So, you've decided to use Google Workspace for your e-mail and need to get your messages routing correctly. This involves updating your domain's MX Records to point to Google's servers. Once this is done, you also need to activate Gmail in your Google Admin console.
This guide will show you how to do this inside your EncodeDotHost control panel.
What Are MX Records?
In simple terms, an MX (Mail Exchanger) record is a setting in your domain's DNS that acts like a post code for your e-mail. When someone sends an e-mail to [email protected], their e-mail server looks up the MX record for yourdomain.com to find out which mail server is responsible for receiving it. To use Google Workspace, you must tell the world to deliver your mail to Google's servers.
Understanding Priority
An MX record has a "Priority" number (e.g., 1, 5, 10). E-mail is always delivered to the server with the lowest priority number first. The new, simplified Google Workspace setup only requires one record with a priority of 1.
Important: Delete Your Old MX Records
Before you begin, it is critical that you delete all existing MX records. If you have conflicting records (e.g., one set pointing to Google and another set pointing to your old e-mail provider), your e-mail will either fail to deliver or be delivered to the wrong inbox. Your domain should *only* have the single Google Workspace record listed below.
Step 1: Set Up Your Google Workspace MX Record
You can add the record manually (which is now very easy) or use the control panel wizard.
Method 1: Setting the Record Manually (Recommended)
This is the simplest and most direct method, recommended for all new Google Workspace setups.
- Log into your web hosting control panel.
- Navigate to "Manage Domain" from the top right of the control panel.
- Scroll down to the "MX Records" section.
- Delete any existing MX records. This is essential for Google Workspace to work correctly.
- Enter the new record exactly as shown in this table. Remember to include the full stop at the end of the server name.
| Priority | Mail Server (Destination) |
|---|---|
| 1 | smtp.google.com. |
Method 2: The Google Workspace Wizard
We have a wizard that can also add records for you.
- Log into your web hosting control panel.
- Navigate to "Manage Domain" from the top right of the control panel.
- Click the "Google Apps" button at the top of the "Manage Domain" page. (Note: This button may still be labelled 'Google Apps' but configures records for Google Workspace).
Please Note: This wizard may add the older "legacy" set of five MX records (e.g., `aspmx.l.google.com`). While these still work, Google's new recommended method is the single record shown in Method 1. After running the wizard, you must still check the "MX Records" section and manually delete all other non-Google records.
Step 2: Activate Gmail in the Admin Console
Just adding the MX record is not enough. You must complete the setup in your Google Admin console.
- Sign in to the Google Admin console with an administrator account.
- Go to Menu > Account > Domains > Manage domains.
- Click Activate Gmail for the domain you are setting up.
- Follow the on-screen steps to complete the activation.
What If I Have the Old 'aspmx.l.google.com' Records?
If you set up Google Workspace before 2023, your domain likely uses a set of five MX records starting with "aspmx".
If your e-mail is working, you do not need to do anything. These legacy records are still fully supported by Google. This new guide is for users setting up a new account.
What Happens Next? (DNS Propagation)
You have successfully set up your MX record. However, these changes are not instant.
It takes time for this new DNS setting to "propagate" across the entire internet. While this is often fast (sometimes 15-20 minutes), you should allow 24-48 hours for the changes to settle everywhere. Once propagation is complete, all your new e-mail will be delivered to Google Workspace.
