Gmail Business Email: A Complete Guide to Starting With Gmail for Business
Email is fast, cheap, accessible, and easy to use. That’s why business operations heavily rely on email communications. While a personal email, like Gmail, is great for casual use, it looks unprofessional when reaching out to clients or partners.
In this guide, we’ll break down everything you need to know about creating a professional Gmail account, from setting it up with a custom domain and why it’s important for building a professional image, to how you can maximize Google Workspace features for your company.
What is a professional Gmail?
Google Workspace allows you to create a professional email with Gmail. It offers all the familiar features of the free Gmail but with upgrades tailored for businesses. Along with its ability to connect a custom domain to Google’s email hosting, access to a range of Google tools—like Calendar, Drive, Docs, and Meet—simplifies work collaboration.
Why use a professional email address?
A professional email address can make a big difference. It shows that you’re serious about your business and can help build trust with potential customers.
Using a free email like Gmail might make you look less credible. Plus, professional email accounts often have better security features to protect your business from cyber threats.
How to set up Gmail for business use
Have your professional Gmail ready with these easy-to-follow steps:
1. Sign up for Google Workspace. To register for a Google Workspace account and set up a professional business email, follow these steps:
- Visit the Google Workspace Business email page.
- Start the sign-up process by clicking “Get started.”
- Enter your business details then choose your country from the dropdown menu.
- Choose a domain. If you already have a domain, choose “Set up using your existing domain.” If not, select “Get a new custom domain” to get one through Google during setup. For solo entrepreneurs, you can also use your Gmail address.
- Create your user account. This will be your business email prefix, like [email protected]. Set a strong password for your account.
- Verify your domain. If you’re using an existing domain, you’ll need to verify ownership. Google will provide a unique verification code to add to your domain’s DNS settings. Follow the step-by-step instructions provided below.
- Set up billing information. After the 14-day free trial, choose a subscription plan that fits your business needs. Enter your billing details to continue using Google Workspace services.
- Configure additional settings. Set up email accounts for your team members and establish group email addresses. Adjust settings for Gmail, Calendar, Drive, and other Workspace apps to suit your business requirements.
2. Verify your domain. If you already own a domain, follow these steps to verify it.
- In the Google Workspace setup tool, click Continue to start the verification process.
- Google will generate a verification code for you. Copy the code provided in the setup tool.
- Open a new browser tab and log in to your domain provider’s account. If you’re unsure of your provider, you can use Google’s tool to identify your domain host.
- Find your DNS management page, which may be labeled as DNS Management, Name Server Management, Control Panel, or Advanced Settings.
- Add a new TXT record in your DNS settings.
- In the Host/Name/Alias field, enter “@” or leave it blank, depending on your provider.
- Paste the verification code from Google into the Value/Answer/Destination field.
- Set the TTL (Time to Live) to 86400 or use the default setting, and then save the record.
- Return to the Google Workspace setup tool and click Verify my domain at the bottom of the page.
Note: The TXT record must be fully propagated to verify the domain name.
3. Access Google Workspace tools. Once your email is ready, you can start using Google Workspace apps which all integrate seamlessly with Gmail.
Done. After verifying your domain, set up custom email addresses for your team using the Google Workspace Admin Console. Once the accounts are created, your team can start using the professional Gmail address and access all the features like Drive, Calendar, and Meet.
If it takes too long to verify your domain, double-check your domain’s DNS settings or contact your domain provider for help. Also, ensure that your MX records are correct to properly send and receive emails.
How can I transfer my existing email to a business Gmail account?
Transitioning to Google Workspace is easier than you think. Follow these steps for a smooth email migration.
Step-by-step guide to transferring emails
1) Pre-migration checklist
- A Google Workspace account. Set up and fully configured, with admin access so you can manage the migration.
- Domain verification. Verify that you own your domain in Google Workspace. This step ensures a seamless transition and keeps your emails flowing.
- Data backup. Before moving anything, back up your current email data to prevent any accidental data loss.
2) Pick your migration option
There are different tools to use to migrate your emails. However, the method will depend on the type of active email hosting.
- Gmail Migration tool. Great for moving data from another Gmail account or Google Workspace domain. It can bring over emails, contacts, and calendar events.
- IMAP migration tool. This option works for email providers like Outlook, Yahoo, or Apple Mail. It transfers emails and folders from your current account to Google Workspace.
- Exchange Migration tool. For businesses using Microsoft Exchange (either on a server or Office 365), this tool brings over emails, contacts, and calendars with minimal hassle.
3) Set Up and Run the Migration
Google Workspace has a Data Migration tool in the Admin Console, which you’ll use based on your provider type. Here’s how it works in different scenarios:
Migrating from Exchange or Exchange Online
Exchange Online
- Prepare the source account following Exchange setup guides.
- Choose a start date for migration and select what to move (like just emails).
- Click “Select Users” to pick the accounts to transfer.
Older Exchange versions (2007 or later)
- Go to Admin Console > Account > Data Migration.
- Set up migration, choose your Exchange version, and select “Email” as the data type.
- Connecting Options:
- Auto Select. Usually, the easiest.
- Manual (EWS). If auto doesn’t work, enter your server address manually (e.g., https://outlook.office365.com/EWS/Exchange.asmx).
- After connecting, select a start date, set any filters, and specify user accounts.
Migrating from an IMAP email provider
- In the Admin Console, go to Account > Data Migration.
