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If you own a business operating in a team-based, collaborative environment with multiple departments or functioning arms, you’ve likely heard of G Suite, also known as Google Workspace. This platform allows you to integrate your most important workflow processes, leading to a seamless experience for all your team members.
In addition, your team can work and update documents and projects in real-time, giving the entire team or separate departments access to certain portions of your projects.
Excellent communication options come with Google Workspace, which is imperative when you rely on collaboration to run a successful business. If you haven’t leveraged the power of Google Workspace yet, you’re missing out on some serious benefits. This article will show you how to set up a G Suite Account.
How to Set Up a G Suite Account: Simple Method
Choosing the free version of your G Suite account allows for a shareable 15GB of storage across all applications and participating team members. However, upgrading to the Business Standard subscription increases your allotment to a massive 2 TB allowance, immediately proving one benefit of choosing the next-level account.
When you choose the free version, you’re not only missing out on cloud space. A significant number of Google apps are noticeably absent on the dashboard of the free account.
It’s easy for a small organization to feel intimidated about a G Suite account. The sheer number of options and a wide variety of applications can be overwhelming, but the platform can be optimized for even the smallest of operations. Whether you own a five-person mini-team or a 500-employee corporation, a G Suite account can help any business optimize its workflow.
Why Should I Choose a G Suite Account?
A G Suite account is the ultimate gallery of applications and business tools that help optimize almost every portion of your workflow. Even the simplest elements of Google Workspace play a prominent role in the user experience. The email platform Gmail is the number one option for businesses to use as a solution for internally communicating and engaging other parties externally via email.
The best part about Gmail within GSuite is the option to host your email on the platform or personally on your domain name. This means if your business owns a WordPress website that uses the Gmail UI, this can also act as a host for your email platform. In addition, Google provides business versions of several applications you might have used for personal reasons. For example, the following apps include business versions for use in GSuite:
- Google Calendar for scheduling meetings and other important dates and Google Hangouts for communicating
- Google Sheets, Slides, and Docs for a suite of word processing and spreadsheet options available to all team members
- Google Keep and Google Drive for storing all files and vital information in a central location all employees may access.
You receive your chosen email address attached to your domain name and 30 GB of email/cloud storage for every team member. These features are upgradable via different subscription levels.
If you’re reading to understand how to set up a GSuite account, there are a few essential things you’ll need to prepare before signing up.
Mandatory Items for Your G Suite Account Signup
To avoid backtracking and or wasting a significant amount of time, you must have the following items prepared before beginning your signup for the G Suite account.
- Form of Payment. Every new user receives a 15-day free trial period for their G Suite account. However, you must submit credit card information to continue your subscription once the trial period ends.
- Domain. You’re required to own a domain name to use as the extension of your email account for G Suite. For example, firstname.lastname@example.org.
- Alternative Email. For security purposes, you’re required to fill in an alternative email. This can be a personal or alternative business email address, as long as you have access.
Once you’ve satisfied these requirements, you’re ready to move on to the next step and begin setting up your G Suite account.
Step by Step How to Set Up a G Suite Account
Be prepared to complete several steps to finalize your signup to the G Suite platform. It’s not as complicated as you think, but you must do it correctly so your account is optimized and as accurate as possible. The entire process requires the following steps:
- Register Your New Account and Create Google Admin Console
- Add Users/Employees/Team Members to GSuite
- Add a TXT Record and Very Your Domain Name
- Finalize Setting Up Your Email With MDX Records
- Have Users Test to Ensure Proper Function
1. Registering with G Suite and Creating Google Admin Console
The first step is to become active in the G Suite system, which takes registration. Navigate to the GSuite website and click the “Start Free Trial” button on the main page. You’re taken to the account setup wizard, where you’ll need to provide personal information, including the number of employees active on the platform, and your name, address, and other account information. After entering this information, click “Next” to navigate to the next stage. You’ve taken the first step to set up G Suite at this point, and your account is live.
2. G Suite Administrator Account Information for Google Workspace
After completing the initial registration, you’ll enter a separate wizard where the administration information must be submitted. For the email, you may use either the host email from your domain or the primary address that’s already in the box via your regular account. You don’t have to use the new Google email since you’re using your domain. However, it is a courtesy provided when you set up G Suite, and you will need it to log in.
3. Domain Information for Google Workspace
The next step requires verifying whether you already own a domain. If you followed the initial requirements for a signup, you already own a domain name. Click, “Yes, I have a domain I can use.” Enter your domain name in the text box and click “Next.” Verify that you’d like to use said domain name and proceed.
After verifying the existence of your domain name, input the secondary email address per the instructions of things you need. This acts as the recovery address if you need to access your account over a lost password or other issues.
