How to Set Up & Use Gmail for Business in 5 Easy Steps

Gmail for business is Google’s professional email hosting service. With Gmail business email, businesses can create email addresses that use their own domain name and include a multitude of business tools for $6 per user, per month. Gmail is best for businesses that want an all-in-one professional communication and productivity tool at a reasonable price.

It’s worth noting, however, that Gmail for business is priced on a per-user basis, so it gets expensive for those who need more than a few email addresses. A far better option would be to get email hosting through a web host, such as Bluehost, for as little as $2.95 per month. Not only can you use Gmail to access your email, but you get reliable web hosting, a free domain, and more. Try Bluehost free with a 30-day trial.

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Gmail Business Email Pricing

While Gmail offers free plans for individuals, they have more robust, premium plans for businesses. Gmail’s Basic plan costs $6 per user, per month and gives businesses the ability to connect their own domain, 30GB storage, productivity tools (G Suite), and 24/7 customer support. Unlimited storage and additional features are available for $12 per user, per month.

Gmail Tiered Pricing & Features

Basic Plan

The Basic plan costs $6 per user, per month. It allows businesses to connect their own domain name and provides 30GB of storage; full access to G Suite, including Google Docs, Sheets, Slides, and Drive; shared calendars; secure team messaging; video and voice conferencing; and 24/7 customer support via phone, email, and online.

This plan is best for solopreneurs and new or very small businesses that need only one or two business email addresses. This is because while it includes full access to G Suite and 24/7 support, it only includes 30GB of storage and it does not include user management. Businesses with more than a few employees will need user management controls, as included in the Business and Enterprise plans.

Business Plan

The Business Plan costs $12 per user, per month. It includes everything from the Basic plan, such as the ability to connect your own domain name, full access to G Suite, shared calendars, communication tools such as team messaging and conferencing, and 24/7 support, but with unlimited storage and basic user management controls.

This plan is best for small businesses that send and store large files or a large volume of files, as well as those that want their entire staff to use Gmail. This is because the Business plans include both unlimited storage and user management controls, which enable businesses to access all email accounts from an admin dashboard. Additionally, admins can access all account files; change usernames and passwords; and delete users.

Gmail Enterprise Plan

The Enterprise Plan costs $25 per user, per month. It’s similar to the Business plan with unlimited storage, but with advanced user management controls, added search capabilities, and additional security controls. As with all Gmail for business plans, it allows businesses to connect their own domain name and provides full access to G Suite, shared calendars, communication tools, and 24/7 support.

Given its inclusions of advanced user management controls—such as access transparency, audit reports to track user activity, and the ability to add and remove users—this plan is best for medium-sized to large businesses that have many employees using Gmail for complicated and sensitive tasks.

How to Set Up Gmail for Business in 5 Steps

Setting up Gmail for business can be done in just five steps, including migrating your contacts and emails from your old email account. Start by navigating to Gmail and clicking “Get Started.” From there, follow the prompts to complete the registration process, including inputting your name and contact information, buying or connecting a domain, and entering payment information.

Here’s how to set up Gmail for business in five steps:

1. Go to Gmail & Click “Get Started”

To begin the process of creating a Gmail for business account, go to Gmail.com and click the “Get Started” button. This will start the registration process. Begin by entering your basic account information, such as your business’ name, your first and last name, the number of employees in your business, and your current email address.

Go to Gmail to register for Gmail for business

2. Enter Domain Information

After completing all of the contact and personal information steps, you will then be asked whether or not you already own a domain name. If you do, select “Yes, I have one I can use” and if not, select “No, I need one.” Before buying a domain name directly through Google, decide if you also need web hosting. If so, consider Bluehost, which offers $3 web hosting packages with a free domain name and free email, which can be used through Gmail.

Connect or register a domain name

Get a New Domain Name

If you don’t already have a domain name, register one with Bluehost. This will be the part of your email address that comes after the @ sign (e.g.: yourname@yourdomain.com). Use the box below to find out if your desired domain name is available. If so, you will be taken straight to the checkout page. If it’s not, you will see a message that says, “The domain name is not available for registration.” If so, select a suggested alternative or try a new domain.

