How To Set Up Email On Your Own Domain With Google Apps

googleappsthumb   How To Set Up Email On Your Own Domain With Google AppsIf you run your own website or self-hosted blog it’s a good idea to have an email that shares its domain. This will lend additional credibility to your website and make it clear that people are communicating with you in your capacity as webmaster instead of communicating with you personally.

Most web hosts will set up an email account with your domain on their servers, but this can be a headache. The mail client is often terrible. This will force you to either use a client on your PC or set up an elaborate mail forwarding system. You can bypass this fuss by setting up an email with your domain on Google Apps.

Sign Up For Google Apps

Visit the main Google Apps for Business page to start on your adventure. Don’t worry about the “for business” subtitle. The service is free for up to ten users and Google isn’t going to check to see if you’re actually a business.

Click on the Free Trial button. You’ll first need to enter some personal information including a current email address, which can be another Google account. Click next.

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Now you will enter your domain information. You can also buy a domain if you don’t already have one. Click next.

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Select your account information including your user name, which will be used in your email address. You will also need to enter a password and answer the Captcha. Then click Accept and Sign Up. It may take a moment for the next page to load, so be patient.

And that’s the basics. You now have a Google Apps account registered to the email address you just set up.

Confirm You Own The Domain

Now that you have an account set up you need to confirm you actually own the domain. You should see the admin control panel, as pictured below.

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Click on “Confirm that you own the domain.” You will be directed to a page that includes an HTML verification file. Download it and then upload it to your web server as you would any other file. If you don’t have FTP access for uploading files, now is a good time to consult your web host’s help files and download a free FTP client. Make sure you upload the file to a publically accessible folder, not to an FTP folder or database folder.

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Next, Confirm your domain by opening the file you uploaded in your browser. You should just see some text saying “google-site-verification” and some characters after that. Now click Verify. You should receive a message saying your domain was successfully verified. Click the continue link to go back to the admin panel.

Set Up Mobile Access

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The next step shown by Google is adding people to the Apps account. This is not a critical part of getting your email to work, however, so we’re going to skip to the next step. That’s directing email to your new Google Apps account.

Click on the “Direct email to Google Apps Mail” link. You’ll be directed through a few steps including mobile access. Pay close attention to the mobile access portion if you intend to use your Google Apps email on a smartphone. These steps are different for every mobile operating system you want to access the email account with.

Set Up MX Records

Now the final step is setting up your email’s MX recorders. This will direct email sent to your domain to Google’s servers. If you don’t take this step your email will simply be sent your web host and won’t be sent to Google Apps.

The method used to update MX Records will depend on your web host. Many, including mine, use cPanel, so I am going to use it for explanation.

You first need to log in to cPanel by going to www.yourdomain.com/cpanel. Your web host should have set up a password for cPanel – if you do not know your login information, you’ll have to reset your password or contact your web host’s support.

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Once logged in, find the MX Entry icon in the Mail section and click on it. This will bring you to the main MX Entry page. There will be a Domain drop-down menu. Open it, then select the domain you are configuring. Wait a moment for the page to update.

You will see some new options. First among them is Email Routing. Select the Remote Mail Exchanger button. Scroll down to Add New Record and enter the value “1” in the Priority field and ASPMX.L.GOOGLE.COM in the Destination field, then click the Add New Record button. Repeat until your records conform to the table on Google’s MX Record Values help page.

Next, click edit next to your existing MX Record, which will be filed under your domain name. Change the Priority to 15 and then click Edit. When you’re done, it should look like this.

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Now send a test email to your Google Apps email to confirm that the record was successfully changed. It should go through almost instantly.

Remember, these are guidelines for an implementation of cPanel, which is commonly used but is not deployed by all web hosts. The basics you need to remember are this.

  • Find where MX recorders are altered
  • Enter the MX records detailed on Google’s help page
  • Make sure any previously existing record has a higher priority number, is turned off, or is deleted. I prefer changing its priority so it could easily be enabled if desired.

Conclusion

Hopefully this information will help you set up a Google Apps email account. The MX records are of course the hardest part to tangle with, but it’s not rocket science. If you can’t figure out where you’re supposed to change the MX recorders on your web host, email their support or check their FAQ. They should be able to direct you to the correct menu, and the issue is so common that they may already have a solution entered into the customer knowledge base.

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34 Comments -

0 votes

rama moorthy

already using Google Apps . useful article for beginner webmasters like me…

0 votes

Kevin

I like this with the exception I’d really like to have the capability to have some simple website space to go along. As it stands now, I have Google for my email server and simple webhosting thru my domain name registrar.

0 votes

Rajaa Chowdhury

Yes, as one of the applications of Google Apps is Google Sites. :)

0 votes

Kevin

Sites is good for creating a very simple site, yes. But if you already have a site designed, there is no way to upload it.

0 votes

Aaron Couch

This is great! Thanks Matt.

0 votes

Free?

“The service is free for up to ten users and Google isn’t going to check to see if you’re actually a business.”

