Setup a Business Email Address using Google Workspaces

Transcript:

Hi, I’m Jason from Grow My Business and today I wanna show you how to set up Google Workspaces.
What is Google Workspaces? It is pretty much Gmail, Google Drive, all of those things together, but under your own custom domain.

So you can have Bob Ed Bob’s building.co into it as an example. And then you get all the other Google things and a couple more, couple more admin features. So you can have staff accounts with different privilege levels, et cetera.

It’s my preferred, uh, custom email client and it’s what we use at Grow My Business. But anyways, let’s get straight into it. Uh, I’m just doing this as a free flowing no script tutorial. So if there’s little hiccups and stuff that’s just part of the process, I’m doing it with you.

So first of all, we’re gonna search for Google work Spaces Right out sign to Google. No, I am currently on my video tutorial, uh, profile. It’s actually pretty good. If you want upgrade your browser experience, I’d recommend switching to art.

Give it a try. But anyways, here we are. So we’ve landed here, um, how teams with sizing and Connect, connect, create and collaborate, da da da. Anyways, so you can read along here, you can see what it’s all about. But I already know what it’s all about. I’m already sold. So let’s just start the free trial.

Good thing about Google. Nearly a trillion dollar company. So they’ve got tons of money, pretty new free trials. So a business name, I’m actually gonna use my buddy’s uh, thing here. So we want to use Ben, uh, number employees. I think it’s Justin Region New Zealand. Okay, first name Ben Elwood.

That’s our head designer. Our current email address. Ooh, now that’s a good one. So I’m gonna use my work email for this Jason at growmybusiness.co.nz. Let it do its thing. Existing account found. Yeah, see we’re already with those. I wanna create a new account.

So I want to use a buddy’s uh, domain right there. Oh, alright. Oh I accidentally clicked that. So that’s buying a domain. See? There we go. So this is the right one for me ’cause I’ve already brought one. You can buy a domain through Google, that’d be pretty convenient. I’d recommend GoDaddy.

We’ve got a whole video on domain buying if you want to check that out. Uh, we’ll link it down in the description so emails are sent and won’t be affected unless you set up a domain, right? So next, how will you sign in? So we’ll do ben@benedwards.co nz.

Uh, the password, uh, I’ll just quickly pause the video here and make one, oh My, my bad, right? So I’ve set my password, uh, discover Google get tips. That actually could be pretty useful, but I know what I’m doing. Click. I’m not a robot. Great. It agrees with me. Agree and continue.

So previously as experience was a lot worse and Google’s like gone and tightened it down, but there is a couple gnarly things mainly around connecting it to your domain. Wow, look at that sign in. Beautiful. Now I can use that password I set up cool. Unusual activity on the account that you’re trying to access. That’s hilarious because um, it’s my Google account.

But anyways, I’ll go through this, right? So I’ve put my mobile number and got the verification code.
And now welcome to your new Google account. Yeah, I understand. Just gonna let it do its thing.
Awesome. So business standard right now. I know for a fact that this is, you don’t need this.

This is probably, this is, there’s a tier below that. Sorry, my apologies. There’s a tier below this which is way cheaper. I mean this is good if you’re playing to use Google for your storage, you get two terabytes
of cloud storage per user.

Um, I personally wanna upgrade our stuff to this ’cause I’m running outta storage and you get just tons of stuff, really good support as well from Google if anything goes wrong. But I’m just gonna sit here real quick and find how to switch it to the cheaper plan. One moment, right?

So I’ve just done a little bit of research there and it turns out the free trial’s only for business standing, but you can downgrade to the cheaper one and then start your billing cycle. So I’ll just show you how to do that after this. So I’m just gonna do try free, oh, probably have to put some credit card details in here.

Um, then, okay, so I’m just gonna quickly fill this stuff out and uh, please do it as well and I’ll get back to you. Righto. So I’ve put in my card details, all my personal details, et cetera, and it’s uh, gone through, right? And now we’re here. Welcome to the admin consult next. So this will run you through your basic stuff, setting up accounts. Oh dunno what I was doing there.

Oh, there we go, we’re glad you’re here. Awesome. So now we’re inside of Google Workspaces properly. So we can see we’re in the admin area and now we’re doing like the proper setup. So we’ll guide you finish. So protect your domain, we’ll help you add a verification code, the DS records.

So this is like pretty much setting everything up for you to get your stuff done for. So we’re on cloud flare for this domain, I’d recommend using CloudFare. We also have a video for that. Um, so you hopefully if you have a domain like this, you can sign in to verify and it’ll all automatically do it for you. But if you don’t, I will show you the manual way to do it.

