How to Start Using Gmail for Business (G Suite Email)

Whether you have a business or just a regular email user, you probably already know how useful Gmail can be. Gmail is a great free option for many businesses and individuals.

If you are the owner of a growing business, however, you want more from your email provider than a free service offer. That’s where the G Suite email comes in (formerly Gmail for Business). The G Suite email includes the basic Gmail features that come with a free account, but incorporates many extras that a growing business will find useful-extras such as a custom domain name and technical support.

In this tutorial, we will explore some of the benefits of using Gmail for Business. So you will learn how you can set up your own G Suite email account for your business.

There are some important differences between the free version of Gmail and Gmail for Business ( email from G Suite ). Some of these differences will be important for business owners and others who need something more than what basic Gmail has to offer.

What Is Gmail for Business G Suite Email
What is Gmail for Business (G Suite Email)?

Some of the benefits of G Suite email include:

  • Match the domain name of your email with that of your corporate website with a custom domain name.
  • Enjoy 24 hours of all technical support by phone, email or online.
  • Ads sponsored by Google are gone.
  • Save several messages with more storage in the cloud – start with 30 GB.
  • Use other packages (such as Outlook) as an email client.
  • Login only once to access both email and other tools for Google companies such as Documents, Sheets and Presentations.
  • Share calendar information among multiple employees.
  • Show your logo in the Gmail interface.

Of course, there are some disadvantages:

  • Cost – While G Suite is reasonably priced, it’s not free. This could make a difference for some very small businesses.
  • Familiarity – If you or your employees are more familiar with another email tool (such as Microsoft Outlook), there may be a learning curve.

Some situations in which you may want to use G Suite email instead of the free version of Gmail include:

  • You are building the brand of your small business and it is important that your email address matches the new domain of your website.
  • You have employees who depend on email to do their job. You want them to use the same tool to make the training easier.
  • You need an email tool that includes technical support twenty-four hours a day.
  • The storage capabilities of free email tools are not adequate for your needs.
  • Your business relies heavily on other G Suite tools such as Documents, Sheets, or Slides and you want your email to be integrated with these tools.

These are just some of the scenarios that could cause a company to switch to G Suite email.

Now that we have discussed some of the advantages and disadvantages of using G Suite email (Gmail for Business), it’s time to learn how to set up your own account. The first step is to register to obtain a G Suite account.

The first step in registering for the G Suite email is deciding what type of plan you need. There are three different levels of available plans that range from the Basic Plan to the Business Plan.

In general terms, most of the larger companies will want to opt for the Business Plan, while small and medium enterprises will be more likely to choose the basic or business plan.

You can find a list of each plan at the URL: https://gsuite.google.com/pricing.html . Use the scroll bar on the right side of the screen to review the functions available for each level of the plan.

G Suite Plans
Select the right G Suite option for you.

When you are ready, click on the Start Now button . ( The users of the Enterprise plan will click on the Contact Us button .)

Note: This tutorial is based on the least expensive plan, the Basic Plan. The steps described below may vary for other plan levels.

After selecting a plan level, the Start screen may appear if you are using a Firefox browser:

G Suite Email Getting Started
Firefox users will see the Start screen . 

If the Start screen appears, review the screen. When you are ready, click on the Next button . You will be asked a series of questions about the profile of your company. Answer these questions and click on the Next button to advance through the questionnaire.

For users with other browsers, you will go directly to a profile screen:

G Suite Profile Information
Enter the profile information for your G Suite account.

Fill in the following fields in the profile screen:

  • Name (first and last name)
  • Current email address used at work
  • Company or organization name
  • Number of employees
  • Country / Region

When finished, click on the Next button .

After completing your profile information, the Choose a Domain screen appears :

Choose a Domain Name
You can use your own domain or buy a new domain.

Choose between using a domain name that you already own or buying a new domain name. Click to the left of an option to select it.

  • If you choose to use a domain name that you already have, the screen asks for the domain name.
  • If you decide to buy a new domain name, the screen asks you what domain name you want and gives you the opportunity to check if it is available. You will also be asked to provide the contact information for your domain.

Note: This tutorial is based on the use of a domain name that you already own. If you decide to buy a new Google domain name, the following steps may vary.

Although the tutorial is specific to personal sites, many of the tips are also relevant to corporate sites.

When you finish choosing a domain name, click on the Next button .

After choosing a domain name, the screen of your G Suite account appears :

Your New G Suite Account Screen
Create a username and password for your Gmail for Business address.

Start typing your desired username and then create a password. ( Remember that this information will be used every time you access your G Suite account. )

To learn more about password security study this tutorial:

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After creating a password, check the box next to I’m not a robot . You will be asked some questions to confirm that you are human. Answer the questions.

Next, decide if you want to receive email from Google and review the G Suite Agreement :

Review the G Suite Agreement
Click on the Accept button and register to continue.