Verify an Existing Domain

If you already own a domain name that you want to use for your business email address, enter your domain. This will prompt you to complete the domain name verification process, which gives Google access to your domain name. To do this, visit your domain name registrar and enter the MX records that G Suite provides into your DNS. Most domain name registrars offer information on how to do this. For example, here’s how to verify a domain from Bluehost.

Input your business’ domain name

3. Create Your Email Address

The next step is to choose your username (e.g., john@jnzlaw.com, roberts@jnzlaw.com, john.roberts@jnzlaw.com, j.roberts@jnzlaw.com, or other format) and password for your business email address. Businesses should maintain the same email address format throughout their organization. Learn more about the professional email address formats to determine which format is right for your business. After inputting this information, click “Agree and Continue.”

Select username for Gmail for business account

4. Input Payment Info & Check Out

The last step in the Gmail for business registration process is to review all of your information, including your name, contact information, and username. Then, input your payment information. Currently, Gmail is automatically registering new users for a free 14-day trial. You will not be billed until the trial ends; at any point during or after the trial, you can change or cancel your plan.

Review and check out of Gmail for business

5. Migrate Email to Gmail (Optional)

Those who want to migrate existing emails and contacts into their new account can do this through the Gmail admin console. First, navigate to admin.google.com. From there, click on “Apps.” From the “Setup” section, check the box next to “User email uploads” and click “Save.” Finally, return to Gmail, go to “Settings,” and start the import process. For more information and troubleshooting, visit G Suite Help.

Navigate to Apps in G Suite to migrate emails

Benefits of Using Gmail for Business

Gmail for business has multiple benefits. Primarily, it allows you to use your own domain while managing email on an intuitive and secure platform. It also provides businesses with email and file ownership, full access to G Suite (including Google Docs, Sheets, and Slides), easy file sharing, 24/7 support, administrative controls and user management, advanced security features, Gmail auto-text suggestions, and any number of extensions, add-ons, and tools.

Here are nine benefits of using Gmail business email:

• Email ownership: You will own all of the email accounts in Gmail for business, not your employees. If someone leaves your company, you can turn off their access so that they will no longer be able to collect contacts or emails.
• Access to G Suite: Gmail users get full access to the productivity-focused G Suite, which includes Google Docs (word processing), Sheets (spreadsheets), and Slides (presentations). G Suite also includes Google Drive, which serves as a file database. Admins on G Suite maintain complete file ownership; this allows them to find and view files even after an employee leaves the company.
• Document sharing: It is easy to share files within the company. The document creator can allow different users access and choose what type of editing power they have.
• Group email addresses: You can create group or general-purpose email addresses such as info@yourcompany.com at no additional cost. You can also choose which users have access to these groups.
• Advanced security features: If you want to implement extra security measures, you can require your employees to implement two-step verification. This will require them to input a code texted to their phone when logging in from an unknown device.
• Customer support: With Gmail for business, you have access to 24/7 phone, email, and chat support. With free Gmail accounts, you only have access to the self-help support documents.
• Admin control: G Suite allows businesses to choose an admin who is able to access and manage all email accounts within the company. This gives businesses a lot of control, including changing passwords and usernames, deleting accounts, and accessing files.
• Smart Compose: Gmail comes with Smart Compose, which is Google’s tool for predictive typing (text suggestions). It predicts what a user is going to write in the body of an email and suggests it. This makes it easier and faster to write and respond to emails.
• Gmail extensions, add-ons, and tools: There is a vast array of extensions, add-ons, and tools for Gmail for business. These are, in essence, integrations with third-party tools, giving businesses more functionality. Some of the more common integrations include HubSpot Sales and WiseStamp e-signatures.

Gmail for business plans come standard with all of these benefits for as little as $6 per user, per month. It’s worth noting that businesses can enjoy these benefits and use their professional email address through the Gmail interface without incurring the monthly fee. Simply sign up with Bluehost for $2.95 per month and get web hosting, email, a domain, and more. Get the step-by-step details on how to set up your free business email address and use it with Gmail.