So I’ll get the generic instructions here. Cool, cool, cool. And these are gonna give you some
records to put into your domain. Um, right Dennis, go to step two, Text verification recommended.
Okay, cool. So, um, let me just quickly get our domain account up and I’ll be right back.

Righto. So now we’re here inside of CloudFlare, inside of Ben’s account. Hi Ben. And um, now we just want to add some records. So going back to here, we can just copy this. So this is a text record you can see. So, and we’re just using our normal host name.

So if we go into here, uh, yours will probably look different to this, but it’s all the same stuff. Everything should have the same buttons. So I’m gonna add a record and I’m gonna scroll down here and I want to make it a text record. Um, some things you can use at to say is the root domain or you can just type out the root domain if it doesn’t work.

So, and I’m gonna send the TT L to one minute so it just goes live immediately. TTL stands for time to launch and I’m just gonna put BAM verification there and then just save my record and we’re gonna go back here and click protect my domain, see if it picks it up.

CloudFlare is pretty good. There you go. It is nearly immediate. Some registrars though they can take up to like 24 hours. So don’t worry if it doesn’t recognize it immediately. Uh, if it’s really doesn’t do it in like 10 minutes, maybe go make a cup of tea, sit down, watch a TV show for an hour, come back and it should be verified.

But anyways, we’ll continue on from here. Awesome. So now step two, create some new users so you can create team members continue. So we’ll add another user here, we’ll call ’em Bob, Bob Lee, email his name. I’ll call it bobLee@benowl.co nz. You can also do an alias but we’re not gonna do that. Save user. So this is how you add your staff in really.

So you know, you can have an admin at support. Hello at and then personal emails. Uh, each one does cost more I think on the basic plan. So you don’t wanna be making them willy-nilly, but you can also add alias accounts, which will uh, are free. I believe I didn’t quite set all of this up originally.

We had someone else do it on the team, but I’m pretty sure aliases are free but you’d have to double check that. But anyways, H eight gmail. So this is, I’m pretty sure more records we want to add to our domain. So once again you can sign in to activate any big provider.

Once again, cloud wise GoDaddy, that’s ideal. But otherwise I’ll show you how to do the generic instructions. So the same tutorial, so they’ve changed it, made it really easy. So it’s just one record. Previously it was five. Uh, so I’m just gonna take this one.

So priority1@smtp.google.com go back into records. So this one is an MX record. So we scroll down, we find that and what do we want the host to be again? Okay, we just wanna do the domain. We’ll put that in as the server. TTL, I’ll put it as one and the priority is one and that should be pretty sweet. It does say do it an hour on TTL, but I’ve never had an issue seeing it as one.

And we’ll just click activate Gmail, see if we can find it. Oh, Well done. We’ve done it. So it is really simple. It looks a little bit daunting, I know, but if you just read the instructions, follow the video, you’ll be great. So finish and now we’re in our admin consult. Look at that.

So it’s only taken us about 10, 15 minutes to get it all done and now we have our own Google workspaces to do so. And then you’ve got a bunch of like things here you can start doing two factors, a good idea,
personalise, et cetera. But I’m just gonna do, done, oh wait, no, how do I get back to just the normal stuff?
One moment. Um, I also wanna go to my admin.

It might actually be, so I do admin workspaces. So this is your admin console, so that’s what you want to Google to find it. So now this is what I was actually looking for. So this is like your admin area. So you’ve got your users, your billing. So we can have up to 10 licenses I think on the trial and this plan.

And then we can do, and I’d spend like a good hour in here or however long it takes you, like add in your business logo, you can change your colors for your Gmail. It’s all pretty simple. Tons of YouTube videos out there as well for doing all the real specific things.

Uh, I add it to your mobile device so you get notifications on the go. Um, what else they got here?
So these are your domain, there’s your suspend. I don’t know why that is. Um, let’s see, what have we got in here? That’s interesting. Well the main thing I was actually gonna do, you was figure out the billing.
So let me just figure that out real quick and I’ll come back, right?

I would do a quick dig around and I found exactly how to downgrade. So you see billing here, we just wanna go to manage, Let it load and then we want to do add or upgrade a subscription. And then down here is the Google Workspace starter and then you’ll just click downgrade.

But I think it does immediately charge you. So I’m not gonna do that. But once again, it is just like just buying a product and that’s only $9 per user per month instead of $20 per user, which can get quite big, you know, if you’re having your admin support line and then a couple personal emails to your team, you’re easily gonna end up spending about 150, $160 a month plus.

So it’s you, I’d start with Workspace Starter and then you can just upgrade. So there’s no risk involved really. So I’ll just start with the most cheap one And then, yeah, so have fun playing around, customizing your inboxes, why labeling all your stuff with your business assets. It’s gonna be great fun and uh, I hope you have learned something from this video.

Cheers.