Step 1: Sign up for Google Workspace

Visit the Google Workspace website and choose a plan that fits your team size. Create an admin account and enter your business details.

Step 2: Verify your domain

Google requires domain verification to use professional email addresses (e.g., name@yourcompany.com). Add a TXT or CNAME record to your DNS settings following Google’s instructions.

Step 3: Access the Admin Console

Once your domain is verified, log in to the Google Admin Console. This is where you manage users, security settings, and organisation-wide preferences.

Step 4: Add team members

Create user accounts for each team member and assign email addresses. Temporary passwords can be issued for first-time login.

Step 5: Set up email and communication tools

Enable Gmail for all users and configure email settings such as signatures or forwarding. Turn on Google Meet and Chat for team collaboration.

Step 6: Configure Shared Drives and permissions

Create Shared Drives for departments or projects in Google Drive. Assign appropriate access levels (Viewer, Contributor, or Manager) to maintain file security and organisation.

Step 7: Configure security settings (Advanced)

Enable two-step verification, enforce strong password policies, and limit admin access to trusted users only. These steps are essential for protecting company data.

Step 8: Test and onboard your team

Log in as a test user to confirm email delivery and file access are working correctly. Share login details and onboarding instructions with your team.

Beginner Issues

• Emails not sending/receiving: Check MX records and Gmail settings; verify spam filters.
• User login issues: Reset passwords and confirm account status.

Advanced Issues

• Shared Drive access issues: Confirm correct permissions and ownership.
• Domain verification errors: Double-check DNS entries and allow 24–48 hours for propagation.
• Security and audit checks: Review Admin Console audit logs to track login attempts, file access, and admin changes.

• Back up existing emails and files before migrating to Google Workspace.
• DNS changes may take up to 24–48 hours to fully apply.
• Limit admin access to reduce security risks.
• Always use company-managed accounts instead of personal Google accounts.
• Test your setup with one user before rolling it out to the entire team.

1. How long does it take to set up Google Workspace?
Most setups take 30–60 minutes, but DNS changes may take up to 48 hours.

2. Can I migrate data from another email provider?
Yes. Google Workspace includes built-in migration tools for emails, calendars, and contacts.

3. Do all users need admin access?
No. Most users should have standard access. Admin roles should be limited.

4. What happens when an employee leaves?
You can suspend or delete the account and transfer file ownership to another user.

5. Is Google Workspace secure?
Yes. It includes encryption, spam protection, and optional advanced security features.

Need More Help?

Setting up Google Workspace correctly allows your team to collaborate efficiently while keeping company data secure. By following this guide, you can confidently configure user accounts, email, shared files, and security settings.

If you experience issues that can’t be resolved using this article, please contact Swazzy Support for further assistance.