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 Getting Started with Google Workspace

Getting Started with Google Workspace

Google Workspace is a suite of Google applications that brings together essential services to help businesses. This is a hosted service running on Google's backbone and uses various Google products (Email, Google Docs, Google Calendar, and Google Meet) integrated with your domain.

In this article, we will discuss:

Why Google Workspace?

Buying a domain to establish your business is just the first step. Building your business' online credibility, boosting your brand, and having a full email suite with collaboration tools and a powerful AI tool (Gemini AI) are what Google Workspace offers.

Network Solutions offers Google Workspace plans to provide an all-in-one product suite that allows you to communicate and collaborate effectively whenever and wherever. Google Workspace from Network Solutions makes it simple to set up a cohesive brand identity with a customized domain name and email address to match. Network Solutions also allows you to purchase a Google Workspace plan even if your domain name already uses a paid email service with us.

 

Google Workspace Features and Benefits

Feature Benefits
Custom Business Email Gain instant credibility online with a professional email address that matches your domain name. Google Workspace is fully compatible with common email applications, so you can access your business email anywhere at any time.
Gmail, Chat, & Meet Connect and collaborate with your team in real-time via email, chat, and video.
Calendar Spend less time planning and more time doing with shareable calendars that make it easy to view your coworkers’ availability when scheduling meetings.
Docs, Sheets, Forms, & Slides Increase workplace productivity by giving your team access to documents, spreadsheets, and presentations to collaborate in real-time. With unlimited revision history, you can view all changes that have been made to any document, so you never have to worry about losing your work.
Drive Cloud Storage Store files in the cloud so you can access them from anywhere and control who can access files/folders by assigned view, edit, or comment permissions. Then share your files with others within or outside of your organization.
Gemini AI

Boost productivity and collaboration with the power of AI. With Gemini for Google Workspace, you can use AI-assisted features to:

  • Gmail
    • Draft email responses, query your emails, and summarize emails and email threads.
    • Write emails like a birthday invitation or customer outreach notes.
    • Get relevant responses to emails.
  • Docs
    • Summarize the main points of a lengthy document, create an outline for a sales pitch, brainstorm a list of ideas for a new marketing campaign, and easily polish your documents with writing, grammar, and formatting suggestions.
    • Draft or refine copy like a blog post or project plan.
    • Create inline and cover images for your documents.
    • Generate inline summaries of a document.
    • Create a variety of formatted documents, like blog posts, press releases, and campaign briefs.
    • Use Proofread to check your spelling and grammar or get stylistic suggestions.
  • Drive
    • Summarize multiple documents, generate insights on a specific topic, help you find files, and more.
    • Summarize and analyze your PDFs.
  • Sheets
    • Quickly create tables, such as an expense tracker, generate insights based on spreadsheet data, and more.
    • Organize projects or events, such as a task tracker or conference agenda. Describe what you want to organize, and Gemini suggests a custom table with placeholder data that you can insert into your spreadsheet.
    • To make manual text processing tasks easier, Gemini automatically detects incomplete column pairs and predicts remaining values.
  • Slides
    • Quickly generate new slides, like a meeting agenda, generate custom images for your presentations, rewrite content, and more.
    • Create custom images with Gemini to add to your slides.
    • Remove backgrounds from any image in a slide.
  • Meet
    • Take meeting notes in Docs and share them with your team.
    • Use translated captions in real-time for your meetings in more languages.
    • Use adaptive audio to join meetings with multiple laptops in the same room without dedicated conferencing hardware or worrying about echoes or disruptive audio feedback.
    • Create custom background images.
    • Get studio-quality audio, video, and lighting when you join a meeting.
  • Chat
    • Summarize a space or conversation, generate a list of action items, or ask specific questions.
    • Catch up on unread messages in a conversation or space from Home.
    • Automatically translate messages to your preferred language.
Gemini App

Chat with the Gemini web or mobile app to:

  • Brainstorm ideas, develop a plan, or find different ways to get things done.
  • Get a quick summary of more complex topics.
  • Create first drafts of outlines, emails, blog posts, and more.
NotebookLM Get critical insights faster and easier and accelerate team knowledge with an AI-powered research assistant. Upload your sources, and NotebookLM will summarize your information and make connections between topics for your review. You can listen and learn on the go by turning your sources into engaging audio discussions.
Google Vids

Help your team easily create and tell stories through AI-powered video creation. Use Vids to create, write, produce, edit, collaborate, and share your videos.

  • Use "help me create" with Gemini in Vids to create a video using a prompt.
  • Use templates to help you get started.
  • Add your own content, including images and video clips from Drive.
  • Add videos, GIFs, images, stickers, music, and sound effects from the Vids stock content library.
  • Use a recording studio that lets you record audio, record yourself, your screen, or a combination.
  • Collaborate in real-time & share videos by downloading as an MP4 or sharing with a link for playback view on a computer.
Security and Admin Controls Easily add new user accounts, manage devices, and configure security settings, like two-factor authentication and SSO (single sign-on), to protect your company’s data.
24/7 Support Call or email Bluehost support to get help from a live agent whenever you need it. You can also find answers online in our help center.

