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In a standard setup, your web hosting provider provides email addresses and an interface for logging in and checking your email. Many people also like to download, read, and respond to their emails in an email client such as Microsoft Outlook or Apple Mail.
Google Apps for Business email offers some distinct advantages to the standard setup.
Advantages of Google Apps for Business Email
- Email everywhere with 100% uptime – Because gmail is a Google cloud-based app, you can access your email from any computer or mobile device with virtually no chance of crashing.
- Organize email instead of deleting it – With 30 GB of storage, you’ll never have to delete old emails. Create folders and store email invoices, receipts, contracts, etc. in different folders. This is great for tax and audit time.
- Use with desktop mail clients – Use Gmail’s POP and IMAP support or Google Apps Sync to work with email clients like Microsoft Outlook, Apple Mail, Mozilla Thunderbird.
- Great spam filtering and security – Gmail is known for it’s excellent spam filtering and security measures like two-step authentication, encrypted connections to Google’s servers, built-in disaster recovery, and simultaneous replicated storage for your email.
- Option to use other Google Apps – In addition to gmail, a Google Apps for Business account gives your access to other Google apps like Drive, Voice, Calendar, Hangouts, IM, and Video.
- Google powered search for your inbox – Finding old emails is a breeze with Google’s search engine.
- Catch all email address – Use any email address ending with @yourdomain.com and it will be sent to your primary inbox. Then set up filters so that emails from different email addresses stay organized. (Alternatively, you can set up distinct inboxes for distinct email addresses. In that case, we would set up additional Google Apps accounts and you would pay for each additional account.)
- Group email options – Option to set up email accounts that all or some members or your business can read to and/or send from.
- And More – Google Apps for Business Benefits page.
Setting Up Google Apps for Business Email
When your Google Apps for Business account is set up, you’ll receive an email with an email addresss, temporary password, and a place to log in to your new account.
Visit the link and sign in with the credentials provided. If you are already signed in to a google account, you’ll need to choose “Add account” and enter the log in information associated with your new email address. You’ll be asked agree to some terms and then to change your password to something secure:
That’s it! Once you have entered a new password, you’ll be taken to your Google Apps Dashboard. From here, you can access all of the apps enabled for your account (including gmail):
Using “Catch-all” email addresses
By default, each Google Apps gets one inbox and there is a fee for each user. So additional inboxes for your domain mean additional fees. This may be important to you if you have more than one person in your business receiving email at the business domain.
If however, you wish to use multiple email addresses and are content to manage them in one inbox, you may do so without any additional configuration. SunCloud Managed Hosting configures all hosted domains with “catch-all” email. If you aren’t hosted with SunCloud Design, contact Google Apps support for help setting up catch-all email filtering. Once you have catch-all configured, you can use any address you want (provided it ends in @yourdomain.com):
and the emails will come to your inbox. (Note, however, that you must use your primary domain name to log in to your account.)
Setting up filters in your inbox for multiple email addresses
Let’s say you’ve taken advantage of “catch-all” email and now you’re receiving emails to your inbox from multiple email addresses. With gmail, it’s easy to organize these emails into separate folders to keep things organized.
In this example, we’ve sent email to firstname.lastname@example.org which is a made up email address that will nevertheless be received in my inbox thanks to the catch-all filtering. We visit our gmail inbox and see we have received email:
To ensure that all email to email@example.com goes into a specific folder, I need to set up a filter in gmail. To do this, visit the folder icon in the top right of the email and click “Filter messages like these”:
Next, a dialog box will appear asking what the parameters of the filter are. In our case, we want to filter all messages to “firstname.lastname@example.org” so we specify that and then click “Create filter with this search” in the bottom right of the dialog box:
After this step, we are presented with a variety of filtering options. In our case, we want to attach a label which will allow us to easily sort email from different addresses. We’ll also select “Also apply this filter to matching conversions” to ensure that any emails previously sent to email@example.com will also be caught in the filter:
That’s all there is to it. I hope this entry was helpful for those starting out with Google Apps for Business email. Questions, comments, and suggestions are encouraged. How are you using Google Apps for Business?