Google Workspace - Setup Checklist

Ready to setup a new email address(s) for your organization? If you want to have a little more professional-looking email presence, having info@mybusiness.com, hunt@mybusiness.com, hello@mybusiness.com or myname@mybusiness.com is another way to present your email address.

• Pros - Professional looking with the myname@mybusiness.com
• Cons - If your domain ever lapses, you will lose your email and we have seen countless horror stories of people getting held hostage for thousands of dollars because they forgot to renew their domain name for $29/Annually. Also, if you want to migrate to a new host or provider, you will need to know what you are doing or pay someone to migrate the email.

Before we can recommend a product for your business, we have a checklist from you and have a few questions.

1. Names/List - We will need the full names of everyone, email address, backup/alternative emails and mobile phones in your organization. Example organization of 4:
   1. Brian Griffin - brian@mycompany.com (backup email/phone for MFA/security: brian1234@gmail.com | 555-555-5555)
   2. Meg Griffin - meg@mycompany.com (backup email/phone for MFA/security: meg1234@gmail.com | 555-555-5555)
   3. Louis Griffin - louis@mycompany.com (backup email/phone for MFA/security: louis1234@gmail.com | 555-555-5555)
   4. Peter Griffin - peter@mycompany.com (backup email/phone for MFA/security: peter1234@gmail.com | 555-555-5555)
2. Aliases/Groups - Also, did you want any aliases such as info@mycompany.com and who would you like them to go to? In Google Workspace, 1 alias can go to 1 person or you can have a Group with multiple recipients. You can have unlimited email aliases. Example: you can set up lodge@mybusiness.com and put that domain on brochures so you know when people email you from the brochure. Or you can have an alias that gets emailed to multiple people in your organization. There are plenty of reasons why you may want to utilize an email alias. Search on Google for more reasons why.
3. Multiple Users/Shared Email Box - If you have multiple company employees, share computers or share email, our email is a great way to share email with your company employees. For example, if you have 3 employees, you can share info@mybusiness.com with all of your employees, vs. having 3 separate emails. It can work great if you have part-time employees or employees that don't check their email often.
4. Multiple Email Addresses - Tired of checking multiple email accounts online? Using an email client such as Microsoft Outlook or Mozilla Thunderbird, you can drag and drop emails between that and your company email. You can also link your Gmail, AOL, Yahoo or Hotmail accounts as well into Mozilla Thunderbird so you can drag and drop files between those and your new company email address.
5. Administrator(s) - Which person(s) will be the Administrator of the account. It can be one or many. Also, we will need a alternative email address from the administrator Example: brian@mycompany.com | brian1234@gmail.com | 555-555-5555
6. Setup - Do you want to set up your email or do you want 3plains to do it? We charge a setup fee for the account. We will also address SPF, DKIM and DMARC.
7. Migration - Do you have email to migrate or is this new email? If you have email to migrate, this will be an additional fee.
8. DNS/Domain Access - We will need domain access to add MX Records and TXT Host records. Do we have access to your domain name (ie Godaddy, ENOM, etc)?
9. Features -
   1. What kind of computer(s) do you use and smartphone do you use?
   2. Which device do you use more for checking emails and how are you currently checking emails? i.e. Webmail version, Microsoft Outlook on your Mac/Windows, iPhone Native App, iPhone Gmail App, Android Native App, etc.
   3. How are you currently managing your calendar, contacts and to-do lists? Do you use your current email for this?
   4. Will you need Microsoft Office Products (Word, Excel, etc.)?
   5. Do you have a need for file storage for your business such as Google Drive, Microsoft OneDrive, or Dropbox?
   6. Will you need more than 1 email for your business or will you be sharing the email with more than 1 individual in your small business?
10. Product Recommendation - Do you have a preference on a email product or will you go with what we recommend? Google Workspace Business Starter and Business Standard are great options as well as plenty of other products out there. Make sure NOT to purchase the solution, so we can set the solution up correctly under your account and properly. If you set up the solution for your business, it can cost additional money in consulting depending on what you want us to do. In the meantime, you can take a look at some platform options and pricing options: Microsoft Office 365 - Email Pricing and Google Workspace - Email Pricing.

Last Updated: 2024-03-16