7 Best Gmail Extensions & Add-ons for Business

One of the things that makes Gmail for business so powerful is its laundry list of extensions, add-ons, and tools—many of which are available at no cost. The overall best extensions include HubSpot Sales, Grammarly, Zoom for video conferencing, WiseStamp, Bookipi, Attach, and Boomerang.

Here are the seven best Gmail for business extensions and add-ons:

• HubSpot Sales: HubSpot Sales offers an extension for Gmail that links its free sales platform to users’ emails. It’s packed with features, but one of the most notable is its email tracking tool. Unlike other email tracking tools, this one not only shows when emails have been read, but it actually tells users each time the email has been opened, how long it remains open, and where the user was located when it was opened.
• Grammarly: Gmail comes with spell-checking software built in, though Grammarly takes spell check a step farther. It not only helps users avoid common grammatical errors, but it also helps with issues such as sentence structure, punctuation, and style. It is available for free as a Gmail extension.
• Zoom: Gmail comes with video conferencing abilities, but many businesses choose to use Zoom for larger group video conferencing and hosting webinars. A free version is available, as well as premium versions starting at about $15 per month.
• WiseStamp: WiseStamp is a free email signature tool that enables employees to create a more professional email signature that incorporates their company logo, headshot, and social links. It is available as a Gmail extension that automatically connects your email signature to your Gmail account.
• Bookipi: Bookipi is a free invoice app for small businesses that makes it easy to create and send professional-quality invoices through email, as well as create and send quotes. It’s best for small businesses that need a more professional and organized way of creating and sending invoices and quotes.
• Attach.io: Attach is a free tool that is used for tracking email attachments. Similar to email tracking, it tracks whether or not users open attachments, including how many times they view the attachment, how long they spend viewing the attachment, and how many pages of the attachment they view.
• Boomerang: This is a productivity tool that allows users to schedule emails to send at a later date or time, as well as schedule follow-up emails. It also lets users snooze new messages, giving users more control of their inboxes. There are both free and paid premium versions starting at $4.99 per month.

The best Gmail extensions will help make you and your staff more efficient and productive. While there are countless add-ons available, we recommend productivity tools such as Boomerang, sales tools such as HubSpot Sales or Attach, and professional email tools like Grammarly and WiseStamp. Browse all add-ons by visiting the Chrome Webstore.

Frequently Asked Questions (FAQs)

What’s the difference between Gmail & Gmail for Business?

Gmail is a free email service designed for personal use, whereas Gmail for business is a paid service for professional use. A major difference between personal and professional use is the domain. Gmail uses its own domain (e.g., kelly@gmail.com), as opposed to Gmail for business, which allows users to connect their own domain (e.g., kelly@fitsmallbusiness.com).

How much is Gmail for business?

Gmail for business is available for as little as $6 per user, per month with 30GB of storage, full access to G Suite, and 24/7 customer support. Plans are also available for $12 and $25 per user, per month for unlimited storage and additional administrative controls and features.

What are the best Gmail alternatives?

Gmail for business is one of the leading business email providers, though it’s not the only option businesses have. There are other good providers, like Zoho Workplace, Bluehost, Microsoft Office 365, RackSpace, and FastMail, that are also easy to use, allow you to connect your own domain, include ample storage, and offer extras. Get the details on the best business email providers and find the one that’s right for your business.

How do I get a free professional email address?

Business can get professional email hosting for free by signing up for a web host that includes free email hosting, such as Bluehost. To do this, select and purchase a web hosting plan for less than $3 per month, set up your professional email account through the dashboard, then connect your email hosting to a platform such as Gmail.

Bottom Line: Gmail Business Email

Gmail for business is a leading email hosting platform for businesses of all sizes. It gives businesses professional email with ample storage, an intuitive platform, access to the productivity G Suite, and seemingly endless tools and add-ons. It’s best for businesses that are looking for an affordable all-in-one email, communications, and productivity platform.

What many people don’t realize is that you can use Gmail for free when you connect it to a third-party hosting provider such as Bluehost. For as little as $2.95 per month, businesses can sign up for a Bluehost web hosting plan and get a custom domain and free business email accessible via Gmail. Start your 30-day free trial.

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