Reasons to Switch to Google Workspace
- Reliability – Gmail has proven to be a very reliable email service.
- Less Spam – Keep unwanted messages out of your inbox with Google’s innovative spam filter technology.
- Clogged Email Queues – With the potential of hundreds of other accounts on the same server as you, resources often dry up. This can occur due to a spammer or a hacked script, thus resulting in backed-up email queues.
- Blocked IP Addresses – Spammers or a hacked script/site cause all kinds of problems, and spam sent from one server often can get multiple servers with similar IPs blocked. Thus, your email can be affected even if your server or domain wasn’t even the problem.
- Storage Space – With a whopping 30+ GB of storage that Google gives you – for each email account – you may never have to delete another email again.
- Portability – Setup to receive IMAP and/or POP email, and you can also use their browser based client to get/store your email.
- Service & Support – If there is a problem, it most likely effects everyone using Gmail – so you can be assured Google is probably already aware of it, and a fix is in the works.
- Server Limits – Most hosting providers limit the number of emails sent per domain per hour; in-order-to prevent spammers. For organizations with many email accounts or that send out newsletters, this can be a problem.
Before Making the Switch
- Sign-up for a
freeGoogle Workspace account (see promo codes below)
- Make sure to verify domain ownership once your account is setup
- Setup all your email addresses in your Workspace admin dashboard
- Follow the remaining steps in the setup guide per the dashboard (help with MX, CNAME and SPF Records is provided below)
- Download and backup your current email
Each promotion code provides 10% off the first year on either Google Workspace Business Starter
or Business Standard plan.
Setting Up Your Email Server
The steps for managing your domain’s email in the Googl Workspace dashboard is pretty straightforward. However, setup of your MX, CNAME, and SPF records can be quite confusing. The following will guide you through the process:
- Login to your cPanel at www.your-domain.com/cpanel or cpanel.your-domain.com (of-course replace your-domain.com with your actual domain)
- Click on the “Email Routing” icon under the “Email” section
- Select your domain name in the drop-down menu
- Change the Email Routing setting to “ Automatically Detect Configuration” — See Figure #1
- Click on the “Zone Editor” icon under the “Domains” section
- Select the “Manage” link across from your domain name
- From the “Filter” menu select “MX”
- Delete any existing MX records shown
- Add the following five MX records to your DNS zone file – see Fig #2:
CNAME & SPF Records
By default, your email is now accessible via https://mail.google.com/a/your-domain.com. However, you can also easily redirect it to https://mail.your-domain.com by changing your CNAME records.
- Click on the “Zone Editor” icon in the “Domains” section
- Edit “mail.your-domain.com” so it points to
– see Fig #3
Note you can also setup custom sub-domains for the other Workspace services (calendar, docs, etc.) by following the same steps you followed to set up your custom “mail” sub-domain. For instance, if you want to use calendar.your-domain.com to access your Google Apps calendar, you can add a new CNAME record for “calendar” as shown in Fig #3.
- Add a SPF TXT record for “your-domain.com” so that it points to
v=spf1 include:_spf.google.com ~all– see Fig #4
Conclusion and Resources
At this point, you’re pretty much done. You now simply have to wait up to 48 hours before the changes to propagate.
Once the changes have completed, you can set up your email client (Outlook, Thunderbird, Mail, etc.). The Gmail IMAP settings are fairly simple. They are as follows:
IMAP (incoming) mail:
- Server: imap.gmail.com
- Port: 993
- Encryption: SSL
SMTP (outgoing) mail:
- Server: smtp.gmail.com
- Port: 465 or 587
- Encryption: TLS
Google provides instructions for configuring mail clients, including specific email clients.