Setting up GSuite Gmail (IMAP) Account
A note on earlier pre-2016 Gmail accounts
Accounts earlier than 2016 were given free additional (user) aliases so you could add users for no additional fee. So, check to see if there’s any legacy Gmail accounts already in the name of the company you wish to administer. HOWEVER, these legacy Gmail accounts do not carry the functionality available with new accounts such as shared calendars etc.
Important: With these earlier versions if aliases have not already been set-up it seems you can only add new e-mail addresses that have already been created elsewhere. !!!!
Earlier Gmail Accounts charges that still apply
15GB plan Free
100GB plan £1.59/month
1TB plan £7.99/month
Note: the e-mail still runs through it’s original server first then is picked up by Gmail.
You can set this so that the e-mail is deleted from the original server when it’s picked up by Gmail thus keeping the size of the original server’s provision well within its imposed limits.. should be almost next to nothing as Gmail keeps checking and receiving e-mail.
Gsuite continued…
Google GSuite pricing plans (Gmail)
Basic
Professional office suite with 30 GB storage
£4.60
GBP / user / month
Business
Enhanced office suite with unlimited storage and archiving
£9.20
GBP / user / month
Enterprise
Premium office suite with advanced controls and capabilities
£20
GBP / user / month
Check against this link for latest information Gsuite pricing plans
- Register the Domain Name and point to your host.
- Within the host create your e-mail address.
- Set up a forward for this e-mail address so that you (the admin) receives google registration verification e-mails.
Create your Google Account
You Need…
- First Name, Surname,
- Create a username in the style of something@gmail.com
- Date of Birth,
- Gender,
- Mobile Phone No.
- Current e-mail Address (You've created this above).
- Location (UK)
Upon creating the account a VERIFICATION CODE will be sent to the mobile No. This code is then to be inserted as part of the Account set-up & completion process.
Advise the client of immanent Google verification codes and their need to provide them to you to complete the registration.
Initiation
Start by providing your own admin details as the appointed Admin of the new account.
The admin is who administers and pays for said account on behalf of the client.
Suggested username of admin@thenewaccount.com
NOTE: Why this extra user? (admin). Because all Gsuite Account info reporting and including billing will be e-mailed to this (super admin) account holder. Plus it’s safer to have just one “Super Admin” as the oversee’er of the account administration. With many “Super Admins” the chances of a misconfiguration or hacking are much higher.
If you currently administer the customers e-mail address through cPanel you can set up a forwarder to your e-mail address to begin the registration of a Gsuite account in their name. In this way you’ll see any Gsuite notifications and verification codes.
Note: A little way into the Gsuite registratrion process you are required to provide a secondary e-mail account so you can use yours (as the real administrator of this account)
GOOGLE GSUITE ACCOUNT CREATED.
Gsuite Account with your own e-mail address.
You'll need to own the domain and/or have access to the domain's control panel.
Favourite method inserting the google authorisation code in the index head section of the website.
You'll need credit card to initiate payment plan
Customer full name and address
cPanel - Zone Editor
MX records
Choose the account to which you want to apply the new Google Mx Records and select "Manage"
Add to mx records by selecting mx from the drop down then you can cut and paste the Google suite mx records
| Google Gmail MX records | ||||
|---|---|---|---|---|
| Name/Host/Alias | Time to Live (TTL*) | Record Type | Priority | Value/Answer/Destination |
| Blank or @ | 300 | MX | 1 | ASPMX.L.GOOGLE.COM. |
| Blank or @ | 300 | MX | 5 | ALT1.ASPMX.L.GOOGLE.COM. |
| Blank or @ | 300 | MX | 5 | ALT2.ASPMX.L.GOOGLE.COM. |
| Blank or @ | 300 | MX | 10 | ALT3.ASPMX.L.GOOGLE.COM. |
| Blank or @ | 300 | MX | 10 | ALT4.ASPMX.L.GOOGLE.COM. |
TTL's
Set all the initial TTL's to 300 seconds (5 mins) to aid your swift set-up.
Once e-mail set-up is proved to be working reset all TTL's to 14400 to reduce server activity/load. (4hrs)
What are typical TTL times for DNS records?
Time to Live values are always represented in seconds.
- 300 seconds = 5 minutes = “Very Short”
- 3600 seconds = 1 hour = “Short”
- 14400 seconds = 4 hours = “Medium”
- 86400 seconds = 24 hours = “Long”
- 604800 seconds = 7 days = “Insanity”
SPF Record
Whilst you're in Zone Editor add your Gsuite SPF TXT Record…
select TXT from the drop down menu
v=spf1 include:_spf.google.com ~all
Important!
Gsuite Gmail default e-mail accounts are POP
Go to each and every e-mail accounts settings and select Enable IMAP
NOTE: by doing this the e-mail account auto set-up in Mac is enabled with auto-discovery
Change SMTP & other settings in your email client
Use the table below to update your client with the correct information. For help with updating your settings, search your email client's help centre for instructions on setting up IMAP.
| Incoming mail (IMAP) server | imap.gmail.com Requires SSL: Yes Port: 993 |
| Outgoing mail (SMTP) server | smtp.gmail.com Requires SSL: Yes Requires TLS: Yes (if available) Requires Authentication: Yes Port for SSL: 465 Port for TLS/STARTTLS: 587 |
| Full name or display name | Your name |
| Account name, username or email address | Your full email address |
| Password | Your Gmail password |
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