It also means that you don't just have to know how to configure the software. It also requires that you are an expert in server security, mail server reputation and deliverability, anti-spam tooling, and, depending on your needs, potentially push notification management, search tooling, and a web client. If you have a low reputation score, your mail is less likely to be delivered to its destination because the recipient's mail provider thinks you're probably just another spammer. Below is a guide to setting up a free professional email hosting on cloud-based platform.
if you're willing to pay monthly, you can use Google Workspace (formerly G Suite) to have a dedicated Gmail account for your own custom domain name (including other goodies like dedicated Drive storage, separate Docs/Sheets, and more).
Google's Workspace service can help you with a lot of things, but one of the most notable features is that it hosts your email for you and lets you use the Gmail interface with your own domain name (e.g., you@yourdomain.com), thus giving you a professional email address.
In this how to set up Google Workspace (formerly G Suite) tutorial, I'll take you through every step that you need to take to get Google Workspace working with your website and running your professional email address.
By the end, you'll have a working email account hosted through Google Workspace, as well as access to all the other Google Workspace functionalities (Google apps, like Google Hangouts, separate Google Drive storage for Docs, Sheets, etc.).
Step 1: Complete the Google Workspace (G Suite) account setup wizard
Google Workspace account
To get started, you'll need to create your own Google Workspace account. To do that, head here and click the big Get Started button:
Account setup wizard
This will launch the account setup wizard, which will prompt you to provide Google with some information. First, enter some basic information about your account. Then, click Next:
Enter the information
On the next screen, you'll need to enter the information for your Google Workspace admin account. You can enter a personal email address
Domain
Next, indicate whether your business already has a domain name. If you already have a website that you want to use with Google Workspace, you should choose Yes, I Have One I Can Use. You can register and buy a new domain from Namecheap, one of the biggest domain Registrar with the cheapest pricing here.
Domain Name
Then, enter your existing domain name in the box and click Next
Confirm Domain
Then, click Next again to confirm that you want to use that domain name
Primary email address
After that, you'll need to enter a secondary recovery email address, which you'll use in case you can't access your primary email address. For example, you could enter your personal Gmail account here, if you have one
Enter a username and password
Then, you'll need to enter a username and password that you'll use to sign into Google Workspace. Your username will be your business email address by default (i.e., username@yourdomain.com), so you should keep that in mind when choosing which username to use. Then, click Agree And Create Account to finish the process
Step 2: Add other people to Google Workspace (optional)
Go To Setup
Once you finish the wizard above, you'll see a confirmation that your account was created, as well as a button to Go To Setup. Go ahead and click that button
Optional Add Users
If you want to give other people access to your shared Google Workspace account, click Start next to Add people to your Google Workspace account. Then, you'll be able to add additional users. Note: Each new user added will be charged the same amount you are going to pay. If you're the only person who will use this Google Workspace account, just check the box for I added all user email and click Next
Step 3: Verify your domain name with Google
Now is when you start getting into the more technical aspects of how to set up Google Workspace (G Suite). First, you'll need to verify your domain ownership with Google by adding something called a TXT record.
Domain DNS
To help you do this, Google will try to detect where your domain is hosted and provide instructions. For example, Google detected that my example site is hosted at Sellcloud.
Add TXT Record
To get started, log in to your SellCloud dashboard => DNS tab => click your domain => edit records => select TXT => add records or your domain registrar DNS section and look for the Advanced DNS Zone Editor
TXT Data Verification
TXT Data - copy and paste from the Google Workspace (G Suite) interface
Add TXT Record
Then, you need to use the form to add a TXT record that contains the information from the Google Workspace (G Suite) website:
- Name your domain name
- TTL 86400
- Type TXT
- TXT Data copy and paste from the Google Workspace (G Suite) interface
Step 4: Add MX records for your professional email address
Next, you need to complete one more technical step and add something called MX Records. These are the things that allow Google Workspace (G Suite) to handle email for your new domain name.
Log in DNS Panel
To get started, log in to your SellCloud dashboard => DNS tab => click your domain => edit records => select MX => add records or your domain registrar DNS section and look for the Advanced DNS Zone Editor
Add 5 MX records
| Priority | Destination |
|---|---|
| 1 | ASPMX.L.GOOGLE.COM |
| 5 | ALT1.ASPMX.L.GOOGLE.COM |
| 5 | ALT2.ASPMX.L.GOOGLE.COM |
| 10 | ALT3.ASPMX.L.GOOGLE.COM |
| 10 | ALT4.ASPMX.L.GOOGLE.COM |
First MX Record
First MX Record Added
Second MX Record
Second MX Record Added
Third MX Record
Third MX Record Added
Fourth MX Record
Fourth MX Record Added
Fifth MX Record
Fifth MX Record Added
Verify Domain
Once you've finished adding the entries, go back to the Google Workspace (G Suite) interface and click the Verify Domain And Set Up Email button
Success message
And if you did everything correctly, you should get a success message. You just set up Google Workspace (G Suite) and your email should start working soon - enjoy. Note, it might take a few hours before your email starts working, so don't worry if you don't receive new emails right away.