How to Set up a Professional Email Address With Google Workspace (G Suite) in 5 Steps

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Better deliverability, more professional-looking email address, whatever your reason might be for switching to Google Workspace (formerly G Suite), I’ll teach you how to set it up in just a few quick steps.

Ready?

Step 1: Go to Google Workspace

1. Go to Google Workspace – this is an affiliate link, so I get a few bucks at no extra cost to you if you use it. I don’t think it’s even enough for a cup of coffee, but whatever, I’ll still take it.
2. Choose your plan – the Business Starter should be enough if you’re just starting out.
3. Click “Get Started”

Google Workspace plans
Google Workspace plans

4. Fill out the required information
5. Click “Next”

Stating Google Workspace setup
Business info

6. Enter your contact info. You can use your personal email address.
7. Click “Next”

Enter contact info
Contact info

8. Select “Yes, I have one I can use” if you already have a domain name, if not, you’ll have to register one first.

Select if you have a domain
Select if you have a domain

9. Enter your business’s domain name
10. Click “Next”

Add your domain name
Add your domain name

11. Make sure that the domain you entered is the one you want to use.
12. Click “Next”

Confirm domain
Confirm domain

13. Create your account – the username you choose here will be your business’s email address by default (Username@DomainName.com), so keep that in mind when creating your account.
14. Check the reCAPTCHA box, unless you’re a robot?
15. Click “Agree and Continue”

Create your account
Create your account

Step 2: Verify Your Domain

This is the part where things get a little more technical. But don’t worry, if you know how to follow instructions, you’ll be more than okay.

Once you’ve created your account and logged in to Google Workspace, you’ll be greeted with this screen:

Set up Google Workspace
Set up Google Workspace

1. Click on “Verify”
2. Click “Continue” in the next screen

Instructions
Instructions

3. Copy the TXT record they give you

TXT record
TXT record

Now, how and where you add your TXT records will vary depending on where you’re hosting your domain name (not your web host, unless your web host is also hosting your domain name).

Google Workspace automatically scans and detects where your domain name is hosted and gives you specific instructions on how to add your TXT record.

For example, you can see how Google Workspace detected that my domain is hosted at Google Domains.

How to add verification code instructions
Add verification code instructions

If you are here from my How to Start a Blog Guide, your domain name is probably hosted on Google Domains as well.

Their instructions are pretty clear, but in case you love mine better (thank you😊), I’ll show you how to do it on this guide.

If your domain name is hosted on a different registrar, you’ll have to follow the instructions they give you.

4. Log in to Google Domains
5. Select the domain you want to verify

Select domain
Select domain

6. Click “DNS”
7. Scroll until you see the “Custom resource records” section
8. Enter “@” in the Name field
9. Select “TXT” from the Type dropdown menu
10. Enter “1H” in the TTL field
11. In the Data field, paste the TXT verification code from step 3
12. Click “Add”

Enter TXT record
Enter TXT record

13. Go back to Google Workspace and click “Verify My Domain”

Verify my domain
Verify my domain

That’s it, you should now see a checkmark confirming that your domain is verified.

Domain verified
Domain verified

Step 3: Create New Users (Optional)

If you want to add new users to your Google Workspace account, you can simply click “Create” on the “Create new users” tab.

The process is really simple, all you have to do is add the new email addresses.

Step 4: Route Emails to Gmail Inboxes

The next step in setting up your Google Workspace (formerly G Suite) account is to activate Gmail for your domain.

14. Click “Activate” on the “Activate Gmail for…” tab
15. Check both boxes (“I’ve added all existing email addresses” and “I’m ready to receive all emails in Gmail”)
16. Click “Continue”

Activate Gmail confirmation
Activate Gmail confirmation

The steps here are similar to those you followed when verifying your domain.

Again, Google will automatically detect your domain name host and show you specific instructions on how to route your emails to Gmail.

I’ll show you how to do it for Google Domains, but if you’re using a different registrar, just follow Google’s instructions instead.

17. Log in to Google Domains
18. Click “DNS” on the left column
19. Scroll down to the Synthetic records section
20. Select “Google Workspace” from the Subdomain forward dropdown menu
21. Click “Add”

Route emails to Gmail
Route emails to Gmail

Step 5: Add Google Workspace MX Records

Mail exchange (MX) records are used to tell your incoming email where to go.

Since you want your emails to end up in Google Workspace instead of your web host (or wherever you currently host your email), you must add Google Workspace’s MX records in your DNS manager.

These are Google Workspace MX record values:

PriorityValue/Destination
1aspmx.l.google.com
5 alt1.aspmx.l.google.com
5alt2.aspmx.l.google.com
10alt3.aspmx.l.google.com
10alt4.aspmx.l.google.com

How you add these values will depend on where you manage your DNS. This could be Cloudflare, your web host, or your domain name registrar.

To find specific instructions on how to change MX records, you can google the following search term:

Edit MX Records [Your Hosting Company]

Just replace [Your Hosting Company] with your actual hosting company (or wherever you keep your DNS).

In this article, I’ll show you how to change your MX records on NameHero.

How to Change MX Record on NameHero

1. Log in to NameHero Client area
2. Click on the website you want to manage edit DNS for
3. On the left column, click “Login to cPanel”
4. Scroll down to the “Email” tab
5. Click “Email Routing”

Email routing
Email routing

6. Select the “Remote Mail Exchanger” option
7. Click “Change”

Configure email routing
Configure email routing

8. Go back to cPanel
9. Find the “Domains” tab
10. Click “Zone Editor”

Zone editor
Zone editor

11. Delete your old MX records, if you have any
12. Click “+ MX Record” to add an MX record
13. Add all five Google Workspace MX record values with their corresponding priority

Add MX records
Add MX records

14. That’s it!

It can take a few minutes, but sometimes up to 48 hours, for changes to propagate.

Final Thoughts: How to Set up Google Workspace

Not only does having an email address with your domain name look more professional, but using a quality email service like Google will increase your chances of having your emails land in your recipients’ inbox instead of their spam folders.

Obviously, this is not a 100% guarantee, but it helps a lot.

Plus, it’s always good practice to keep your email separate from your web host.

If you have any questions about setting up your professional email address with Google Workspace, let me know in the comments section below.

You’re also welcome to join our free Facebook group.

Chris

Christian Coulson

Christian is an industrial engineer who's used his knowledge and experience to grow 7Sigma Physiques—his fitness coaching business and blog with thousands of monthly readers.

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