Do you feel that your company's email environment and file-sharing infrastructure are getting outdated? "We want to migrate to Google Workspace, but the configuration and migration seem daunting and keep us from taking the leap"—we frequently hear this concern from SMB owners.
This article serves as a practical, production-ready guide for business owners considering Google Workspace, covering everything from comparing the latest 2026 pricing plans to concrete procedures for contracts, initial setup, and email migration.
For an overview of Google Workspace and its basic advantages, please also refer to the following articles:
- What Is Google Workspace? Features, Pricing, and Benefits Explained Simply
- Maximize Operational Efficiency with Google Workspace! Core Features and Implementation Benefits
Latest Google Workspace pricing plan comparison for 2026
Google Workspace offers four plans tailored to organizational scale and required functionality. All rates are per user per month (excluding tax).
| Plan | Annual contract | Flexible contract | Storage | Key features |
|---|---|---|---|---|
| Business Starter | 800 yen | 950 yen | 30 GB / user | Standard suite of core features + standard Gemini AI features |
| Business Standard | 1,600 yen | 1,900 yen | 2 TB / user | Shared drives, meeting recording, enhanced Gemini AI |
| Business Plus | 2,500 yen | 3,000 yen | 5 TB / user | Advanced security and audit capabilities |
| Enterprise | Contact sales | Contact sales | Unlimited | Designed for large enterprises, advanced compliance |
Following the March 2026 pricing revision, standard Gemini AI features are now built into all plans. AI features that previously required an additional cost are now accessible across every tier, including Business Starter. Prominent examples include the "Help me write" feature in Gmail and Google Docs, as well as the side panel AI assistant.
Which plan should SMBs choose?
For small teams implementing it for the first time, starting with Business Starter to keep costs low is a viable option. However, shared drives and meeting recording capabilities require Business Standard or higher. If you want to transition file management to a team-based model or preserve meeting minutes via recordings, choosing Standard from the outset tends to cause far less operational friction.
Opting for an annual contract offers savings of approximately 16% to 20% compared to the flexible (monthly) plan. It is also possible to start with a 14-day free trial before committing to an annual plan.
3 things to decide before implementation
Confirming and deciding on the following three points internally before beginning the signup process will make subsequent tasks much smoother.
1. Selecting administrators
Google Workspace includes administrative authority designated as "Super Admin." This administrator performs critical tasks such as creating and suspending user accounts, configuring security policies, and enabling services. Be sure to also establish handover procedures in case the designated administrator leaves the company.
2. Verifying the domain to use
Google Workspace uses email addresses under your custom domain (e.g., yourcompany.com). If you already own a custom domain, have the login credentials ready to access its DNS/domain management console. If you do not yet own a domain, you will need to acquire one in advance through registrars like Onamae.com or MuuMuu Domain.
3. Migration strategy for existing email
If you currently use another email service (such as Outlook or legacy mail servers), decide how to handle historical email data. Choose from three options: "migrate," "archive locally for reference without migrating," or "discard." If you choose to migrate, review the migration methods described below in advance.
Steps to purchase and sign up for Google Workspace
Once preparations are complete, proceed with the actual application.
Step 1: Sign up from the official website
Visit the official Google Workspace website (workspace.google.co.jp) and select your desired plan. You can also take advantage of a 14-day trial period via "Start Free Trial."
You will need to enter the following information on the registration form:
- Company
- Approximate employee count
- Administrator name and email address
- Domain to be used
Step 2: Log in to the Admin console
Upon completing the application, you will be able to access the Admin console (admin.google.com). All subsequent initial configurations will be performed from this Admin console.
Initial setup: Domain verification and DNS configuration
To use custom-domain email with Google Workspace, two DNS configurations are required. Even if you are wondering "What is DNS?", it is not difficult if you follow the steps.
Verifying domain ownership (TXT record)
When you open the setup screen in the Admin Console, you will see a step called "Verify domain ownership." You add the TXT record (verification code) issued by Google to your domain's management dashboard.
- Click "Verify domain ownership" in the Admin Console
- Copy the displayed TXT record (in the format of
google-site-verification=xxxxx) - Open the DNS management dashboard of your domain registrar (such as Onamae.com)
- Add and save the TXT record
- Return to the Admin Console and click "Verify"
Propagation may take anywhere from a few minutes up to 48 hours.
Activating Gmail (MX records)
Once domain verification is complete, the next step is setting up MX records to receive email. By doing this, email sent to your custom domain can be received in Gmail.
