How do I set up a business email using Google Workspace?

Technology
1

I want to use our new domain for professional email. Google seems like the most popular option. How do I get started with Google Workspace? Which plan should I choose? And how do I actually set up the email?

2

Google Workspace is a good choice for NGOs because it gives you:

  • Professional email (you@yourngo.org)

  • Google Meet for video calls

  • Google Drive for file storage

  • Calendar, Docs, Sheets, etc.

:warning: Important Before You Start

Google’s pricing can be confusing. Here’s how to avoid overpaying:

  • DO NOT start from Google’s main homepage “Get Started” button

  • DO always go directly to the Google Workspace pricing page

  • Clear your browser cookies/logout of all Google accounts before visiting – otherwise they might hide cheaper plans

  • Choose “Start trial” from the pricing page – not from anywhere else

Which Plan Should an NGO Choose?

:link: View current pricing here: Google Workspace Pricing

For most small NGOs:
Start with Business Base (if available) or Starter. Upgrade only if you need more storage or meeting recordings.

What You Need Before Starting

  • A domain already purchased (e.g., yourngo.org)

  • Access to your domain’s DNS settings (from your domain provider like Porkbun, Namecheap, Cloudflare)

Step-by-Step Setup

  1. Start Trial

    Go to pricing page → select plan → click “Start trial”

    Enter your domain name (e.g., yourngo.org)

    Enter your current personal email (for account recovery)

    Create your first business email (e.g., info@yourngo.org)

  2. Domain Verification

    Google will ask you to verify domain ownership

    If your domain provider is listed (GoDaddy, Cloudflare, etc.), choose “Automatic verification”

    Otherwise, add the TXT record manually in your domain’s DNS settings

  3. Email Activation

    After verification, go to “Activate Gmail”

    Google will provide MX records

    Add these MX records in your domain’s DNS (replace any existing ones)

    It may also ask for DKIM records – add them the same way

  4. Done!

    Wait up to 48 hours for email to work fully

    You can now log into Gmail with your new business email

:red_exclamation_mark: Things to Keep in Mind

  • Base plan has limits: Restricted Drive storage, no Meet recording

  • Starter plan: No AI features, limited Meet features

  • Need recording? Choose Standard or higher

  • Read plan details carefully before confirming

:white_check_mark: Alternative Options

  • Zoho Mail

    Free plan for up to 5 users (with limited features)

    Paid plans often cheaper than Google

    Good for NGOs on tight budgets

  • Proton Mail

    Strong privacy focus

    NGO discounts available

  • Microsoft 365

    If your team already uses Word/Excel

    Similar pricing to Google