When you set up Google Workspace, the most important step isn't creating inboxes — it's telling the internet where to deliver your mail.
That's what MX (Mail Exchange) records do.
If they're wrong, email doesn't show up. If they're right, everything just works.
Here's how to get it done cleanly.
What MX Records Actually Do
MX records are instructions in your domain's DNS that say: *Send all email for this domain to Google.*
Without them, your domain has no idea where email should go.
The Google Workspace MX Records
You'll need to add or replace your MX records with the following five entries:
| Host | Type | Priority | TTL | Data |
|---|---|---|---|---|
| @ | MX | 1 | 4 hrs | aspmx.l.google.com |
| @ | MX | 5 | 4 hrs | alt1.aspmx.l.google.com |
| @ | MX | 5 | 4 hrs | alt2.aspmx.l.google.com |
| @ | MX | 10 | 4 hrs | alt3.aspmx.l.google.com |
| @ | MX | 10 | 4 hrs | alt4.aspmx.l.google.com |
Set the host to `@` and leave the TTL at its default (or set it to 1–4 hours).
Step-by-Step Setup
1. Log into your domain provider
This could be GoDaddy, Namecheap, Cloudflare, Squarespace, or wherever your DNS is managed. Find the DNS settings or zone file editor.
2. Remove existing MX records
If you already have MX records from a previous email provider, delete them. You want a clean slate.
3. Add Google's MX records
Create five new MX records using the entries listed above. Make sure there are no extra spaces, no missing dots, and that priorities match exactly.
4. Save changes
DNS updates don't apply instantly. Expect 5 minutes to a few hours in most cases, and up to 24 hours for full global propagation.
5. Verify in Google Workspace
Go back to your admin console and click Verify. If everything is correct, Google will confirm and activate Gmail.
Common Mistakes to Avoid
- Leaving old MX records in place — causes email routing conflicts
- Wrong priority numbers — Google may not be the primary destination
- Adding records to the wrong host — use @ unless your provider says otherwise
- Editing the wrong DNS provider — happens more often than you'd think
How to Check If It's Working
Use any MX lookup tool and search your domain. You should see only Google servers listed. Or just send a test email — if it lands in Gmail, you're done.
Why This Matters
Email is infrastructure. If it's wrong, it breaks silently — missed leads, lost invoices, broken trust. If it's right, it disappears into the background, exactly where it should be.
Talloo Take
Most businesses treat email setup like a checkbox. It's not. It's the backbone of communication, sales, and operations.
Get this right once and you don't think about it again. Get it wrong and everything downstream gets harder.
If you're managing this for clients, standardize it. If you're a business owner, double-check it. It's one of the simplest high-impact fixes you can make.