Gmail for Business Email: How to Set Up Google Workspace in 5 Super-simple Steps

Gmail for business is Google’s professional email hosting service. It’s part of the Google Workspace (formerly G Suite) suite, which includes business email that uses your own domain name as well as complete use of its business tools for as low as $6 per user, per month. Google Workspace is best for businesses that want the industry’s leading, all-in-one communication, collaboration, and productivity suite at the best value.

Did you know that you can get Gmail for business email for free? That’s right, it’s possible to have your cake and eat it too. Get the step-by-step details on how to set up your free business email address and use it with Gmail.

Gmail Business Email Pricing

Using Gmail for business provides great value, but of course, it’s not without a cost. With its recent rebranding from G Suite to Google Workspace, its pricing and plans were updated in addition to its name. Still, the bulk of small to medium-sized businesses will still find that the entry-level Business Starter plan, at $6 per user, per month, remains sufficient.

Those who want more storage can opt for the Business Standard plan ($12 per user, per month) or the Business Plus plan ($18 per user, per month). One exception to note is that if your business needs more than 300 accounts, you’ll need the Enterprise plan, which is based on custom pricing.

Here’s the breakdown of the three Gmail for business email plans:

• Business Starter: Best for the vast majority of small to medium-sized businesses (SMBs) looking for professional email and the complete suite of Google’s productivity and collaboration suite for just $6 per user per month.
• Business Standard: Best for businesses that outgrow the Business Starter plan and need to upgrade for additional storage for $12 per user per month.
• Business Plus: Best for businesses that have outgrown the Business Standard plan or need the ability to host video conferences with150 to 250 participants.
• Enterprise: Best for large companies that need 300 or more accounts.

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How to Set Up Gmail for Business in 5 Easy Steps

Like all Google products, Gmail for business is designed to be user-friendly, making it surprisingly simple to set up your professional email addresses. To start, navigate to Google Workspace and click the “Get Started” button. Then, follow the prompts to complete the registration process, including inputting your name and contact information, buying a new domain name (or connecting one you already own), and entering payment information.

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

1. Go to Google Workspace & Click “Get Started”

To set up Gmail for business, you need to get a Google Workspace account. To start, go to Google Workspace and click the “Get Started” button.

2. Enter Your User Information

Next, you will be prompted to enter your business name, the number of employees in your organization, and the country of your organization. On the following screen, you will then be asked to enter your contact information.

3. Connect Your Domain (or Buy a New Domain)

After completing all of the contact and personal information, you will 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” to find and purchase a domain name directly from Google.

If you don’t have a domain name, but don’t want to get one from Google, check out this article on the best domain name registrars.

To Get a New Domain Name

If you don’t already have a domain name, you’ll need to register one. This will be the part of your email address that comes after the @ sign (e.g., yourname@yourdomain.com). Using a domain registrar, you can search to see if your domain is available. If so, you can register the domain to use for your email address. If not, most registrars will provide you with a link of alternatives, or you can simply enter a new domain.

To Use a Domain You Already Own

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 Google Workspace provides into your DNS. Most domain name registrars offer information on how to do this.

4. 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 in order to keep it consistent and easy to organize.

If you’re not sure what you want your username format to be, learn more about choosing a professional email address to determine which format is right for your business.

After inputting this information, confirm you’re not a robot, and click “Agree and Continue.”

5. Input Payment Information & Complete Check Out

On the following screen, you will be asked to review your payment plan. Please note that Google Workspace will automatically assign you to the Business Standard plan. Given that most businesses will want the Business Starter plan, this is a bit frustrating as you cannot switch plans in this step. Instead, you have to confirm this plan and then downgrade after completing the new account setup. Granted, this is a free 14-day trial and you will not be billed yet.

Click “Next,” then input your payment information. When done, confirm your order and complete the checkout process.

Next Steps After Setting Up Gmail for Business

Now that you’ve set up Gmail for business, you can access your account, including the complete suite of Google productivity and collaboration tools. If you want to transfer your previous emails to your new Gmail account, you can migrate your emails. If not, consider adding new email apps or Gmail extensions to extend the functionalities of Gmail for business.

• Migrate email to Gmail: 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 Google Workspace Help.
• Customize your email: With Gmail, you can customize your email account in a number of ways, from adding a profile picture to creating a custom email signature under the “Settings” option.
• Add new users: If you need to create Gmail for business email accounts for your employees, you can add new users by navigating to Google Domains, selecting “Email” from the menu, and clicking the “Add New” option. Follow the step-by-step instructions.
• Supercharge Gmail with apps: Boost your productivity (and even sales) using email apps. To help you get started, check out this list of the best email apps for business.

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., name@yourbusiness.com).

What are the best extensions & add-ons for Gmail?

One of the things that make Gmail for business so powerful is its extensive 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.

What are the best Google Workspace alternatives for business email?

Gmail for business is one of the leading business email providers, though it’s not the only option businesses have. The leading Gmail for business email alternatives include Microsoft 365, Bluehost (free business email with web hosting plans), Hover (low-cost email hosting plans), DreamHost (free business email with contract-free hosting plans), and Zoho Mail for those who already own a domain name. Learn more about the best business email providers.

Bottom Line: Gmail for Business

Gmail for business is a leading email hosting platform for businesses of all sizes, and for good reason. It gives businesses professional email with tons of storage, an intuitive and user-friendly platform, complete access to Google’s productivity and collaboration suite, and just about any tool, extension, or add-on you could want (or need). If you’re looking for an all-in-one email, communication, and productivity platform, look no further.

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