Having access to free and powerful business tools is an enticing proposition, especially for enterprises with one eye on their budget. Google’s Gmail is perhaps the quintessential mega-powerful service that is free. It is the world’s most popular email client and does not scrimp on what it provides for no cost. It’s also simple to set up a Gmail account, but is a free account the best option? In today’s article I’ll explain how to create a Gmail account for a business, and help you determine if starting with free accounts or upgrading to a low-cost Google Workspace plan is right for your company.
Let’s get started.
Free vs Paid Gmail for Business
For many users, the clean looks and solid feature set of free Gmail accounts will be all they ever need. However, for businesses, it won’t be long before you run into limitations.
Deciding when to choose a free tool or a paid solution is something that takes research and skill. Sometimes it is worth paying for software to get more powerful features, and putting your best foot forward with professional email is probably one place where you don’t want to cut corners.
Organizations need some important email tools that are only available as part of Google Workspace (formerly G Suite) productivity package. When you move to Workspace you unlock the complete power of Gmail, as well as other Google apps. It is really worth driving this point home … with Gmail for business you get professional email features and access to a set of productivity tools that work seamlessly together.
Some of the perks that come with Gmail for business includes the ability to create professional email addresses (say sales @ yourdomain.com, or support @ yourdomain.com), manage account access, and be protected by robust security tools.
It’s an ideal option for companies looking for an all-in-one professional-grade email client, and it starts at only $6 per user, per month.
In the following article, you can find out about what benefits come with Gmail as part of Google Workspace / G Suite and read how to create and set up your Gmail for business account.
Pricing Tiers and Available Services
| Business Starter | Business Standard | Business Plus | |
| Price | $6/user per month | $12/user per month | $18/user per month |
| Storage | 30GB | 2TB | 5TBUnlimited |
| Connect Your Own Domain | Yes | Yes | Yes |
| Google Workspace (Google Docs, Sheets, Slides, Drive) | Yes | Yes | Yes |
| Video & Voice Conferencing | Yes | Yes | Yes |
| Secured Team Messaging | Yes | Yes | Yes |
| Shared Calendars | Yes | Yes | Yes |
| Smart Search | No | Yes | Yes |
| User Management | Basic | Basic | Advanced |
| 24/7 Customer Support | Phone, email & online | Phone, email & online | Phone, email & online |
There is also an Enterprise option which includes many more features available to larger businesses.
How to Create a Gmail Account for a Business
As is customary with Google products, getting your business Gmail account created and set up is easy. In fact, it’s so simple to create a Gmail account for a business that you can be up and running with the service in minutes by following just a few steps.
Below I’ll walk through those steps, including how to migrate contacts from your current email account to Gmail.
1. Navigate to Workspace & Click “Get Started”
Because Gmail for business is only available as part of Google Workspace, you need to set up a license for Google’s productivity suite. You can do that by heading to this page and selecting a plan that meets your needs.
Once you choose “Get Started,” you begin registration to the platform. Now you need to sign up by filling in your basic information, including your company name, how many employees you have, and your email address.
2. Input Your Domain
Once you are up and running with Workspace, the platform will ask if you own a domain name. If you have a company website – you’ll probably want your email domain to match your company’s site domain. In this case, choose “Yes, I have one I can use.”
If you don’t have a domain or website yet that’s no problem! Just choose “No, I need one.”
Depending on your choice, you will have different options:
- Set Up a Domain Name: If you do not have a domain you will need to create one. That means heading to a registrar to choose a domain (yourbusiness.com, businessllc.com, etc.). Google Domains (which is part of Workspace, obviously) is a built-in domain registrar that you can choose to use for a seamless experience.
- Verify Existing Domain: If you have a domain name already, you can use it with Workspace to leverage Gmail for Business. Just enter the domain when prompted during the setup process. Google will now have access to the domain name, and you will need to visit your registrar to enter MX records that Workspace bakes into the DNS. This is easier than it sounds and Google has a guide on this topic to help.
3. Create Your Email Address
Next you will be able to choose your email address and password. Remember, your chosen email address (e.g. [email protected]) will also be your Google username that is used across Google Workspace apps and services.
