What does Gmail on your own domain give your team?

Your teammate can sign in with a work address such as maya@your-company.example and use Gmail, Calendar and other Workspace apps from that account. Your organization’s administrator manages who can sign in and who keeps access when someone leaves.

This is the inbox a person opens to read and answer mail. If your app sends receipts or reset links on its own, plan that sending connection and how you will check failed deliveries separately.

Does hello@ need its own account?

If one person handles hello@, add it as an alias. Incoming messages automatically go to their existing inbox. To send as hello@, that person must set up a custom From address in Gmail. Google allows up to 30 aliases per user at no extra charge. A second person who needs their own private mail and login needs a user account.

If two people need to see the same mail history, give them access from their own accounts. Google is releasing the Shared inbox admin feature in phases. If it hasn’t reached your Admin console, use Gmail delegation to give teammates access to the mailbox. Check which sender details appear in a reply. Google says people with access to a Shared inbox can manage its delegates, so choose who should have that authority.

What makes new mail reach Workspace?

In the Admin console, first prove that you control the domain. The proof is a record that Google asks you to add where your domain’s DNS is managed. The MX records are a separate setting that tells other mail systems where to deliver new messages.

Before an actual switch, list the people and addresses that must keep working, create their destinations in Workspace and record the current mail routing. Use Google’s setup steps to point mail at Workspace and activate Gmail when those addresses are ready. Keep the old service open while the new routing reaches other mail systems. Check both inboxes, copy any messages that still arrived at the old provider and verify them before closing it.

How can you rehearse without changing the company domain?

Use an already approved Workspace mailbox on a separate test domain with working mail, plus an inbox at another service that you control. Confirm both are test accounts and any forwarding or automatic replies stay within the test setup. Check both exact addresses before sending. Keep the real domain’s DNS as it is. If you can’t verify this setup, work through the steps on paper.

Send one message in
From the other test inbox, send a message titled ‘Practice order’ to the exact Workspace test address. Use fictional text and leave out customer details. Check the inbox and spam folder for the message and its sender.
Reply from the address you expect
Reply from Workspace and check the From address in the receiving inbox. If the test address is already a shared inbox, have an authorized test delegate confirm that the original message and the reply are visible.
Find where a missing message stopped
Compare the address and time with any bounce notice. An authorized Workspace administrator can check the message’s delivery status using Email Log Search. Keep a record of what arrived in each direction.

Which Workspace charges follow the user count?

Google bills for user licenses. On November 11, 2026, its Business Starter rate was US$8.40 per user per month on the Flexible Plan, or US$7 per user per month with an annual commitment. The annual plan can be paid monthly or annually where the billing option is available.

If you need to remove a seat before the annual term ends, Google’s billing guide says the commitment stays in place until renewal. Business Starter’s full allowance is 30 GB per user in the organization’s shared pool for Gmail, Drive and other services. Google grants that storage in stages. Domain renewal is a separate cost.

What moves with the address and what needs a copy?

Changing mail routing directs new messages. For existing messages, choose the migration tool for your old provider and copy a sample mailbox first. If the old service uses IMAP, a way for mail apps to read folders, check the separate steps for calendars and contacts.

Check an old message, an attachment and a recent sent reply in the new mailbox. Record aliases, filters and delegation separately. If you leave Workspace, have an eligible super administrator start the organization export while the subscription is active. Google excludes Gmail and Drive from that export after cancellation or suspension. Verify that the new service can read the exported files before closing Workspace.