Google Workplace is the ultimate productivity toolkit. It combines Gmail, Google Docs, Calendar, Google Meet and more into a professional set of apps with advanced features, including AI, for business and education. In this guide, I will show you how to get started with Google Workspace in just a few steps.
TL;DR
- Google Workspace is an all-in-one cloud productivity suite now enhanced with Gemini AI.
- Setup involves creating your account, verifying your domain, adding users, exploring the Admin Console and enabling 2-Step Verification.
- Business Standard and higher plans unlock more advanced Gemini features across Docs, Sheets, Meet and Drive.
- As a Google Partner, Refractiv supports setup, migrations, training and ongoing Google Workspace management for organisations of any size.
Google Workspace at a Glance
With Google Workspace, organisations can perform everyday business tasks such as:
- Sending emails
- Managing files
- Collaborating on documents, spreadsheets, and presentations
- Organising events and managing calendars
- Setting up virtual meetings
Users don’t have to install dedicated software or worry about storage on their devices. Tasks are executed “in the cloud” using Google’s network of datacenters.
Google’s powerful AI tool, Gemini, is also woven directly into your everyday tools. Even the entry-level Business Starter plan includes helpful AI features like Gemini in Gmail to help draft and summarise emails, boosting efficiency right from the start.
Getting started with Google Workspace is easy
For a small organisation with fewer than 5 employees, the process is straightforward. If you manage a large number of employees or plan to switch from another platform, contact Refractiv. As a Google Partner specialised in Google Workspace, we offer seamless migration from your existing platforms (like Microsoft 365), expert deployment and ongoing management and technical support.
To set up Google Workspace for a small organisation, follow these steps:
Step 1: Create Your Google Workspace Account
During the set-up process, you need to fill in a few details, including the name of your organisation, the number of employees, and the location where you do business.
Every account needs an admin whose responsibility will be to manage the service. Before creating an email address with your company’s name, Google also requires the contact details of the designated admin to ensure you can always recover access to your Workspace domain.
Step 2: Add and Verify Your Domain
Managing your business email with Google Workspace requires a company domain, such as mybusiness.com, since it’s not possible to use the generic@gmail.com extension. Don’t worry if you don’t have one! Choose a free domain from Google or purchase one during the set-up process.
You will also need to verify the domain to ensure your email service is working. You can do it right away or finish the process later; Google provides step by step instructions but if it happens to get stuck, just reach out to support.
For medium or large-sized organisations or those already using other services like Microsoft 365, this process is a little more involved. Get in touch with us and we’ll provide all the help you need.
Step 3: Add People to Your Google Workspace Account
The next step is to invite your team to Google Workspace. Depending on your Google Workspace edition, you can add up to 300 users. Enterprise plans don’t have a maximum limit.
It’s not necessary to add everyone at the point, but you should invite at least a few of your colleagues just to get things started. If you’re part of a large organisation, add everyone at a later time using the Admin Console.
Step 4: Take a tour of The Admin Panel
Once you’ve added a few people to your organisation, log in to the Google Workspace Admin Panel; this is the place where you will manage users, services, and other settings.
The most important Admin Panel sections to keep an eye on are:
- Users – add or remove users, manage their permissions and more.
- Apps – toggle access to Google Workspace apps and services.
- Devices – manage your organisation’s devices, including Chromebooks and mobile devices.
- Reports – generate reports and monitor user behaviour across your company
Step 5: Enable 2-Step Verification
Although Google Workspace is a secure platform, admins have the responsibility to protect their domain and keep operations secure.
Enforce 2-Step Verification to add an additional layer of security for the accounts within your domain. It requires users to log in using a Google Prompt on their devices or an Authenticator app. You can find 2SV settings in the Security section of the Admin console.
To be confident that your security settings are configured correctly, Refractiv can also run a complete domain security check for your Google Workspace account.
These are the first 5 steps admins should follow when getting started with Google Workspace. The process shouldn’t take long for a small organisation, but if you manage a large number of users, get in touch with a Google partner who can help you with the change management process.
For those who want to learn more, a free deployment course is available.
