Google Workspace Setup and Migration for Your Business

Google Workspace is Google's paid set of business tools: Gmail on your own domain, Drive, Docs, Sheets, Meet, Calendar and an admin console. A proper Google Workspace setup makes sure emails reach inboxes, files belong to the company and accounts are secure.

Many small businesses start with free Gmail IDs or hosting email from a cheap server. This works at first, but it causes problems: emails land in spam, files sit in personal accounts, and when a staff member leaves, their emails and customer data leave with them.

We set up Workspace as part of our wider cloud solutions, so email, files and business apps work together from the start. For Google's own product details, see workspace.google.com.

Our setup covers domain and DNS, users, email security, shared drives, migration and staff training. You get a working, secure system, not just a sign-up.

Domain and email

• Domain verification with Google
• MX records so email flows to Gmail
• SPF, DKIM and DMARC records to prove your emails are genuine
• Email aliases like sales@, info@ and accounts@
• Groups for team inboxes and shared mailboxes
• Email signatures with name, role and phone

Users, files and security

• User accounts with an agreed naming format
• Organisational units for departments or branches
• Shared drives with folder structure and access rules
• Two-step verification for all users
• Password rules and login alerts
• Rules for sharing files outside the company
• Mobile device rules so company data stays safe on staff phones

Most small Indian businesses do well with Business Starter or Business Standard. Choose higher plans when you need more storage, meeting recording or stronger security and data controls.

You can mix plans in some cases, for example higher plans for managers and lower plans for staff who only need email. We advise you on this during the free call.

We follow a tested order so email never stops during the move. Most setups are done in a few days, with migration of old mail running in the background.

1. 1

   Plan

   We list users, aliases, groups, departments and what old data must be moved.

2. 2

   Create and verify

   We create the Workspace account in your company's name and verify your domain.

3. 3

   Add users and structure

   We create users, groups, organisational units and shared drives.

4. 4

   Set security

   We turn on two-step verification, password rules, sharing rules and login alerts.

5. 5

   Migrate data

   We copy old emails, contacts and calendars from your current provider, and files from personal drives.

6. 6

   Switch MX records

   We point your domain's email to Google at a low-traffic time and watch delivery.

7. 7

   Add SPF, DKIM, DMARC

   We add and test email authentication records so mail reaches inboxes.

8. 8

   Train staff

   We give a short session on Gmail, Drive, Meet and how to stay safe from phishing.

We copy old mail first, switch the MX records at a planned time, then run a final copy to catch anything that arrived during the switch. Users keep working throughout.

We can move email from cPanel or other hosting email, Zoho Mail, Microsoft 365, old Gmail accounts and most IMAP servers. Contacts and calendars can also be moved. Files from personal Google Drive or other storage can be moved into shared drives so they belong to the company.

Before migration, please prepare

• Access to your domain DNS (GoDaddy, Hostinger, BigRock or others)
• List of users and their current email passwords or admin access
• Approximate mailbox sizes
• Which old mailboxes can be closed and which must be kept
• A good time for the switch, such as a weekend

For large or complex moves, our data migration services team handles mapping, test runs and checks.

Google Workspace suits teams that work mostly in the browser and want simple sharing. Microsoft 365 suits teams that depend on desktop Excel, Word and Outlook. Both are good business choices.

If you are leaning towards Microsoft, see our Microsoft 365 setup page. We set up both and recommend based on how your team works.

The most common mistake is skipping SPF, DKIM and DMARC. Without them, your emails are more likely to land in spam or be faked by fraudsters.

Simple monthly admin routine

1. Review new and leaving staff and update accounts the same day.
2. Check the admin console for security alerts and odd login locations.
3. Look for files shared publicly by mistake and fix access.
4. Check storage use so mailboxes do not fill up and stop mail.
5. Confirm two-step verification is still on for every user.

Workspace also connects well with your CRM and automation tools, for example to log customer emails or save form leads to Sheets.

Setup cost depends on the number of users, how much old data must move and how detailed your security and folder rules are. Google's licence fee is paid separately to Google or a reseller. You get a clear quote after a free call.

• Number of users, groups and aliases
• Size of old mailboxes and files to migrate
• Current email provider and access available
• Number of departments, branches and shared drives
• Security rules, device management and training needs
• Ongoing admin support after setup

We are powered by Shivah Web Tech, a Google Partner team with 11+ years of experience and 500+ projects, working from Mohali, Punjab for businesses across India. We can also handle ongoing admin work under our software maintenance and support plans.

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