Setting Up Google Workspace for a Philippine Business: Admin Console Guide and Configuration Checklist
Google Workspace is the foundation for Gmail, Google Drive, Meet, Calendar, and — in 2026 — Gemini AI across the productivity suite. For Philippine businesses choosing Google Workspace over Microsoft 365, or deploying Workspace alongside an existing Microsoft environment, a properly configured tenant is the difference between a deployment that works reliably and one that generates ongoing support issues.
This guide covers the full admin console configuration sequence for a Philippine business deploying Google Workspace for the first time, or auditing an existing deployment.
Before You Start: What You Need
- A registered domain name for your business (e.g.,
yourcompany.com.phoryourcompany.ph) — purchased from a registrar where you have DNS management access - A Google Workspace plan — Business Starter (RM/₱ pricing available via Google resellers), Business Standard, or Business Plus
- A list of users and their roles
- Your company's existing email addresses (if migrating from another provider)
Step 1 — Domain Verification
Google requires you to prove ownership of your domain before email can flow.
In Admin Console: go to Domains → Manage domains → Add a domain.
Google provides a TXT record to add to your DNS. In your domain registrar's DNS management:
- Record type: TXT
- Host: @ (root domain)
- Value: the verification string Google provides
Propagation typically takes 15–60 minutes. Once verified, Google will confirm domain ownership and you can proceed.
Philippine domain note: .com.ph and .ph domains are registered through DOTPH. DNS management access must be confirmed with your registrar before starting — some Philippine registrars require a support ticket to modify DNS records.
Step 2 — Email Deliverability Setup (MX, SPF, DKIM, DMARC)
This step is the most commonly missed in Philippine Workspace deployments and causes email to be delivered to spam at recipient organisations.
MX Records
Replace your existing MX records with Google's:
| Priority | 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 |
Do not set these until you are ready to receive email through Google — once set, email flows to Google immediately.
SPF Record
SPF (Sender Policy Framework) tells receiving mail servers that Google is authorised to send email from your domain.
Add a TXT record to DNS:
- Host: @
- Value:
v=spf1 include:_spf.google.com ~all
If you send email from other services (Resend, SendGrid, Mailchimp), add their include statements to this record: v=spf1 include:_spf.google.com include:sendgrid.net ~all
DKIM
DKIM adds a cryptographic signature to outgoing emails that receiving servers verify. Without DKIM, emails from your domain are more likely to be flagged as spam.
In Admin Console: go to Apps → Google Workspace → Gmail → Authenticate email → Generate new record.
Google generates a DNS TXT record. Add it to your domain DNS:
- Host:
google._domainkey - Value: the key Google provides
After adding the DNS record, return to Admin Console and click Start authentication.
DMARC
DMARC (Domain-based Message Authentication, Reporting and Conformance) tells receiving servers what to do when email fails SPF or DKIM checks. It also provides reporting on who is sending email using your domain.
Add a TXT record:
- Host:
_dmarc - Value:
v=DMARC1; p=none; rua=mailto:dmarc-reports@yourcompany.com.ph
Start with p=none (report only, no action) for 30 days, review the reports, then move to p=quarantine and eventually p=reject.
Philippine business context: DMARC is increasingly required by enterprise and government clients. Philippine companies that receive emails from p=reject DMARC domains will automatically discard spoofed messages — this protects your brand from impersonation in phishing attacks targeting your clients.
Step 3 — Organisational Units and User Provisioning
Google Workspace organises users into Organisational Units (OUs) that control which applications and policies apply to which groups. Plan your OU structure before creating users.
Recommended OU structure for Philippine SMEs:
/ (root)
├── /staff
│ ├── /management
│ ├── /operations
│ └── /finance
├── /external
│ └── /contractors
└── /service-accounts
Create OUs in Admin Console: Directory → Organisational units.
User creation: In Admin Console → Directory → Users → Add user. For bulk creation, download the CSV template and import.
Recommended fields to complete for each user:
- First name, last name, email address
- OU assignment
- Recovery email (personal email for account recovery)
- Manager (for directory and delegation features)
Step 4 — Security Configuration
2-Step Verification (2SV)
Enforce 2-Step Verification for all users:
Admin Console: Security → Authentication → 2-step verification → Allow users to turn on 2-step verification → then Enforcement: Turn on enforcement now.
Choose enforcement method: Google Authenticator app is most reliable for Philippine users (works offline, not dependent on SMS delivery).
Password Policies
Admin Console: Security → Password management:
- Minimum length: 12 characters
- Strength: enforce strong passwords
- Do not allow password reuse: enable
Session Controls
For sensitive roles (finance, HR, IT administrators):
Admin Console: Security → Google session controls:
- Set session length to 8 hours (forces re-authentication daily)
- Require Google as IdP (prevents bypassing through cached credentials)
Context-Aware Access (Business Plus and above)
Context-Aware Access allows access policies based on device type, OS version, location, and network. For Philippine SMEs on Business Plus or above, this provides the equivalent of Microsoft's Conditional Access.
Example policy: "Only allow access to Drive from managed Chromebooks or enrolled Android/iOS devices."
Step 5 — Application Configuration
Gmail
- Custom from address: In Admin Console → Apps → Google Workspace → Gmail → Advanced settings → send as aliases
- Email routing: configure if needed for multi-domain setups or routing specific addresses to specific inboxes
- Spam and phishing settings: review default settings; add trusted senders for regular Philippine government email domains (bir.gov.ph, dole.gov.ph) to avoid false positives
Google Drive
- Sharing settings: in Admin Console → Apps → Google Workspace → Drive and Docs → Sharing settings → set external sharing to "Off" or "Allowed for specific domains only" for regulated data environments
- Link sharing defaults: change default from "Anyone with the link" to "Restricted" (users in your organisation only)
Meet
- Recording: enable or disable based on policy; recordings are stored in Drive
- External access: decide whether to allow external participants without a Google account
Step 6 — Gemini AI Enablement
Gemini in Google Workspace (available in Business Standard, Business Plus, and Enterprise plans) provides AI assistance in Gmail, Docs, Sheets, Meet, and other apps.
Admin Console: Apps → Google Workspace → Gemini for Workspace:
- Enable Gemini for users
- Configure which OUs have access (start with a pilot OU)
- Review the Gemini data processing terms — Google's commitment is that Workspace Customer Data is not used to train Google's AI models
For Business Standard and above (which includes Gemini Business), no additional licence is required — Gemini is included.
For the Gemini Advanced tier (included in Workspace Enterprise or as an add-on), the AI capabilities are significantly more powerful — including Gemini in NotebookLM, deeper context windows, and advanced agent features announced at Google Cloud Next '26.
Configuration Checklist Summary
| Task | Done? |
|---|---|
| Domain verified | ☐ |
| MX records updated | ☐ |
| SPF record added | ☐ |
| DKIM configured and activated | ☐ |
| DMARC record added (p=none initially) | ☐ |
| OU structure created | ☐ |
| All users created and assigned to OUs | ☐ |
| 2-Step Verification enforced | ☐ |
| Password policy configured | ☐ |
| Drive sharing defaults tightened | ☐ |
| Gemini enabled for pilot users | ☐ |
| Admin account secured with recovery options | ☐ |
For Philippine businesses deploying Google Workspace from scratch or migrating from another provider, get in touch.
Talk to our Cloud & I.T. team →
