Google Apps and it's Limitations?
Google Apps is one the most usable platforms when comes to using Email, Calendar and Google Drive for Business, more about Google Apps you can find here.
Despite the fact that this platform is a piece of art, there are still some limitations and disadvantages and you should know them before making a decision which platform will suit best for your business.
So, today, I’m going to talk about 4 Limitations of Google Apps that I’ve personally come across:
- Calendar Events in Outlook
- Emails Signature in Android devices
- Deleted Items – 30 days clean up policy
- Not fully synced if configured with Outlook
Google Apps Limitation One - Calendar Events in Outlook
This “glitch” I’ve come across a few years ago, and this is still a problem (tested 16/07/2016).
The thing here is when you have Google Apps Email account configured using Google Apps Sync Tool For Outlook in your Outlook (any version), and you try to create a Calendar Event with attachment. After you send this invitation to someone, the message will come through either broken or as a simple email – not like invitation at all, so the person you sent this invitation to won’t event know that it was an invitation. See example below.
I’ve created an event in Outlook for another day with attachment:
This is how I got it, as a simple email message with attachment:
Access your Email account and Calendar from Web browser, in this case it works perfectly.
Google Apps Limitation Two - Email Signature in Android Devices (mobile phones)
This one is a super weird, honestly.
In Google Apps as well as in Personal Gmail account you have a section in Settings where you can add HTML-based Email Signature, and it works, of course, when you use your browser to access an email account. However, when it comes to mobile phones, it’s not that easy to get HTML email signature setup and working properly.
In iPhone devices there is no such option as well, however, when you use mail client from iPhone and if you have email signature configured in your email account as per above, then when you send a message from your iPhone the email signature will be added automatically to all outbound messages – easy!
For some unknown reason, it’s not the case with Android mobile phones, confusing.
The workaround here is to sign in with your Google Apps Email account in Web Browser on your phone (if you have Android OS) and create a shortcut and place it on a home screen. This will allow you to open your email account as you would open a mail client app, thanks to Google the interface of a mobile version is similar to an app. In this case, when you compose a message you still won’t see the email signature in your message, however, it will be added when it’s sent.
Google Apps Limitation Three - Deleted Items - 30 days clean up policy
That’s easy to explain, however, not much you can do about it.
All emails you delete when you press Delete button on your keyboard (if you use Outlook) or if you use Web Browser you click “Delete” button, they go to “Deleted Items or Trash” folder. After 30 days since those messages were deleted, they’ll be automatically deleted by Google from “Deleted Items or Trash” folder – gone forever.
Don’t delete emails you know you may need in the future or Move them into a custom created folder, create a folder called “Deleted Emails Archive”, in this case your messages will be safe there.
Google Apps Limitation Four - Not fully synced if configured with Outlook
In Outlook, some people got used to use a different colours on Calendar events to differentiate them. This feature is a really useful if you’re heavily using Calendar and you’ve got tons of meetings and other things to do throughout your business day, week or month.
So, this feature works just fine with Google Apps Sync Tool for Outlook, however, if you have a few computers you work from, in this case the colours won’t be synced across these devices, not user friendly, unfortunately.
User web browser instead, there will be no problem. When you create an event in Calendar from Web browser you can set a colour for it, and this will come across to your mobile device.
Google Apps is still a very good and affordable solution for any type of businesses. So, just keep in mind the limitations above and see if they’ll have an impact on our business.
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