How to create Gmail for Business | Google Workspace Guide

Having a professional email for business impacts differently, when it comes to market your business.

Personal Gmail account should not be used for business purposes as it executes an unprofessional mannerism of yours towards your own business.

Gmail for business is built differently and create a better image of your business and business ethics.

In the following blog, we are going to learn and understand about Gmail and Google workspace business email for your business, their difference, methods of creation, and pricing plans as per your business needs and size.

Gmail

Gmail is a free email service introduced by Google in 2004 as an invite-only model. It is mainly used by individual users for personal mail activity. In Gmail, you can send and receive emails, block spam, create an address book, and perform other basic email tasks. 

Gmail provides  15 GB of free cloud storage across 3 different products – Google Drive, Gmail, and Google Photos, restricting users to a “@gmail.com” address and basic security and integration options.

If a business wants to use Google as their email service provider, it should choose for the business version of this service or Google Workspace.

Google Workspace

Google Workspace transforms the digital office experience for users by facilitating effective communication, fostering team collaboration, and enhancing the Google products you regularly use in your daily tasks. It provides a suite of collaboration tools, including communication and productivity applications tailored for startups, businesses, enterprises, individuals, nonprofits, and educational institutions.

Google Spaces is becoming increasingly popular among small teams and startups, offering seamless communication and efficient project management.

How is Gmail is different from Google workspace?

There are some important differences between Google Workspace and Gmail:

Key benefits of Google Workspace

1. Accessibility

   
   

   • Google Workspace’s apps can be accessed from anywhere, anytime, as long as it is connected to the Internet.

   
   

   • Also it provides offline access so you can download the apps or files and edit it offline as well.

   
   

2. Custom and secure business email

   
   

   • Google Workspace provides intuitive features along with extra services, one of which is the option to link your professional email to your domain. 

   
   

   • Once you've created a custom domain for your business, you can seamlessly connect it to your Gmail account. 

   
   

   • This integration strengthens and secure the connection between your website and email, adding credibility to your communications with clients and partners.

   
   

3. Comprehensive Admin console

   
   

   • You can oversee all your Google Workspace apps through the centralized Admin Console. This platform lets you add users, assign roles, and customize permissions for each member of your organization, helping you maintain a secure environment while collaborating with partners, employees, and teams.

   
   

   • The Admin Console also enhances security with features like login verification for new devices. From here, you can approve specific apps, block unauthorized third-party apps, control file-sharing, and limit interactions with individuals outside your Workspace.

   
   

4. Real time Collaboration

   
   

   • Collaboration is vital for any business, especially as remote work becomes more widespread. Google Workspace provides a range of tools like Gmail, Google Meet, and Google Chat, making it simple for businesses to collaborate with clients, partners, suppliers, and teams across the organization. 

   
   

   • Additionally, its real-time collaboration apps, such as Google Docs, Google Sheets, and Google Slides, allow team members to work together on documents, spreadsheets, or presentations simultaneously. This streamlines project collaboration, enables quick feedback, and boosts productivity while minimizing the need for constant email exchange.

   
   

5. Scalability

   
   

   • Google Workspace supports more than 9 million organizations globally, demonstrating its reliable scalability. 

   
   

   • With services like Gmail and Google Drive serving over a billion users worldwide, Google Workspace enables businesses to enhance collaboration, resulting in notable gains in efficiency, productivity and scalability.

   
   

6. Storage

   
   

   • While free Google accounts come with 15 GB of shared storage, Google Workspace offers a substantial upgrade. 

   
   

   • The Business Starter plan gives each user 30 GB of storage, doubling the space. 

   
   

   • Higher-tier plans provide up to 5 TB per user, and enterprise-level organizations can request additional storage as needed, ensuring that Google Workspace can scale with your business.

   
   

7. Security

   
   

   • Security is a top priority for businesses, and Google Workspace tackles this with comprehensive protection measures. It complies with stringent privacy standards and industry regulations like GDPR. 

   
   

   • Key security features include two-step verification, advanced physical security protocols, perfect forward secrecy for encrypted data, AI-driven login monitoring, and regular external audits.

   
   

   • The Google Workspace Admin Console also provides a centralized hub for managing data, users, and apps. Administrators can set security policies, enforce two-step verification, and manage mobile devices to maintain a secure environment.

Steps to Create Gmail for Business(Google Workspace Business Email)

By following the below steps you can create Gmail for Business.

Step 1: Setup Google Workspace 

• Add your first name and your surname in the fields required. 

• Add your current email that you use for business. 

• Select the size of your team.

Step 2: Choose a domain either existing or new domain 

Google Workspace gives you two domain options you can select from: 

1) ‘An existing domain’.

If you already have a domain(either from Google or from any other platform), you should choose this option.

2) ‘A new domain’.

In case you don't have a domain name, google will help to create a new domain name.

Next page will open with the space to mention the domain name. Enter the domain name and click “Continue”.

Step 3: Add your first Business email

• Mention the name in “Username” you want to be associated with you business email.

• Select “Password” and enter a strong password for business email. 

• (Optional) Select “Educate your username” If you'd like Google to assist new users added to your Google Workspace account in getting started with their account, you can have them receive onboarding support directly from Google.

• Click ‘Create account and continue to check out’.

• Select ‘Next’ again.

• Click ‘Next’ to allow Google Workspace to verify the ownership of your domain.

• Select ‘Next’ again to enable the option to add additional accounts for other users.

•  And finally, click ‘Next’ to activate your Gmail account.

