Google Workspace Setup: Getting Started

Google Workspace (formerly G Suite) makes it easy for teams of all sizes to effectively collaborate, communicate, and accomplish their business goals. 

With over 3 billion users worldwide, Google Workspace is the preferred platform for today’s business operations, infusing familiar apps like Gmail and Google Docs with robust enterprise capabilities.

If you’re interested in leveraging the power of Google Workspace’s transformative technology for your business, you’ll need to know the fundamentals of Google Workspace setup. 

Setup Guide to Google Workspace

With the help of the account setup wizard, creating a new Google Workspace account is a straightforward process. You’ll be guided through setup from choosing a domain to connecting email accounts. 

Once you successfully set up your account, you’ll have access to a powerful suite of Apps including:

• Gmail
• Google Calendar
• Google Drive
• And More

Let’s take a look at how to get started with Google Workspace.

Get Ready to Switch To Google Workspace

Before you switch to Google Workspace, you’ll need to make sure that your organization is ready.

Adopting a new suite of workflow tools might seem like a challenge, but the migration process is straightforward and simple with your partners at Promevo.

Learn More About Google Workspace

Google Workspace gives you the tools you need to drive maximum productivity in your organization. No matter where you and your team members are located, you can easily create, collaborate, and communicate from anywhere in the world.

Using Google Workspace, you can:

• Instantly connect with your team using Google Meet, Google Chat, and Gmail.
• Keep all of your documents, spreadsheets, and slide decks organized in one accessible location with Google Drive.
• Create, share, and edit documents in real time directly in your web browser using Google Docs, Google Sheets, and Google Slides. 

Clean Up Mail, Calendar Events & Browsers

Before your organization makes the switch to Google Workspace, be sure to clean up existing email folders, calendar events, and browsers. Carefully decide what you really need to keep and what you can get rid of. 

• Try to limit your email folders to 10 or less for the smoothest migration process.
• Search for messages in your folders that might not be visible to you.
• Delete any emails that you don’t need for migration.
• Evaluate your mailing lists and decide what you need to keep and what needs to be deleted.

Be sure to mark down all important meetings and recurring events before switching to Google Calendar. Recurring meetings might not appear right away during migration. 

Schedule Training

Training is crucial for Google Workplace success. Before you make the switch to Google Workspace, be sure to allot enough time for your team to review their account settings and familiarize themselves with their new Google Workspace accounts.

To give your team the edge they need to succeed, you can:

• Set your team up with the relevant Google Workspace courses and resources to learn best practices and better understand the platform.
• Set dates for training using your shared Google Calendar.
• Refer to the Google Workspace Learning Center for additional guidance. 

Promevo has a  partnership with BrainStorm to offer their intelligent and customizable platform for Google Workspace Training. With BrainStorm, you can improve user experience and adoption across Google Workspace. 

Domain Verification for Google Workspace

Once you’ve successfully registered your account, you’ll need to complete a few steps to get your Gmail working. Google needs to ensure that you’re the only one using Google Workspace with your domain. So, your domain ownership needs to be properly verified in order to use the platform.

Because Google partners with some of the most popular domain registrars like SquareSpace and GoDaddy to automatically generate the DNS records you need to get everything working, the setup tool will be able to do most of the work.

But if you aren’t using a Google partner as a registrar, you’ll have to verify the account manually.

Manual Verification

• Go to the Admin Console and click Verify Domain to open the setup tool
• Copy the unique verification code specific to your particular Google Workspace account
• Go to your hosting account and create a new DNS record
• Paste the verification code into the field labeled Value, Answer, Destination, or Server to create a new TXT record
• Enter @ in the Name field. This field might also be called Host, Hostname, or Alias. Paste the verification code you just copied from the setup tool into the Value field. This field might also be called Data, Answer, or Destination
• Return to the setup tool and tell Google to check for verification

Once the verification code is seen by Google, you’ll be recognized as the official owner of your domain and no other users will be able to create a Google Workspace account associated with it. 

Depending on your data migration needs, you may also have to add MX records when you’re ready to receive emails in Gmail. The setup tool can provide guidance with Google’s data migration service should you need to relocate existing email accounts to your new Google Workspace.  

Set Up Gmail

Now, you’ll need to connect Gmail to your domain. This will ensure that all messages sent to email addresses associated with your domain will be routed through Gmail.

The Gmail interface from Google Workspace offers added teamwork and project management features not available in a personal Gmail account, so it’s essential to make sure your Workspace Gmail is set up properly. Here’s how to do it:

Following registration, you’ll be redirected to the Google Admin Console to set up email for your domain. You’ll see a tab prompting you to activate Gmail for your domain. Click Activate.

You’ll be asked to sign into your domain host to active Gmail. If you’re using a domain registrar that partners with Google, there should be a tab prompting you to Sign In To Activate.

You’ll be redirected to your domain registrar and prompted to connect with Gmail.

If your domain registrar is not partnered with Google, you’ll need to set up the MX records manually. The process is slightly different for each particular domain, and some troubleshooting may be required.

Before you start, make sure you have the Google Workspace setup tool open. You should also have any relevant account IDs and passwords needed to sign in to your registrar.

To activate Gmail for Workspace, the first thing you’ll need to do is find your DNS records. 

• In a new tab, sign into your domain registrar with the account and password used to manage your website or purchase the domain.
• Locate the section where you can update your domain’s MX records. This section may be labeled as:
  
  • DNS settings or DNS management
  • Mail settings
  • Advanced settings

Next, you’ll need to review your existing DNS records and delete any non-Google MX records. Then, you’ll create a new record, fill in the fields for the MX record:

• Choose MX for the type of record.
• Look for a field labeled Name, Host, or Alias. Enter @. (If @ causes an error leave this field blank). 
• Copy the MX record from the setup tool. Paste it into the field labeled Value, Answer, Destination, or Server.
• Enter 1 hour in the TTL field, or you can leave the default value. 
• Enter 1 in the priority field. 

Continue using the setup tool to add any other MX records required.

Finally, you’ll need to tell Google Workspace to activate Gmail.

• Return to Google Workspace or reopen the tool if you closed it
• Scroll to the bottom of the page and click Activate Gmail.

Depending on your registrar, you may need to wait until your MX records are published. If Workspace can’t find your new MX records right away, wait a few hours and click the Activate button again.

Why Promevo

If you want to accelerate the growth of your company, Promevo has the Google Workspace solutions you need. With our expert consultation, comprehensive support, and exceptional service from end-to-end, you can drive maximum collaboration and productivity in your organization.

Frequently Asked Questions

How do I create a Google Workspace?

To create a Google Workspace, simply visit workspace.google.com and click Get Started. You’ll be guided through the process with the help of an automated tool.

Do I need a domain to set up Google Workspace?

Yes, you do need a domain to set up Google Workspace. If you don’t have a domain, Google can help you find and purchase one.