Take some time and think about how you want your team’s emails to be formatted. You could choose to use your first name, a combination of your first and last name, or an initial:
- steve @ yourdomain.com
- stevecarpenter @ yourdomain.com
- steve.carpenter @ yourdomain.com
- scarpenter @ yourdomain.com
Whatever naming convention you choose, it’s best to be consistent across your company.
When you have selected an address, click “Agree and Continue.”
4. Pay for Google Workspace and Open Your Account
Because Workspace requires a paid license, you will need to give Google some financial information to conclude the purchase.
Gmail has a 14-day free trial period, so you can try it out at no risk and your paid subscription will start at the end of the 14 days. If you decide not to move forward with your Workspace subscription during the trial period, you can cancel your license and you will not be billed.
How to Migrate Email to Gmail?
The next step in setting up Gmail is optional. If you want to, it is possible to migrate existing emails and contact from your current email client into Gmail.
Many businesses will want to take this step to make the transition to Google Workspace (formerly G Suite) more efficient. In the Gmail admin console (admin.google.com), head to the “Apps” section and choose “Setup.”
Next, check the box “User email uploads” and select “Save”. In Gmail “Settings,” start the process to import emails and contacts.
Why Gmail for Business Is Better Than the Free Version
For business users, upgrading from the free version of Gmail to the business client is something you should consider.
Certainly, for a small monthly outlay, the benefits of the business version make it a worthwhile investment. As mentioned, you won’t just have more tools at your disposal in Gmail. you will also have:
- Productivity apps, like Docs, Sheets, and Slides
- Cloud storage and file sharing with Google Drive
- Enhanced security features
Below are some of the core benefits of Gmail for business:
Google Workspace
The complete Workspace productivity suite from Google is bundled alongside your new business-grade email client. That’s a perk that’s tough to beat.
In addition to your web domain, you have all the features that come included with Workspace, like Meet, Chat, and Google Calendar.
Own Your Email
I don’t know that many people who build their house on land they don’t own, and when you use a free email address and account for your business communication, that’s exactly what you’re doing.
Allowing your organization to own all of their email accounts is one of Gmail for Business’s biggest benefits.
In other words, you are the admin and employees are not on personal Gmail accounts. You can manage access, roll out security protocols, and limit usage across your organization.
Google Drive
This is Google’s cloud storage and file sharing service that truly comes alive for Workspace license holders.
While some cloud storage is available for free with any Google account, that storage is limited to just 15GB, which is not enough for many business circumstances.
With Google Workspace, you get 30GB, 2TB, 5TB, or unlimited cloud storage space depending on the license. Furthermore, integration of Drive in Gmail makes sharing documents through the email client simple and secure.
Better Security Features
Security is a fundamental part of any enterprise (large or small). With Gmail for business, you get enhanced measures.
Aside from two-step verification, you gain access to Google’s encryption software to make sure your sensitive information stays private.
Group Email Addresses
With Gmail for business, you can create general-purpose email addresses (i.e. sales @ yourbusiness.com or support @ yourbusiness.com). That way, multiple employees will receive alerts when general accounts are emailed.
If you have a support or info address, you can set it to forward to several employees to make sure your customer’s needs are fully met.
Google Customer Support
Google has a stellar reputation for delivering quality customer care to Google Workspace clients. The company’s access includes 24/7 support across phone, email, and live chat.
Extensions and Add-Ons
Like all Google products, Gmail for business can tap into a wide catalog of third-party extensions and add-ons. Some extensions worth checking out include Zoom, Grammarly, and HubSpot.
Add-ons are an easy way to extend the efficiency and productivity of your employees.
Final Thoughts About Gmail as Your Business Email
Businesses need an email client that can provide specific tools without compromise. Free clients can do a job, but only to a certain extent.
As your organization grows, it will become obvious you need to upgrade to a business-centric email solution. Your Gmail account for business is simple to create and checks so many boxes. That it’s available at an affordable price makes it a powerful option for organizations.
With productivity tools, cloud storage, file sharing, extensions, and security also included as part of Google Workspace, getting a Gmail business account for your business is quick, easy, and affordable.