 

How Do I Use Google Workspace?

Google has prepared an online learning center and online knowledge base to get you started.

Important: We will automatically configure your mail to your Google Workspace account. We highly recommend that if you choose to utilize the Google Workspace walkthroughs, you do not reconfigure your MX Records, as this may cause your Google Workspace services to stop working.

 

First Time Logging In – Set Up Google Workspace

Before you can begin receiving email, you need to set up Google Workspace. The setup will create the email address you will use to access your email account with Google. Choose the option you need below for more information.

 

Set up Google Workspace

Follow the steps below to set up your Google Workspace plan.

  1. Sign in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Google Workspace. You will be taken to the Google Workspace Details page in your account.
  3. Click the blue SETUP button, then click GET STARTED in the box that pops up.

Get Started with Google Workspace

  1. Create your primary email address by entering the email address you would like, your first and last name, and your organization name (if applicable).
  2. Click CONTINUE.

Create Google Workspace Primary Email

  1. Set up your recovery email address in case you get locked out of your account and click SETUP.

Set up Recovery Email

  1. If your domain is registered with another company, please proceed to the Verify Your Domain section of this article.

If your domain is registered with Network Solutions and currently configured to a different email service, please proceed to step 8.

If your domain is registered with Network Solutions and has no existing email service configured, you will be taken back to the Google Workspace Details page while your setup is processing.

  1. You will then be asked to reconfigure your DNS for Google Workspace. You will have an option to update DNS or skip this process.
Warning: Once you configure your DNS for Google Workspace, the existing emails in your mailboxes from a different email service will remain in place. However, you can no longer send or receive email outside of Google Workspace.

If you want to reconfigure your DNS to direct all email services to Google Workspace, click the checkbox to agree and click UPDATE DNS. You will be taken back to the Google Workspace Details page, where you will see an alert message saying, “Your domain’s DNS is configured for Google Workspace.”

Reconfigure DNS for Google Workspace

If you click the SKIP FOR NOW button, you will be taken back to the Google Workspace Details page while your setup is processing. You can update your DNS anytime by clicking the UPDATE DNS button on the Google Workspace Details page.

Processing Google Workspace Setup

Note: If your Google Workspace email is not working properly in your email client, you can attempt to reconfigure it in your email client. Certain email problems, such as server changes and sync issues, may require you to reconfigure your account. If you continue to experience issues, reconfiguring your account is often a helpful troubleshooting step.

 

Verify Your Domain

If your domain name is registered with another company, you will need to verify the domain with Google before you can proceed. Follow the steps below to complete verification.

  1. Once your setup completes processing, you will see a red X under Domain Assigned. Hovering over the info icon, you will see a note advising you to verify your domain name.

Verification needed for external domains

  1. Scroll down to the Advanced section.

Verify Domain Button

  1. You will see an alert that your domain has not been verified. Click the VERIFY DOMAIN button.
  2. In Step 1, copy the verification code by clicking COPY.

Copy Verification Code

Note: DNS changes can take up to 2 hours to reflect in your account and up to 24-48 hours to update throughout the internet.
  1. Next, locate your DNS records and add the code to your TXT record as instructed in steps 2 and 3. Visit the DNS Management article for instructions on how to update this record.
  2. Once you have updated your TXT record, go back to the verify domain wizard and click the VERIFY MY DOMAIN button.

Verify My Domain Button

  1. You will see the status of the verification.
  • Verification Failed. Please try again.

Your DNS update may still be processing.  Wait a little bit longer and try to verify your domain again.

Setup Verification Failed

 

  • Verification Successful

Your verification is complete. Click Done to close the box.

Verification Successful

 

Adding or Removing an Admin in Google Workspace

When you first create an admin user during the account setup, you will be prompted to do the following:

  1. Create a primary email for your account, then click CONTINUE.

Google Workspace Primary Email

  1. Set up a recovery email address, then click SETUP.

Recovery Email Address
 

If you need to manage Google Workspace Admin users outside of the initial account setup, select one of the options below.

 

Add an Admin

Follow these steps to add an admin to Google Workspace.

Note: You must have at least one Admin to create a user. If you need to create a user, see Adding or Removing Users in Google Workspace.
  1. Sign in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Google Workspace. You will be taken to the Google Workspace Details page in your account.
  3. In the Users section, click SETUP USER.

Setup User

  1. Enter the user’s First Name and Last Name in the open box, then create an email address and a password.
  2. Turn on the option next to Admin Status to make the user an admin.

Setup Admin User

  1. Once you have completed all fields, click SETUP.
  2. The new Admin will be added to the Users section.

 

Edit an Admin

Follow these steps to edit the admin user in Google Workspace.