Click on the link to review the agreement. Click on the box to the left of the link when you have read. If you want to receive email from Google, click on that checkbox as well.

Finally, click on the Accept button and register .

If you have other Google accounts, you will notice that your new account username G Suite appears in the list with those accounts:

New G Suite Sign In
Click on your account to access the G Suite email and other G Suite tools.

Click on your new G Suite account to sign in. Once entered, the Welcome screen to your new accountappears. Read the terms on the screen carefully and click on the OK button when you are ready.

If you click on your user icon in the upper right corner after logging into your account, you will notice a difference between your G Suite profile and your other Google profiles:

G Suite Profile Image
G Suite users are managed by an administrator.

You will see the phrase “This account is managed by [domain name]” about your username. This phrase is there because in G Suite you can have multiple users and a site administrator. The administrator is the user that you configured in step 4 above.

Now that you have registered for a G Suite account, you must ensure that your email and domain are connected before you can access Gmail for Business.

Before you can send your first message using G Suite email, you will need to set up your G Suite account.To begin with the configuration go to the URL https://admin.google.com/

If you have already logged in to your G Suite account, the Configure G Suite configuration screen appears. ( If you have not logged in, do it now. )

Set up G Suite screen
If necessary, add additional users to your G Suite account.

The Configure an Enterprise account checkbox is unchecked because we have just completed that process. Now we are ready to add people to your G Suite account .

Click on the Start button . The Create User Accounts screen is displayed :

Add users to G Suite
The G Suite username will become the G Suite email address. 

In the Basic Plan , you can add up to ten users. Enter the information corresponding to the first user you want to add and click on the Add button . The usernames that you add will become the email address of that user. Continue adding users until each member of your organization that needs an email address has one.

Caution: Remember that you are charged for the number of users.

When you have added all the users, click on the check box at the bottom of the screen to show what is ready. Click on the Next button .

If you chose to use a domain that you already own, you will now be asked to verify ownership of the domain:

Domain verification
One way to verify ownership of the domain is through the use of a meta tag.

The first method of verification is to add a meta tag. You can use this method or you can click Choose a different method to display a drop-down menu with other verification methods:

Domain verification methods
You can also verify your domain by adding a host record or uploading an HTML file.

Click on a verification method to select it. In this tutorial, we chose to add a domain host record .

The process of verifying ownership of the domain varies depending on the domain hosting company.

For specific domain name verification instructions for dozens of hosting companies, go to the G Suite Administrator Help Center . Follow the specific instructions for the verification of the domain name for your hosting company.

Next, you will have to let your domain system know that you will use Google as a mail server. To do this, adjust the mail exchange records of your domain (MX records).

After you have verified your domain name, the system will ask you to change the MX records:

Create new MX records
This information must match the MX record information in your host account.

Enter the MX record information from this screen in the MX record information in your host account. Again, this process varies based on your hosting company. For specific configuration instructions for several hosting companies, go to  the G Suite Administrator Help Center . Follow the specific instructions for your hosting company.

Click on the check box when the Create New MX Records process has been completed. The following message will appear:

Verification confirmation
A verification confirmation message appears.

Click on the Next button to continue. You will be asked to reconfirm your choice of a G Suite plan. After doing so, the G Suite login screen reappears:

Enter password for G Suite Email
Enter the password for your G Suite email and Log in.

Enter your password and click on the Login button . The Administration Console screen appears .

The Administration Console is where you will fully manage your G Suite account now that it is configured. You can add users, update your company profile, manage billing, and more. Since we are only focused on the G Suite email in this tutorial, you can leave this screen for now.

Be sure to leave your G Suite account within the system. Now you are ready to take the next step – in fact use your new G Suite email (Gmail for Business).

From the address bar window of your browser, type ” gmail.com “. Your new Gmail Gmail inbox uploads:

Gmail for Business inbox
Your G Suite email inbox looks a lot like any other Gmail inbox.

As you can see, the Gmail for Business email inbox looks a lot like any other Gmail inbox. At the top you have three new Gmail welcome messages. At the bottom, you have links to click on as you learn how to customize your Gmail inbox according to your needs.

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Once you have become familiar with your inbox, you are ready to compose your first email message. Start by clicking on the Compose button in the upper left corner. The New Message form appears:

Gmail New Message form
Write your message in the New Message form.

Write your message on the form and click on the Send button when finished.

To review the detailed instructions on how to create and send your first Gmail messages study this tutorial:

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If you have a growing business or if you are a frequent Gmail user, a free Gmail account may not be enough for your needs. You can benefit from making the switch to a G Suite email account (Gmail for Business).

To start using G Suite email, you must first register with G Suite. The process includes the choice or purchase of a domain name. If you choose to use a domain name that you already have, you need to verify the ownership of that domain and configure your MX records to point to Gmail.

Once the G Suite confiture process has been completed, you can start using your new G Suite email account.

Sandeep Shinde