One of the most widely used services within the Google Workspace suite is Gmail, an enterprise-level email service. However, before you can start using Gmail within Google Workspace, you need to complete the activation process by configuring the DNS settings and ensuring they are turned on in the Google Admin Console. This guide will walk you through the necessary steps to configure Gmail properly and set it up for sending and receiving.
Unlike the free version of Gmail, Gmail in Google Workspace requires you to use your own domain name for the message exchange. Before you can start using the email service, you must first verify your domain ownership. Google requires confirmation that you have the right to use the domain to send and receive emails. To do this, Google provides a unique TXT record that must be added to your domain’s DNS zone. Once the record is in place, Google will check for it and confirm your domain ownership. You can find a full overview of the verification process in Google’s official documentation. There are also step-by-step guides for the most popular domain registrars.
Next, make sure you have the required licenses for all users who need access to Gmail. Each individual must have a valid Google Workspace license to use their email account. The specific features available, such as mailbox storage limits and advanced security options, will depend on the chosen Google Workspace plan. Keep in mind that only user accounts need licenses; collaborative inboxes and email aliases do not need them.
After ensuring your tenant meets the prerequisites, you need to configure the mail exchange (MX) record in the domain’s DNS zone. This record tells the senders where to route emails for your domain. To activate Gmail, remove any existing MX records linked to your old email provider and replace them with Google’s MX record.
Setting up MX records ensures the delivery of incoming messages. To make sure outgoing messages are delivered, you also need to add the SPF record. In addition, you can improve the sender authentication and your security posture by deploying DKIM and DMARC records.
Once the MX records are updated, enable Gmail within the Google Admin Console:
The Google Admin Console shows the path to enable Gmail under Apps > Google Workspace > Gmail, with the navigation highlighted for easy access.
3. In the Gmail window, review the status. If it is off, select the Service Status option on the left side.
The Gmail window in Google Admin Console displays the service status as "Off" for all users, with the "Service Status" option highlighted for enabling Gmail.
4. In the Service Status section, select On for everyone and press Save. Note, if you want to enable the service to the selected group or users only, you can configure granular access using Access Groups or Organizational Units, as described in Customize service access using access groups.
The image displays the Service Status section in the Google Admin Console, highlighting the "On for everyone" option and the Save button, indicating how to enable Gmail for all users in Google Workspace.
These steps allow users to start sending and receiving emails through their Google Workspace accounts.
5. (Optional) Though Google Workspace comes with a security baseline that fits the majority of customers, you may want to adjust it to your needs. Go back to the Gmail window and review the options available in the Safety, Compliance, and Spam, Phishing, and Malware sections. There are many security-related features available there, enabling the ones you can benefit from.
The Gmail window in the Google Admin Console is displayed, with key security-related sections such as Safety, Compliance, Spam, Phishing, and Malware options highlighted for easy configuration.
If you are not sure which options to enable, consider using a security posture management tool that will analyze your current configuration and identify the gaps.
Organizations may also need to migrate existing emails from a previous provider. Google provides migration tools to help transfer emails, contacts, and calendar data from platforms like Microsoft 365 or other email services.
To confirm that Gmail is fully activated, send test emails to and from your Google Workspace email addresses. Ensure that messages are delivered successfully and that replies are received without issues. Additionally, verify that the mailbox is accessible via both a web browser and a mobile device and that all migrated items are in place.
Once setup and testing are complete, inform users about the transition to Gmail. Ensure that everyone can access and use their mailboxes without problems and provide training if needed. Google offers a complete collection of how-to guides in its Gmail training and help portal: Gmail Training & Help.
Gal is the Cofounder & CPO of Reco. Gal is a former Lieutenant Colonel in the Israeli Prime Minister's Office. He is a tech enthusiast, with a background of Security Researcher and Hacker. Gal has led teams in multiple cybersecurity areas with an expertise in the human element.
Setting up Gmail in Google Workspace ensures your organization can send and receive emails without issues. The process is relatively easy - simply create the necessary DNS records and complete a few configuration steps in the admin console. Additionally, consider customizing settings to suit your needs, integrating Gmail with other Google tools, and providing user training. To maximize Gmail’s potential, explore third-party integrations, such as Reco AI’s threat detection or data exposure management solutions.
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