4. Username and Password for Google Workspace
The next step entails choosing an administrator username and password that gives you access to G Suite. Technically, the business email is the official username. However, selecting a shortened username allows you to type in a shorter version without the email domain and extension.
After choosing the username and password, click “Agree and Create Account” to finalize the creation process.
5. Adding Team Members to Google Workspace
After finishing the initial account creation, you can add your team members. This step is important because it entails which employees can access your G Suite apps and platform.
After account creation, click “Go to Setup,” which becomes available. Input the names of the users with access and click the “Add” button before clicking “Next.” Alternatively, if you’re the only user, there’s a checkbox that says, “I’ve added all user emails.” Check this and click “Next” if this is the case.
6. Verify Your Domain for Google Workspace
Verify your domain using Google. This is accomplished by adding a TXT record, allowing Google to recognize where your domain is hosted. This gives you detailed instructions for verifying the domain. Next, you’ll set up the MX Records, which offers G Suite permission to handle your email account from the domain. Adding an MX Record is done via the cPanel of your hosting account or by using the application Google MX Records. You’re only required to update the MX Records if your goal is to use Google for your domain email address.
After handling the email addresses and domain verification, you cannot send or receive messages to the new G Suite address you just created for about six hours. However, the domain email you converted to G Suite for hosting could take up to 48 hours before you can actively send and receive messages.
7. Finalize/Additional Google Workspace Steps
After completing all the steps above to set up G Suite, sign in to your domain hosting account using your administrator login. Navigate to your account’s DNS management or advanced setting to change your MX records. If you notice any prior MX Records, you can delete them. Input your current MX Records for G Suite and click the “Save” button. Finally, open the Setup Tool. You can find this tool in the Admin Console. Click “Activate” and then check the email address you just made. Click “Continue,” then in the next window, click “Activate Gmail.”
If you’d like to use the email address you created in G Suite, use the admin G suite username and password and sign into “admin.google.com.” In the top right corner, you’ll see an option that reads “App Launcher.” Click this, then select “Mail.” This completely finalizes the G Mail Suite setup process. You’re only a step away from using your new Google Workspace account.
However, you’re not finished quite yet. You should still be aware of how to back your mailboxes up, especially if you rely on GSuite to run your business and depend on the content in your email.
How to Backup a G Suite Account
When you have a large amount of data you’re likely to have in the Gmail account being used by an entire company, having an option to back this data up is critical. Making these backups a regular task prevents you from losing sensitive or vital information regarding your organization, clients, employees, and other pertinent information.
No manual method for backing up G Suite exists, so you’ll need a little ingenuity. Automated solutions allow you to back up every piece of data in the G Suite account, including Hangouts, Drive, and Gmail. The backup file is automatically saved to the local machine unless you specify otherwise. We recommend using some form of secure external drive you can keep safely and securely and is password protected or encrypted.
How to Set Up a G Suite Account – The Bottom Line
If you were wondering how to set up a G Suite account, hopefully, the guide you just read shed some light on the process and made it simpler. Setting up G Suite isn’t as complicated as it is tedious.
Remember to have all the required elements before beginning your account setup. In addition, double-check all of the information you input into G Suite regarding your business and employees. Everything should be inputted accurately, leading to the most efficient use of the platform. If you have additional questions regarding the G Suite setup or additional elements of the platform, head to the Admin support section, and you’ll likely find a solution to your issue.
If you own a small, medium, or large-sized business – or even if you fly solo – G Suite is a great way to ease your company into functioning like a well-oiled machine! The tedious setup is worth it after you start reaping the benefits and notice the improved workflow for your daily tasks.
How to Set Up a G Suite Account – FAQs
How do I create a free Google Workspace account?
Navigate to the official G Suite application website. You’re eligible for a 15-day free trial of the business version of the platform. Signup using the requested information in the wizard and submit your debit or credit card to hold when the next payment is due.
What’s the difference between Gmail and Google Workspace?
Gmail is a simple email platform that’s available to any internet browser. There is also a business version of Gmail created for business owners that has additional professional options and is integrated into G Suite. On the other hand, Google Workspace is an entire platform containing dozens of applications created to make the business process easier when applied to any workflow.
Is the GSuite account free?
A free version of Google Workspace exists for any consumer to use without payment or submitting a credit card. However, the storage space available is only 15 GB compared to the 2 TB that comes with the lowest paid subscription level. In addition, the free version lacks several important Google apps that are featured in the paid versions of Google Workspace. It’s highly recommended that you purchase a paid subscription plan for Google Workspace to leverage the platform’s power properly.
How do I get my GSuite ID?
After going through the creation process of your Google Workspace account, you’ll eventually arrive at a section that allows you to create your Google Workspace ID and password. You can still sign in with your Gmail account you make as part of the Google Workspace signup, but the username is often more convenient.