When I set up google apps for my domain there is a billing section in the setup. The service is only free for 30 days trial and then it looks as though it’s chargeable.

So is it free or is it chargeable?

0 votes

Suresh Volam

Have you checked Live.Com? You get 500 Free User accounts per Domain!

0 votes

Rajaa Chowdhury

Signup for Google Apps for Free. It is free for 10 users lifelong, only you have to keep paying domain renewal charges to your domain registrar (if you decide to register a new domain, during the Google Apps signup process, when a option is given, Google has a tie-up with GoDaddy as the registrar and they will charge you $10 annually). Previously, Google Apps was free for upto 50 users but decreased to 10 users since last year. Just search for Google Apps for Free and follow the official link to signup. Enjoy!!! :)

0 votes

Matt Smith

It’s free. I’ve used it for free myself forever. But the way they state it is confusing.

0 votes

Suresh Volam

Thanks for the article. I guess Microsoft’s Live.Com is better – because we can get 500 free Users per domain, compared to Google’s 10 accounts.

0 votes

Rajaa Chowdhury

Kindly provide the URL link so that I can check it out.

0 votes
0 votes

Scott

Are you using the Hotmail interface or the new Outlook.com interface with your domain at Live ? If the latter, is it any different from the way domains work(ed) with Hotmail ?

0 votes

Suresh Volam

Hi Scott,

Initially I used Hotmail and now I am using Outlook. No, I did not see any difference in the way domains worked with Hotmail.

Thanks.

0 votes

Suresh Volam

Scott,

Initially I used Hotmail.com and now I am using Outlook.com. No, I did not see any difference in the way domains worked with Hotmail.

Thanks.

0 votes

Rajaa Chowdhury

Suresh,

I tried the URL, but it is not much of a help. Office365 for Business is for 1 month evaluation. Live@edu if you are referring to free for 500 users (I am not sure, which one you are referring 500 users totally free, as then you need to give me the specific signup link for that service), then I must say that Google Apps for Education is totally free for as many users you want once Google ratifies that you are a education institute. I have enable it for 5000 users for Presidency University, Kolkata last year and it is totally free. You can just click on the login link on their official homepage.

0 votes

Suresh Volam

Hi Rajaa,

When you are on https://domains.live.com, you need to click on Sign In button under ‘Windows Live Service Provider Program’ and login with any Hotmail account. Once logged in, you can add a Domain to setup user accounts and start creating accounts.

No, I was not referrring to the Live@edu; I never tried that.

Thanks.

0 votes

Rajaa Chowdhury

Suresh, I already tried doing that by trying to sign in with my @outlook.com ID, but it simply returns me to the same page.

0 votes

Suresh Volam

Hi Rajaa,

After you login, click on the link ‘Get Started’ under Custom Domains (Just above the button – Sign in). You will be able to add Domains and add users for each domain.

Hope this helps.

Thanks.

Suresh.

0 votes

Rajaa Chowdhury

I was a Google Apps product Manager with my last company. Awesome solution. :)

0 votes

Mark

I’d mention the step of canceling the Free Trial and downgrading to just the “Free” edition. I don’t know if it does this automatically but I went ahead and downgraded from the start.

Here’s a link from Google on how to do so:

http://support.google.com/a/bin/answer.py?hl=en&answer=60755

They really buried the “FREE for up to 10 users” feature.

0 votes

Scott

This is a helpful article !

A few questions:

1. We’ve all heard the saying “if you’re not PAYING FOR the product, you ARE the product” regarding free vs. premium email accounts. I’m curious whether any Google Apps Premium users here could comment about the premium service level as opposed to the free version. Is it truly as ‘ad free’ as they claim ? Is tech support quickly responsive and competent to solve any issues ? And, in general, is (there a way to know if) your email still being ‘data mined’ when you’re supposedly no longer the ‘product’ but a *paying* customer (to the tune of $50/yr per user) ?

2. Advice query: suppose someone signs up for a free GA account and only intends to use it for himself/herself…. What would be the better move: a) use the admin account *as* the main account, but just use ‘nicknames’/aliases for actual sending/receiving of email (to keep the admin username private for better security), or b) create a completely separate account for regular email use and keep the admin account unused except for admin purposes ? From a security standpoint, I would think that the former would be both easier and as safe as the latter, as long as one uses a long password and two-factor authentication. But I thought I’d get your opinions. :-)

0 votes

Rajaa Chowdhury

In the admin console, you have the option to turn off the ads. The free version is limited upto 10 users only. You get 7GB of mailbox in the free version as against 25GB in the paid version. Also for mail archiving, you an purchase the Postini email archiving solution, there are a 1 year and a 10 year archiving solution available.

