Our guide will help you set up your business Gmail email account and answer all of your questions in relation to it.

Create a gmail account for a business (Step by Step)

If you’re looking to create a new gmail business account then follow these steps and you’ll be up and running in no time.

1. Open a Google Workspace account

Head to this Google Workspace page and select a plan - Optional: If you are thinking of selecting the Standard plan, you can get a 20% Google Workspace promo code for the first 12 months.

2. Fill in the requested details

Including your business name, number of employees, country etc.

3. Select your domain name

You can either select an existing one if you already own one or you can register/buy a new one when completing your account. 

4. Create your login

Here you’ll enter a username and password that will get you into your Google Workspace account, this can be an existing email address.

5. Review your plan and add promo code

The next page as you’ll see below just shows you the plan you’ve selected as well as giving you a 14 day free trial. If you’re selecting the Business Standard plan you can use FounderPass’s exclusive Google Workspace discount code to save 20% for the first 12 months.

Simply click the ‘Add promo code’ that you can get from here and enter the code in the box, you’ll then see the below once it’s added.

6. Complete the signup

You’ve now created your Google Workspace account but there’s some additional steps you now need to do.

7. Verify your domain name

Google will guide you through the process of verifying your domain name (essentially making sure you have the rights to use the domain name for your email).

8. Change your MX records

MX records are settings on your domain name, which are there to direct emails to your email account. To do this you’ll need to log into where your domain name is registered, head to the DNS settings and change/add your MX records here.

This may sound complicated but don’t worry, Google helps guide you through the whole process and the company who you registered your domain with can also help if you get stuck. 

9. Once this is all set up, you’ll be able to start using your email! You’re also able to add new user  email addresses for additional employees, or create group mailing lists, like sales@ or help@ emails.  

Gmail business email account pricing

Here we’ll guide you through the plans available and the costs of each plans so you can work out which is suitable for you and your business.

Below you’ll find the plans currently available in Google Workspace, we’ve also got a Google Workspace promo code that gives you 20% off for the first 3 months on the Standard plan. 

Business Starter - $6 (£5) per user per month*

 *if paid annually or $7 (£6) in paid monthly

Great for freelancers, individuals and small businesses who use email and apps  but may not use a lot of space

• Custom, secure and professional business email
• Up to 100 participants in video meetings
• 30 GB pooled storage per user (across email and apps)
• Security and management controls
• Standard Support

Try the Starter plan with a free trial

Business Standard - $12 (£10) per user per month*

 *if paid annually or $14 (£12) in paid monthly.

A popular option for businesses and founders who want larger storage and not have to worry as much about hitting storage limits.

• Custom, secure and professional business email
• Up to 150 participants in video meetings
• 2 TB pooled storage per user (across email and apps)
• Security and management controls
• Standard Support (option to upgrade to enhanced support)
• Enjoy a 20% discount for the first 3 months

Start your 14 day free Business Standard trial 

Business Plus $18 (£15) per user per month*:

 *if paid annually or $20 (£18) if paid monthly

A great option for larger businesses who have more demand for storage, larger meetings and want the full experience.

• Custom, secure and professional business email, eDiscovery, Rentention
• 500 participants in video meetings + recording and attendance tracking
• 5 TB  pooled storage per user (across email and apps)
• Enhanced security and management controls, including Vault and advanced endpoint management
• Standard Support (option to upgrade to enhanced support)

Start your 14 day free Business Plus trial

Business Gmail accounts vs Free Gmail accounts

If you’re considering whether to keep a free Gmail account or to go for a business gmail account you need to consider several different factors.

Firstly, if you want to use your own domain name within your email then you only have one option and that is to use a Google Workspace account to set up a professional gmail account and this will cost you as there are no free plans anymore on Google Workspace.

Benefits of using a free Gmail account

• It’s free
• Takes minutes to set up

Benefits of using a business Gmail account

• You can use your own domain name in your email i.e name@yourdomain.com , hello@yourdomain.com , customer-service@yourdomain.com and so on. 
• This makes your business much more professional
• You’ll get all the normal features of Gmail but also a wide range of advanced inbox features to make your business email more efficient and effective
• Your storage increases from 15GB to higher levels depending on your plan
• You get access to Google’s secure cloud storage
• You get access to all of the Google products such as Google Docs, Sheets, Drive, Meet, Calendar, Tasks, Keep, etc which then can integrate seamlessly with your email
• Set up multiple email accounts from your Google Workspace account and manage/control them. This allows you to remove accounts when required if for example your staff leaves the company.
• Access to customer support when you need it around the clock

Migrating emails across to your Gmail business account

For many people moving across to a business Gmail account will mean you’ll want to transfer existing emails across to your new professional email address.