The MX record values specified by Google are as follows.
| Priority | Value (mail server) |
|---|---|
| 1 | ASPMX.L.GOOGLE.COM |
| 5 | ALT1.ASPMX.L.GOOGLE.COM |
| 5 | ALT2.ASPMX.L.GOOGLE.COM |
| 10 | ALT3.ASPMX.L.GOOGLE.COM |
| 10 | ALT4.ASPMX.L.GOOGLE.COM |
Add these to the MX record section of your domain management console. Because it can take up to 72 hours for settings to propagate, be sure to schedule your migration timeline with ample buffer.
How to migrate existing email
Data migration from your current email environment to Google Workspace can primarily be done through the following methods.
Migrating from Outlook to Gmail (GWMMO)
When migrating from Outlook to Google Workspace, using Google's official free tool "Google Workspace Migration for Microsoft Outlook (GWMMO)" is the simplest approach.
The types of data that can be migrated are as follows.
- Email (including attachments)
- Calendar events
- Contacts
Overview of the steps:
- Install and launch GWMMO
- Sign in to Google using the destination Google Workspace account
- Select the source data (Outlook profile or PST file)
- Select the data types to migrate and execute
As an important caveat, any email where the message plus attachments exceeds 25 MB will be skipped during migration. Emails containing large attachments must be handled separately by hand.
Using the Admin Console's data migration service
By using the "Data migration" feature within the Admin Console, you can also migrate email from IMAP-compatible mail services (such as legacy server email). As long as you have the source server information (hostname, port number) and account credentials, you can perform the operation from the GUI.
Post-migration operational setup checklist
Once initial setup is complete, be sure to review the following settings before beginning actual operations.
Account management
- Bulk creation of user accounts (Admin Console → Users → Add a user)
- Enforcing 2-Step Verification (2SV)
- Formulating account suspension workflows for departures and transfers
File management (Shared Drives)
Shared Drives are available on Business Standard plans and above.
- Create Shared Drives by department and project
- Establish file sharing permission rules (such as whether external sharing is permitted)
- Configure policies restricting external sharing for critical files
Security
- Configure administrator two-step verification as the top priority
- Enable mobile device management (MDM)
- Understand how to review Google Workspace activity audit logs
Realistic implementation cost estimates
Understand your realistic costs by accounting for initial setup fees in addition to the monthly Google Workspace fees.
Estimated running costs (Business Standard, 10 users)
- License cost: ¥1,600 × 10 users = ¥16,000/month (¥192,000 annually)
Estimated initial costs
| Scope of work | In-house | Outsourced |
|---|---|---|
| DNS configuration and domain verification | ¥0 | ¥30,000–¥50,000 |
| User setup and account creation | ¥0 | ¥20,000–¥40,000 |
| Email data migration (10 users) | ¥0 | ¥50,000–¥100,000 |
| Internal lectures and operational training | ¥0 | ¥30,000–¥80,000 |
For small and medium-sized enterprises without a dedicated technical lead, allocating roughly ¥100,000 to ¥300,000 in initial setup costs to external outsourcing is often the common route. While license fees are an ongoing cost, doing the initial setup right the first time significantly eliminates future operational headaches.
When to consider consulting a specialist
Under the following circumstances, hiring a specialized partner ensures a smooth migration.
- Your current mail server setup is complex, making data migration design challenging
- You have 20 or more employees, requiring significant effort for account setup and training
- You are considering migrating from on-premises environments such as Exchange Server
- You are concerned about whether security policies are configured correctly
- You want comprehensive support that includes post-migration operational support
In Google Workspace implementation and migration support, assistance with "operational design" and "user adoption" is far more critical than the configuration work itself. Choosing a partner who can support you through until employees are fully comfortable using the tools—rather than simply stopping once setup is finished—is the key to success.
GleamHub provides end-to-end support for small and medium-sized enterprises, from Google Workspace implementation to initial setup, email migration, and internal training. Feel free to contact us first regarding your current challenges and requirements.
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Related articles
- What is Google Workspace? Features, pricing, and adoption benefits explained clearly — For those looking to understand the full picture of GWS
- Google Workspace vs Microsoft 365: Which should small and medium-sized enterprises choose? — A comparison guide for those undecided between the two
Conclusion
Adopting Google Workspace is by no means difficult if you follow the proper steps. Here is a summary of the key takeaways from this article.
- Plan selection: Consider Business Standard first. It offers Shared Drives, meeting recording, and rich AI capabilities
- DNS configuration: The core consists of two steps: TXT records (domain verification) and MX records (email delivery)
- Migration: Use the GWMMO tool from Outlook. Emails with large attachments require manual handling
- Operational design: Determine account management, security, and Shared Drive policies in advance
- Costs: Create realistic estimates that include initial configuration expenses alongside ongoing license fees
If you are considering adoption but feel uncertain about where to start, we recommend beginning by taking stock of your current situation. Inquiries prior to taking the first step are always welcome.
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