Also the Google Apps for Free signup page has been removed from the main page and replaced by 30 days trial signup for Business. So I am providing the link to the 10 users free version signup page for everyones benefit, who wants it upto 10 users for lifelong. :) https://www.google.com/a/cpanel/standard/new3

0 votes

Scott

Thanks, Rajaa, for your comments ! :-)

0 votes

Johann

If you value your email address and want to do things properly then you should also bear in mind that using Google Apps for your email is probably the easiest way to get DKIM up and running. Along with adding in your SPF records you are able to fully implement an email solution that is completely DKIM/SPF/DMARC compliant in a matter of minutes. This is something that virtually no other provider allows (MS Office365 included – it allows SPF but not DKIM).

Sorry for the acronyms, but let’s just say that having DKIM/SPF in place and DMARC reporting is a very good thing if you’re running your own domain’s email.

0 votes

Hank

Is there a way to verify you own the domain if you do not have web hosting? I have my own domain and use GoDaddy as my email provider. I use the domain for email only, so I have now web hosting and no web server to upload a file to. Does Google offer another way to verify I own the domain? Thanks!

0 votes

Matt Smith

So you have a domain, but no access to an FTP for uploading files? Are you sure? That seems strange, but I’ve never used GoDaddy. I’m not sure what kind of packages they offer.

0 votes

Darren Reynolds

I’ve been using google for years now and i have done it a slightly different way. Just using a normal gmail account, I have set up ‘Send Mail as’ addresses.

From my domain I forward my web address to my google site and and changed the cname to point to google…

Is there still a benefit for me to sign up to google apps or just stay as i am and continue using gmail.

0 votes

Scott

Darren,

I’ll let others with loads more experience on the matter address your question directly.

I thought, though, that I would offer this observation: several years ago a relative of mine briefly owned his own domain and used GA for hosting. He decided to switch hosting to another email service he liked (EuMX.net) and found out that he could still use the GA account for sending/receiving email, even though the MX records were no longer pointing at Google’s servers. He set up the GA account to POP his EuMX account (thereby getting all email for his domain stored at both sites), and he was able to send from his GA account through Google’s smtp servers.

So basically he was able to use his domain at two services simultaneously (Google Apps and EuMX.net; the former being free, the latter being $16/yr).

All this is just “FYI.” You and others can determine whether there would be any advantage to you in setting things up this way instead. :-)

0 votes

Darren Reynolds

Cheers Scott

0 votes

Rob Hindle

DO NOT DO THIS.
Why?
Read the Google forums. Google may disable your account and give no reason other than “you have violated their terms of use”. Requests to re-enable seem to get an automated and unhelpful response. I know an elderly gentleman who’s been affected and no way would he have done anything to have violated the terms of use (which can be summed up as “don’t send spam”). My best guess is he’s had his account hacked but there’s no way to find out, no way to restore access.

Here’s one of the many Google forum postings on the subject:

A friend using Google Apps for a non-profit organisation has asked for help. His account has been disabled. He completed the form to get it re-enabled (http://support.google.com/accounts/bin/request.py?hl=en&contact_type=disabled2&p=) He got a response which was “ask your administrator”. He is the administrator and he can’t log in – Catch 22? Where next?
Tried the administrator password reset option, password apparently changed OK but still can’t log in.
This raises a wider issue, basically the outcome of this seems to be “don’t use Google apps because it may be arbitrarily blocked with no practical way of recovering it and no reason given for the blocking.” Maybe one of his user group has had his account hacked, maybe one has inadvertently sent an email that someone thought looked like spam, whatever the problem they would fix it if they could but they can’t, basically destroyed all confidence in Google. As Google apps have the MX record the only option now is to reclaim that and direct it elsewhere – and write off the now inaccessible old emails stored in those accounts.

In the past I’ve suggested to a few people that they use Google apps, I now feel I’ve advised them badly, especially struggling micro-businesses for whom loss of email could mean loss of business.

Is this a ruse by Google to get people to pay for the nominally “free” accounts? If they were to pay would they be any better served or could Google still cut them off giving no reason and no way to recover the accounts?

0 votes

Rob Hindle

Eventually I did get this resolved. After 2 weeks I managed to get email contact with Google tech support and on their 3rd attempt they restored all service, then said the account suspension was “the result of a false positive” – i.e. the users had done nothing wrong but Google’s algorithms had incorrectly flagged a violation of their T&C.

In this instance we attempted to upgrade to a paid acount but that was blocked too, could only be done if logged in to the existing account.

As far as I can ascertain, should the same problem arise with a paid Apps account it would be easier to resolve because that does include a proper support route.

0 votes

Jim Evans

What’s the alternative, if any, now that Google Apps is no longer free?

0 votes

Rob Hindle

For small business paying for Google Apps is still an option and a better deal than hosted MS Exchange accounts. Paying gives the benefit of proper support, see my previous posting on the near impssibility of getting support for the free version.

The “free” alternative is to use the services often provided as part of your domain registration package. Set all email to forward to a Gmail account, set up a desktop email client to fetch mail from Gmail but send via your domain registration package. (You can set Gmail to show “reply to” address as your.name@your-domain but some email clients will still show Gmail as the origin as will the headers if anyone cares to look).