• Select 'Finish'.

  

Step 4: Verify Your Domain

After creating your domain, go to Google Workspace Admin Console to verify and protect your account.

Follow these steps to find out how:

• Simply click ‘Protect’.

• Add a verification code to the DNS records of your domain 

• Click ‘I’m ready to protect my domain’ .

• Select ‘Sign in to verify’.

Confirm that you have mentioned the correct Google account in the upper right-hand corner .

Once you’ve made sure you have the correct account:

Come down and click ‘Add’.

Step 5: How to Activate Business mail?

The final step to setting up your Google Workspace account is to activate Gmail for your business email.

For the purpose of this how-to set-up Google Workspace Business email tutorial, we’ll activate Gmail.

• Below ‘Create new users’, click ‘Activate’ to activate Gmail for your domain.

• Click ‘I’m ready to activate Gmail’ .

It hardly takes 60 minutes to setup a Google Workspace Business Email.

Step 6: Configure MX Records for Email 

In order for emails to be sent and received from your Google Workspace Business email account, MX(mail exchange)  records must be setup. As follows:

• Open your domain provider's login page: Enter your account information if you used a third-party domain provider.

• Navigate to DNS Management: Find the Name Server or DNS Management section.

• Include MX Records for Google: Any current MX records must be removed and replaced with Google's MX records.

It may take up to 48 hours for the records to propagate once you add them. You will be able to use your Google Workspace Business email fully after the records are set.

Step 7: Configure Your Google Workspace and Add Users

After setting up and verifying your Google Workspace Business email, you may start adding users (workers, team members, etc.). To add new users:

• Open the Admin Console: Enter the Google Workspace Admin Console and log in.

• Add Users: Click "Add New User" after selecting the "Users" option. 

The name and preferred email address of the new user—for example, employee@yourbusiness.com— must be entered when prompted.

• Assign Positions: You can grant and configure permissions for various roles, such Admin or User, based on your business needs.

Handling Compliance and Security

Google Workspace provides a range of security settings to safeguard the email and data of your company. Among them are:

• Two-Step Verification: To increase security, make two-factor authentication available to all users.

• Mobile Device Management: Manage employee access to emails and documents on their mobile devices.

• Data Loss Prevention: Establish procedures to stop confidential information from inadvertently being sent by email.

Step 8 : Tailor Your Google Workspace

Now that everything is operational, you can alter your Google Workspace to meet the particular requirements of your company. Here are a few tips:

• Personalized Email Templates: For branded communications with clients, use email templates.

• Domain Aliases: You can create domain aliases to ensure that all emails arrive in the same inbox if your company uses numerous domains for operations.

• Groups: To facilitate teamwork, create email groups with addresses like sales@yourbusiness.com or support@yourbusiness.com.

How to migrate from your old emails from Gmail To Google Workspace?

Steps to Migrate from Gmail to Google Workspace

1. Log in to the Google Admin console with your business account.

2. From the left-hand menu, choose the Data Migration option.

3. Click on the Set-Up Data Migration tab.

4. Select Gmail as the Migration Source.

5. Press the Start button.

6. Set the migration date if needed, then click Add User.

7. Enter your email address and click Authorize.

8. Sign in with your Google workspace account ID.

9. Finally, tap Start to transfer Gmail emails to Google Workspace. 

What are cons of using Personal Gmail for Business?

Let’s have a look at the reasons for not using  personal email for business purpose:

1. Customer Trust - Using a personal email for business and marketing purposes demonstrates a casual behavior towards your business. And your mails are mostly likely gets accumulated in spam folder, which doesn’t gather your customer attention and it deteriorates your efforts and business image.

2. Security vulnerabilities: Personal email accounts typically have weaker security measures compared to business accounts. You cannot risk your important business related data to place vulnerable to hack or data breach.

3. Loss of control and ownership: Use of personal email accounts by your employee could risk the communication of  your business with your clients. After a employee leaves the company, his personal email account will be having business related conversations, which he can misuse leaving your company. A business email can be deactivated after the employee leaves the company.

4. Legal implications: If you're sharing confidential information via email, a secure business account may be legally required, especially under HIPAA for protecting medical data. HIPAA mandates safeguards that are hard to manage with personal accounts. Beyond healthcare, HR departments must comply with record-keeping laws, and small business owners may need to archive emails, which is difficult with personal email accounts.

How much does it cost to create Gmail for Business?

The cost for creating the Gmail for Business depends on the plan you choose for your organization. After a thoughtful consideration of what your needs are, what kind tools you are going to use the most, you choose a plan from the options available with Google Workspace, as shown below.

And the plan you should choose depends on :

• Number of employees

• Type of administrative controls required 

• Storage space you would like your employees to have.

• Would you require a basic or advance level customer support?

Conclusion

Setting up Gmail for business through Google Workspace is a strategic move for organizations looking to enhance their communication, collaboration, and overall productivity. 

After migrating from a personal Gmail account to a professional Google Workspace account, businesses can take advantage of customized domain names, increased storage, advanced security features, and dedicated customer support. 

Ultimately, investing in Google Workspace equips businesses with the essential tools and resources needed to thrive in today’s digital landscape, making it a valuable choice for any organization aiming for growth and efficiency.

At Techsense Labs (Google Workspace partner in Noida), you will get Google Workspace plans at lower rates than google due to its authority from Google, alongwith it a personalized guide for right plan according to your business and its needs, will be provided so that your small business/startups will continue to operate without any time wastage about thinking of right plan.