Google Workspace Setup Checklist (With Real-World Fixes From Client Projects)

Introduction

If you’re planning to set up Google Workspace for your business — whether it’s for yourself or your clients — you need a clear, reliable checklist to avoid common pitfalls.

As someone who has helped dozens of companies on Upwork and through ManagedInbox, I’ve seen one simple fact:

Businesses don’t fail at Google Workspace setup because it’s hard — they fail because they skip steps.

So here’s your complete Google Workspace Setup Checklist, built from real-world projects, client issues, and successful configurations I’ve personally managed.

Follow this, and you’ll have your Workspace live, secure, and reliable — without downtime or missing emails.

Google Workspace Setup Checklist

Step 1: Buy the Right Google Workspace Plan

Choose a plan that fits your business needs:

• Business Starter – Best for small teams or solo founders.
• Business Standard – Great for companies using Meet or shared Drive storage.
• Business Plus – Adds advanced security and archiving.

Step 2: Verify Your Domain

In your Admin Console, Google will provide a TXT verification record.

📋 Checklist:

• Log in to your domain provider (GoDaddy, Hostinger, etc.)
• Add the TXT record under DNS settings:
  google-site-verification=XXXXXX
• Wait 10–30 minutes → click “Verify”

⚠️ Common Mistake: Adding the record in the wrong DNS zone (registrar vs hosting).

Step 3: Migrate Old Emails (If Any)

If you’re moving from Zoho, cPanel, Outlook, or any old email host, migrate before changing MX records.

📋 Checklist:

• Use Google Workspace Migration for IMAP tool.
• Keep the old server active until all data syncs.
• Test access to old and new inboxes.

⚠️ Common Mistake: Switching MX before migration → data loss.

Step 4: Add Google MX Records

Once verified and migration is done, configure MX entries to route email to Gmail.

📋 Google MX Records:

Priority	Server
1	ASPMX.L.GOOGLE.COM
5	ALT1.ASPMX.L.GOOGLE.COM
5	ALT2.ASPMX.L.GOOGLE.COM
10	ALT3.ASPMX.L.GOOGLE.COM
10	ALT4.ASPMX.L.GOOGLE.COM

⚠️ Common Mistake: Leaving old MX records (Zoho, cPanel).

Step 5: Configure SPF, DKIM & DMARC

Authentication records prevent spoofing, spam, and deliverability issues.

📋 Checklist:

• Add SPF: v=spf1 include:_spf.google.com ~all
• Generate DKIM in Admin Console → Apps → Gmail → Authenticate Email
• Optional: Add DMARC:
  _dmarc.yourdomain.in TXT “v=DMARC1; p=none; rua=mailto:[email protected]”

⚠️ Common Mistake: Forgetting DKIM activation.

Step 6: Add Users, Groups & Aliases

📋 Checklist:

• Add users from Admin Console → Directory → Users
• Create aliases (like info@ or hr@) if needed.
• Assign roles properly (Admin, User, etc.)

Step 7: Enable Security Settings

📋 Checklist:

• Turn on 2-Step Verification for all users.
• Set password policies in Admin Console.
• Configure “Less Secure Apps” → Disable by default.

Step 8: Test Everything

📋 Checklist:

• Send test emails to/from Gmail and Outlook.
• Use Google Admin Toolbox → Check MX
• Confirm all MX & SPF records propagate.
• Verify email delivery on mobile devices.

⚠️ Common Mistake: Assuming setup is live right after MX change.

Step 9: Document & Save Configuration

📋 Checklist:

• Note down all DNS entries (TXT, MX, SPF, DKIM, DMARC).
• Save Admin Console login securely.
• Backup user credentials and recovery methods.

Step 10: Post-Setup Optimization

📋 Checklist:

• Create company-wide signature template.
• Organize Drive folders and sharing permissions.
• Set up branded Meet and Calendar links.
• Schedule a Workspace admin review every 3 months.

Real-World Fixes From Client Projects

Here are some of the most common issues I’ve personally fixed:

• MX records added at registrar, but DNS was hosted on Hostinger → Email never worked.
• Old cPanel MX not deleted → Gmail failed to receive mail.
• SPF record missing → Emails landing in spam.
• Domain already exists → Old trial account blocking setup.
• Migration skipped → Old Zoho emails lost.

Each of these could have been avoided by following this checklist.

Key Takeaways

• Follow a structured setup order: Verify → Migrate → MX → Secure → Test.
• Always check DNS propagation before switching live email.
• Set SPF, DKIM, and DMARC to keep your domain reputation clean.
• Document your setup for future updates or troubleshooting.
• If unsure, get help from a certified Google Workspace consultant.