- Start the migration, choose “Other IMAP Server,” and confirm “Email” as the data type.
- Connect using Auto Select or by entering your IMAP server details manually.
- Pick a start date, apply filters if needed, and select user accounts to migrate.
Migration from Google Workspace
From Google Workspace
- Go to the Admin Console, start migration, and select Google Workspace as the source.
- Set a start date and add any filters, then choose which accounts to move.
From Personal Gmail
- Go to Admin Console > Account > Data Migration, choose “Gmail” as the source.
- Set a start date and choose any filters.
Note: Add the Gmail address, click “Authorize,” then have the Gmail user sign in and grant permission within 10 minutes to start the migration.
There are also two ways to migrate emails:
- For one user. Add the email addresses (both old and new) and start the transfer. Remember that both IMAP and Google Workspace will require the account password.
- For multiple users. Upload a CSV file with users’ email addresses, then start the bulk migration.
4) Check the emails after the migration
After the migration is complete, verify that all emails, contacts, and calendar events transferred successfully. Make sure that you can send and receive emails, and that folders are in place.
5) Update DNS records (if needed)
If you’re switching from another email provider and using a custom domain, update your DNS settings to direct email traffic to Google’s servers. This ensures that your emails go through Google Workspace without issues.
Features of Google Workspace
Managing your team and data is simple with Google Workspace’s comprehensive admin tools:
- Admin console. The Google Admin Console allows administrators to manage users, set security policies, and control access to apps. Features like two-factor authentication (2FA) and phishing detection help protect your business from security breaches.
- Google Vault. Archive and retain important emails, chats, and files for legal and compliance purposes using Google Vault. It helps with eDiscovery and can allow businesses to search and export data when needed.
- Mobile access. The professional Gmail address and all other Google Workspace tools are accessible from any mobile device. This ensures that your team can stay productive and connected, even when working remotely or on the go.
- Data migration. Easily transfer your existing emails, contacts, and calendar events from other providers into Gmail using Google Workspace’s migration tool. Third-party migration tools are also available for more complex setups.
- Managing multiple accounts. A professional Gmail address makes managing multiple email accounts simple. Features like email delegation and alias management ensure that team members can handle communications efficiently without switching between accounts.
Google Workspace pricing plans
Domain.com’s Google Workspace plans offers different pricing tiers tailored to a business’ size and needs. Let’s look at the available plans:
- Business Starter
- Cost: $6 per user/month
- Storage: 30GB per user
- Features: Includes professional email with custom domains, access to Google Workspace tools, basic security, and 100 participant video meetings in Google Meet.
The Business Starter plan is ideal for small businesses or startups that need a reliable, professional email service with basic features and enough storage for daily tasks.
- Business Standard
- Cost: $12 per user/month
- Storage: 2TB per user
- Features: Everything in Business Starter, plus enhanced features like 150 participant video meetings (with recording), more storage, advanced security settings, and shared team drives.
If you require more storage or advanced features like larger video meetings and shared team drives, the Business Standard plan is a solid choice for growing teams.
- Business Plus
- Cost: $18 per user/month
- Storage: 5TB per user
- Features: All features of Business Standard, plus 250 participant video meetings, attendance tracking, and more advanced security features like Vault for eDiscovery and data retention.
For companies with larger teams that need more storage and enhanced security features, Business Plus offers additional tools for compliance and data management.
How to manage multiple Gmail accounts for your business
Use the Google Admin Console
Manage all user accounts from one central dashboard, where you can create, modify, or delete email addresses, assign roles, and control access levels.
Set up email delegation
Gmail’s email delegation feature allows you to grant others access to manage an inbox on your behalf. Delegates can send, read, and delete emails without needing the account password.
Organize accounts with aliases
Create email aliases that redirect to an existing inbox. This helps you manage multiple email streams without needing separate accounts.
Switch between accounts easily
Gmail lets you stay signed into multiple accounts and switch between them quickly. Just click your profile icon and add additional accounts to toggle between inboxes.
Use labels and filters
Set up labels and filters to automatically sort and categorize incoming emails. For example, label all emails sent to [email protected] as “Sales” to keep things organized.
Centralize your accounts with forwarding
Use email forwarding to have all emails from multiple accounts sent to one primary inbox. This way, you can monitor all communications from one existing domain.
Leverage third-party email management tools
Consider using third-party tools like Shift or Mailbird to manage multiple Gmail accounts from one interface. These tools make switching between accounts even more seamless.
Upgrade business communication with Google Workspace
A professional email address that uses your company’s name can make your business look more trustworthy. With Google Workspace, you can customize your email and keep it safe with features like two-factor authentication. Plus, you can work together easily with your team using Google Drive, Calendar, and Meet.
Upgrade your email hosting to help your team stay organized and productive. Sign up with Domain.com’s Google Workspace today for a quick setup and reliable support.
Frequently asked questions
Yes! The account allows offline access through Gmail’s offline mode. You can read, reply to, and search your business email address without an internet connection. Once you’re back online, any actions you take will sync automatically. Simply go to your Gmail settings and turn on offline mode to enable this feature.
A professional Gmail account offers security features like email encryption, 2FA, and phishing detection. All Data in Google Workspace is safeguarded with advanced protocols, and businesses can use Google Vault for archiving and long-term security.
Yes, professional Gmail allows you to create multiple email aliases under one primary email address. This helps you manage different email addresses from a single inbox, making it easier to handle various aspects of your business without needing separate accounts.