scale access to more important information. 

It also prevents disgruntled employees from stealing or deleting information that is considered confidential. 

You can delegate account access to others in Gmail, which is essentially like handing over your car keys. You can’t assign access levels, hide private messages, or even view messages sent by representatives on your behalf. 

One of the categories (if not the most important) is the uncontrolled victory of Outlook. With comprehensive options and a more transparent privacy policy, the Microsoft 365 email platform is unique. 

Conclusion

As with most things, this decision depends largely on personal preference. Many of the differences between Outlook and Gmail have advantages, depending on how your business operates and budget. 

Ultimately, the transparency and security of Outlook make it the most powerful product. However, if you find yourself checking thousands of emails every day, Gmail may be the right choice for you.

Read More : Comparison of Zoom, Microsoft Teams and Google Meet

The COVID-19 pandemic forced employees to work from home, but the show had to continue in some way. 

Overnight, the video conferencing platform became the lifeline of the enterprise. Even if operations return to normal, video conferencing providers are investing resources in their products.

The two main collaboration suites, Microsoft 365 and Google Workspace, provide video conferencing capabilities, but it would be an oversight to not include one of the more popular video conferencing applications. On the market today – Zoom.

At this point, your company almost certainly already has a video conferencing platform. If not, or if you want to switch platforms, please read the breakdown of features and options below to help you make up your mind.​​ 

Is your meeting long or short? Do you mainly meet internally or with potential clients and clients? Will you hold a webinar? 

Needless to say, if your company has already subscribed to Microsoft 365 or Google Workspace and you are satisfied with the platform, then you should use Teams or Meet respectively. If you don’t have a subscription and just need a separate video conferencing application, Zoom has a free version that can solve most of your needs. 

In the following section, we will compare the top three video conferencing platforms based on various indicators. Things to consider before choosing the right product for your business. 

Teams vs Meet vs Zoom: Integration with your other apps/services 

Before diving into the complete feature list of each platform, understand the full amount you pay from you. 

Teams and Meet are part of a larger productivity suite, while Zoom is a standalone product with all the specific video conferencing features you might need. Although Teams and Meet can be purchased separately, it’s best to combine them with the larger suites Microsoft 365 and Google Workspace. 

For example, subscribing to Zoom Pro will only provide you with video conferencing capabilities. For lower than Zoom Pro, M365 Business Standard Edition and Workspace Business Edition subscriptions include a full set of business applications. 

With Microsoft 365, you can get a fully integrated experience with desktop versions such as Word, Excel, and PowerPoint. Microsoft’s biggest selling point is easy collaboration between applications, and the biggest difference between Teams and its competitors is the concentration of the suite. 

Teams can seamlessly jump from instant messaging to video calls, and can switch back and forth. 

At the same time, Google Meet and Workspace’s chat application Google Chat are separate. Although users can use two Workspace applications at the same time, the separation of the two is a bit contradictory. 

With M365 and Teams, all your chats, recorded meetings, and files are in the same central location, making searching easier. 

With Meet and Zoom, you will have to search for chats saved from previous meetings, or in the case of Meet, go to Google Chat. 

The same is true when working with collaborative files. Any attachments in the Teams chat will be displayed in the file tab at the top of the window, which means you don’t need to waste time chasing them when you need them. 

Microsoft has provided more applications than Google in its plans, although many have gone unnoticed. 

For example, Microsoft Sway allows you to quickly capture and edit recorded Teams meetings, and then you can host the meeting locally within Teams. 

If someone is late for a meeting, or an employee records the same meeting and allows it to run for several hours after it ends, you can quickly get the part of the meeting you need and save it. 

This avoids the storage space consumed by an hour-long video clip and the time required to load it. Trim and export the video from the video editing platform. 

In addition, all three platforms are integrated with various other business applications, so be sure to check compatibility with any applications you already use and these platforms. 

Teams vs Meet vs Zoom: 

The Microsoft, Google, and Zoom versions with free paid versions 

They have been well adapted to the needs of certain features on their platforms, so most of the same features overlap in the plans of the three suites. This includes screen sharing, video recording, real-time subtitles, and custom backgrounds that everyone likes. As for some other features, they vary with each company’s offer. 

Audio conferencing on the move 

While present across the board, but the dialing capabilities vary from plan to plan. Meet provides free phone access to any paid plan, which is one of the biggest advantages of the platform over competitors. 

Teams provides a dial-up function, and each user pays an additional $4 per month; while Zoom’s dial-up is charged. 

Both Teams and Meet provide Internet-based PBX solutions that can replace your internal phone, and Zoom’s charging settings are impractical.

Microsoft 365 Business Voice is seamlessly integrated with Teams, allowing employees to handle business anytime, anywhere, and everything is completely continuous. 

Video quality: Who supports the best? 

At the time this article was published, each platform played videos in high-definition format, but the quality was different. If you have 1.5 Mbps of bandwidth, Teams can play 1080p video at 30 frames per second. 

Zoom also has 1080p video, but it is limited to the platform’s business or business plan. In some cases, 1080p can also be enabled through scaling support. Zoom’s 1080p feature requires 1.8 Mbps of bandwidth for 1-to-1 calls and 2.5 Mbps for group calls. 

Meet will use 360p video by default, but you can send and receive 720p video. 

The audio quality on all platforms depends on the quality of the microphone and speakers, as well as the quality of your Internet connection. 

Room and Work Area-Breaking the Rules 

The breakout meeting is essentially a meeting that takes place at the same time as the original video conference. These are especially necessary for virtual education, so teachers can divide students into different groups for learning. 

Group rooms in professional spaces also have clear practicality. If a larger team is meeting on a project and divide tasks into smaller groups, a group room may be a good solution. 

In all plans, Teams and Zoom have team rooms native to their base platforms. These rooms are essentially simultaneous meetings with the original video conference. 

Meet allows small group rooms through its Standard and Plus plans, but not the Free or Basic plans. However, as with most Google features in the cheaper plan, you can add Google Chrome extensions, but this may be more of a headache than the final value. 

Recently, Microsoft has also implemented a model that uses artificial intelligence to place video participants in various digital configurations. Although the utility is lightweight, the "together" mode may boost morale. 

Teams vs Meet vs Zoom: Conclusion 

Although most video conferencing platforms have similar features, the exact needs of your business should determine whether you choose Microsoft Teams, Google Meet, or soaring. 

Offering high-end features at an affordable price, it’s hard to beat Zoom, which focuses only on video conferencing. In order to make the most of your investment, Teams integrates your entire business into one space and provides the best features and available security. 

If you are looking for an all-in-one collaboration center that keeps all communications in one space, we highly recommend Microsoft Teams.

Read More: VoIP vs Landline: which is better for your business?

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