  1. Sign in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Google Workspace. You will be taken to the Google Workspace Details page in your account.
  3. Under the Users section, locate the user you would like to modify. You can sort the list of users by name if you have trouble finding the user.
  4. Once you have located the user, click on the three dots to the right of the user’s status.
  5. You will see the options Read Email, Edit User, Change Passwords, Manage Aliases, and Delete User (if applicable).
    Note: We do not provide an option to delete the last admin user in the account.

    Actions menu
    1. Read Email will bring you to the Google login page.
    2. Edit User will open a box allowing you to change the first name, last name, and Admin status. Once you have made your changes, click Save.
      Edit User 
    3. Change Password will open a box allowing you to enter and confirm your new password.
      Change Password 
    4. Manage Aliases will open a box allowing you to add and manage an alias.
      Manage Aliases 
    5. Delete User will permanently remove the user from your list of users. After clicking Delete User, a box will pop up warning you that you will permanently delete the user’s email and comments from your Google Workspace. This cannot be reversed. If you agree, click Delete. If you are unsure, click Cancel to go back to the Google Workspace Details page.
      Delete User

 

Adding or Removing Users in Google Workspace

Select a topic below.

 

Add a User

Follow these steps to add a user to Google Workspace.

Note: You must have at least one Admin to create a user. If you need to create an Admin, see Adding or Removing an Admin in Google Workspace.
  1. Sign in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Google Workspace. You will be taken to the Google Workspace Details page in your account.
  3. In the Users section, click SETUP USER.

Setup Users

  1. Enter the user’s First Name and Last Name in the open box, then create an email address and a password.

Google Workspace user

  1. Once you have completed all fields, click SETUP.

The new user will be added to the Users section.

 

Edit a User

Follow these steps to edit a user in Google Workspace.

  1. Sign in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Google Workspace. You will be taken to the Google Workspace Details page in your account.
  3. Under the Users section, locate the user you would like to modify. You can sort the list of users by name if you have trouble finding the user.
  4. Once you have located the user, click on the three dots to the right of the user’s status.
  5. You will see the options Read Email, Edit User, Change Passwords, Manage Aliases, and Delete User (if applicable).
    Note: We do not provide an option to delete the last admin user in the account.

    Actions menu
    1. Read Email will bring you to the Google login page.
    2. Edit User will open a box allowing you to change the first name, last name, and Admin status. Once you have made your changes, click Save.
      Edit User 
    3. Change Password will open a box allowing you to enter and confirm your new password.
      Change Password 
    4. Manage Aliases will open a box allowing you to add and manage an alias.
      Manage Aliases 
    5. Delete User will permanently remove the user from your list of users. After clicking Delete User, a box will pop up warning you that you will permanently delete the user’s email and comments from your Google Workspace. This cannot be reversed. If you agree, click Delete. If you are unsure, click Cancel to go back to the Google Workspace Details page.
      Delete User

 

Setting Up Google Workspace MX Records

Important: This procedure only applies if you want to use your Gmail.

Follow these steps to set up Google Workspace MX Records.

  1. Log in to your Account Manager via https://www.networksolutions.com/my-account/login.
  2. On the left side of the page, click Domains.

If you have multiple domains in the account, you must select the domain tied to your Google Workspace plan. Click SETTINGS.

Multiple Domains in the Account

  1. Click the drop-down arrow in the Advanced Tools section on the Domain Overview page.
  2. Click the Manage button beside Advanced DNS Records.

Manage ADNS

  1. Delete any existing MX records.
  2. Add the new MX records for the Google Mail Servers.

Values for Google Workspace MX Records

​If you signed up for Google Workspace on or after April 2023, here is the MX Record you need:

Name/Host/Alias Time to Live (TTL*) Record Type Priority Value/Answer/Destination
@ or leave blank 3600 MX 1 SMTP.GOOGLE.COM

 

​If you signed up for Google Workspace before April 2023, your MX records should look like these:

Name/Host/Alias Time to Live (TTL*) Record Type Priority Value/Answer/Destination
@ or leave blank 3600 MX 1 ASPMX.L.GOOGLE.COM
@ or leave blank 3600 MX 5 ALT1.ASPMX.L.GOOGLE.COM
@ or leave blank 3600 MX 5 ALT2.ASPMX.L.GOOGLE.COM
@ or leave blank 3600 MX 10 ALT3.ASPMX.L.GOOGLE.COM
@ or leave blank 3600 MX 10 ALT4.ASPMX.L.GOOGLE.COM
Note: Advanced DNS updates will take up to 2 hours to take effect. Updates may resolve faster at some locations than others because many name servers on the Internet retrieve updates at different times.

 

Setting Up Gmail in Outlook or Apple Mail

For instructions on setting up Gmail, please see the following:

 

Review

By leveraging Google Workspace, businesses can improve communication, streamline workflows, and enhance collaboration. This guide has equipped you with the essential information to start with Google Workspace and unlock its potential for your organization.

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