If you are already familiar with Gmail, you might be wondering how to create a Gmail account for your company. This guide outlines the necessary steps to successfully set up Gmail for your business and answers some common questions about Gmail business accounts.

What is Gmail for Business or Google Workspace?

Personal Gmail and Gmail for business, known as Google Workspace, are both email services offered by Google, but they have different features and are designed for different purposes. Personal Gmail is a free email service that anyone can use. It offers a basic set of features, including:

  • 15 GB of storage
  • Ad-supported inbox
  • Customizable themes and signatures
  • Integration with other Google products, such as Calendar and Drive

Google Workspace is a paid subscription service that is designed for businesses. It offers a more comprehensive set of features, including:

  • Custom email addresses with your own domain name (@yourcompany.com)
  • Ad-free inbox
  • Increased storage
  • Advanced security features
  • Integration with other Google Workspace products, such as Docs, Sheets, and Slides

You can find out more about the difference between a personal Google/Gmail account and Google Workspace here.

Can I switch my personal Gmail to business?

Certainly! It is possible to migrate from your personal Gmail account to a business Gmail account. To do so, you can get in touch with a Google partner who has the expertise and tools needed to transfer your data. The Google Workspace specialists at Refractiv can also help you back up your data before proceeding with the switch, as there is a risk of potential data loss that may be irreversible.

Can I use a regular Gmail account for business?

While it is technically possible to use a personal Gmail account for business purposes, it is generally not recommended. Using a personal Gmail account for business can give a less professional impression to your clients or customers. Having an email address with your company’s domain name (e.g., yourname@yourcompany.com) adds credibility and establishes a more official and trustworthy image.

With a business email account, you can also implement additional security measures, such as two-factor authentication, data encryption, and administrative controls to protect sensitive business information.

Business email accounts often come with features and apps that enhance collaboration and organization within a team. Check out Google Workspace, which includes Gmail for business along with robust security features, and collaboration tools.

How to set up Gmail for Business?

Step 1: Choose a Google Workspace plan
To get started, you need to pick a Google Workspace plan suitable for your company. Here are the most common plans for small and medium businesses.

Business Starter

£5 per user/year

Business Standard

£10/user/year

Business Plus

$15/user/year

Business email Business email Business email + eDiscovery and retention
100 participant video meetings 150 participant video meetings and recording 500 participant video meetings with recording, attendance tracking, live captions & more
30 GB storage per user 2 TB storage per user, pooled 5 TB per user, pooled

You can find more details, along with the Enterprise editions for large organisations on the Google Workspace pricing page.

 

Step 2: Contact a Google partner or get started on your own
If you need help choosing the right Google Workspace plan for your business, get in touch with a local Google partner who can assist you with the entire setup process.
If your organisation is based in the United Kingdom, the Refractiv team would be happy to help you with the tools and expertise needed to complete the setup process, including data migration. New customers are also eligible for a free Google Workspace trial.

If you have decided to go ahead with the Google Workspace setup process on your own, follow these steps:

 

Step 3: Create a Google Workspace account
Go to the Google Workspace website and click the “Get Started” button. Type in the necessary information about yourself and your business and click “Next”.

Google Workspace set up page.

 

Step 4: Connect your domain
Adding your domain is essential in order to create a Gmail business email. This step can be tricky for many users, so if you get stuck, don’t hesitate to contact the Refractiv team.

A domain name refers to the part of a web address (also known as a URL) that follows “www” and appears after the “@” symbol in your email address. You can use a domain that you already own, or purchase one through Google.

How to connect a domain to Google Workspace

Step 4: Create your first Google Workspace user
To set up your Gmail business email, you’ll need to create a username and password. Your username should be chosen before the “@” sign and your domain name. Once you have decided on a username, enter it along with your preferred password. Finally, click on the “Agree and Continue” button to proceed.

 

Step 5: Enter your payment details
During the 14-day free trial, you won’t be charged any fees. However, in order to test the product, you are required to provide your payment information. After entering your payment information, click on the “Next” button and follow the instructions to complete the checkout process.

 

Step 6: Verify your domain name
If you’re using a domain that you already own, it’s necessary to verify ownership with Google to prevent others from creating accounts using your domain. Depending on your DNS (Domain Name System) settings, you may have the convenience of verifying your domain and connecting it to Google with a simple click of a button. This works with large DNS providers such as GoDaddy. Follow Google’s instructions to successfully verify your domain.

 

Step 7: Add MX records
To allow Google Workspace to manage email functions for your domain, you may need to manually add mail exchange (MX) records to your DNS settings unless Google automatically handles this technical process for you when you sign in.

All you need to do is access your domain name registrar, hosting account, or server settings, and add the Google Workspace records into your domain name settings. Remember that you can always get in touch with the Refractiv team who can help you set up Google Workpace for your UK business.

 

Congratulations! You’ve successfully created your business Gmail account. Now you can add team members to your Google Workspace account by visiting the Admin console.

If you still have questions, don’t hesitate to consult with a Google Workspace specialist.