The process is relatively easy and Google have a great guide here which we recommend you following if you want to migrate your emails and data across. 

Currently you can migrate your email from the following:

• Free Gmail account
• A different Google Workspace account
• Microsoft Outlook
• Yahoo
• Zoho mail
• AOL
• Apple iCloud
• Other webmail providers

Managing your Google Workspace account

For everything related to your emails and account you’ll want to access the Google Admin console which allows you to look at your billing, set up, manage and delete users (emails) and much more. 

Google Workspace free trial

If you’re not quite sure if Google Workspace is right for you, then why not try the free trial which is currently 14 days, this allows you to see all the benefits and get a feel for using it. 

We’ve found that most people who switch from a personal Gmail account to create a business Gmail account find that they wish they had done it years earlier as the professional look and feel of giving out and using your email address that has your domain at the end rather than Gmail alone is worth setting one up for. 

The free trial is available on any of the plans so we do recommend trying the plan that is most suitable to you and the one that you think you will use, rather than going for a higher one. 

Which Google Workspace plan is best for me?

This answer to this will vary from person and business to business, we recommend you look at each plan and what is included to see what best fits your needs.

In general many people opt for the Business Standard plan as this gives you a good amount of storage and if you ever do get close to going over the 2 TB of storage you can easily upgrade to get 5 TB per user.

Gmail Business features we love

Business users can benefits from a wide variety of features when using Google Workspaces, some of our favorite features include:

Smart Suggestions

This makes replying to emails faster and easier, Google will supply you with suggested replies to emails that mean you can in one click select them rather than having to type them out yourself. 

It also will essentially predict what you’re wanting to reply and add it greyed out in front of the curser and you can simply press tab and it will write it. If you don’t tab it won’t use it. This is incredibly useful and a feature we use in nearly every email we send. 

As you can see from above, the smart suggestion feature predicts I’m wanting to type ‘hearing from you’ which we were, so we hit tab and it automatically fills it in. If we didn’t want that line, we simply just type as normal and it’s not added.

Gemini for Google Workspace

This is an exciting new feature that is coming soon to Google Workspace, although there is a chance to try it out already for some accounts.

Google are embedding the power of generative AI across all the Workspace apps, this means across your email, Docs, Slides and so on you’ll be able to use all of the powerful features of AI to help you write, organize, improve and accelerate your work. 

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They are calling it Gemini for Google Workspace and we can’t wait to try it.

FAQs about Business Gmail accounts

Is there a free Google Workspace plan?

There are no free business plans available for Google Workspace that allow you to connect your professional email address, so if you’re looking to do this you’ll need to sign up to a paid plan. Currently the lowest priced plan is the Business Starter which costs $6 (£5) a month if paid annually.

What is G Suite and is it different from Google Workspace?

G suite was the former name of Google Workspace, so if you see any mentions of G Suite on the internet they now mean Google Workspace.

Can I have multiple emails in one account?

Yes, you can create up to 300 users per account, bear in mind that you will need to pay per user, so if you have 5 different emails for example you’ll need to pay the plan pricing per user per month i.e 5 x $6 per month if all 5 users are on the Business Starter plan.

How will I access my emails once set up?

You can access your emails by going to Gmail like you would normally, alternative if you use a browser like Google Chrome, when logged into your email account within that you can find it at the top right when on Google.com. 

Additionally you can also set it up so that your email pull into your email software, whether this is on your computer via Outlook, Thunderbird or any other email client or via your phone or tablet.

Can I access my emails via my phone?

Yes, you can set up your emails in your phone whether it’s on Android or iOS, you can use the mail apps that are already on your device or that you use already and set them up to pull in your new professional Gmail business emails. 

You can then use it like you would, sending and receiving emails.

Will people know I’ve got my business email in Gmail?

No, once you’ve set up your email address with your domain in it, the emails will come from that with no reference to Gmail. 

How to get Google Workspace for free?

Currently there are no ways to get Google Workspace for free as all of plans require payment, you can however get a 14 day free trial on any of the plans, as well as enjoying a 20% discount for 12 months on the Business Standard plan by using the button at the top of this page.