Personalized Nonprofit Email with Google Workspace
Set up professional domain-based email for your rescue organization using Google Workspace for Nonprofits — free for eligible nonprofits.
This guide is UI-only (no terminal).
If you get stuck on DNS steps, contact 4leggedIT and we can help.
Quick Path
- Use Google Workspace when you need real inboxes (not just forwarding).
- Confirm you have domain/DNS access and an admin who can make changes.
- Follow the steps in order: verification and MX records come before creating users.
Security & Privacy
- Use an organization-controlled admin account (not a personal email) and enable 2-step verification for admins.
- DNS verification records and email security records (SPF/DKIM/DMARC) should be shared only with trusted admins.
- Avoid posting screenshots of DNS records publicly; treat them as operationally sensitive.
Step 1 — Decide if Google Workspace is the right email setup for your rescue
This step helps you choose between forwarding and real inboxes.
Google Workspace is recommended for teams and long-term reliability.
- Choose Google Workspace if you want real Gmail inboxes for volunteers (example: name@yourrescue.org).
- If you only need to receive messages at role-based addresses (and deliver them into an existing inbox), follow How to Set Up Email Forwarding in Cloudflare.
- Use forwarding only for very small setups where you do not need shared inboxes or admin controls.
You know real mailboxes (Google Workspace) is the right tool for your goal.
Step 2 — Confirm you have the prerequisites
This step prevents getting blocked during verification or DNS updates.
If any item is missing, contact 4leggedIT for help before continuing.
- Confirm your rescue is an eligible nonprofit (or nonprofit-equivalent rescue).
- Confirm you control a domain name (example: yourrescue.org).
- Confirm you have access to DNS settings for the domain (Cloudflare is common).
- Confirm you have a Google account that will become the initial admin.
- If your domain is not already managed in Cloudflare, start with How to Transfer a Domain to Cloudflare.
You have domain access and a clear admin owner.
You can proceed without guessing during DNS steps.
Step 3 — Apply for Google for Nonprofits
This step unlocks access to Google Workspace for Nonprofits.
Approval can take a few business days.
- Go to https://www.google.com/nonprofits/.
- Click Get Started.
- Sign in with a Google account.
- Complete nonprofit verification (Google uses third-party validators).
- Wait for approval.
Your Google for Nonprofits application is submitted.
You receive approval and can access the Nonprofits dashboard.
Step 4 — Activate Google Workspace for Nonprofits
This step enables the nonprofit Workspace plan for your domain.
You will be guided into the Google Admin Console setup.
- In your Google for Nonprofits dashboard, activate Google Workspace.
- Choose the free nonprofit plan.
- Enter your domain name when prompted.
- Continue into the Admin Console setup flow.
You are inside Google Admin and your domain is attached to the setup.
You are ready for domain verification.
Step 5 — Verify your domain (DNS record)
This step proves you own your domain.
Google will give you a DNS record to add exactly as shown.
- In Google Admin, start domain verification.
- Copy the verification record Google provides (TXT or CNAME).
- Log in to your DNS provider (Cloudflare is common).
- Add the record exactly as shown by Google.
- If you want a plain-language overview of record types like TXT and CNAME, see DNS Records 101 in Cloudflare.
- Wait for DNS propagation (this can take up to 24–72 hours).
- Return to Google Admin and confirm verification.
Google Admin shows your domain as verified.
You can move on to enabling email routing.
Step 6 — Enable email routing (MX records)
This step routes your domain email into Gmail inboxes.
You will replace any old MX records used for forwarding.
- In Google Admin, get the set of Google MX records.
- In your DNS provider, add Google’s MX records exactly as provided.
- If you are replacing forwarding, remove the old email-forwarding MX records.
- If you want a plain-language overview of MX records, see DNS Records 101 in Cloudflare.
- Wait for propagation.
Email for your domain starts flowing into Google Workspace.
Messages sent to your domain no longer rely on forwarding.
Step 7 — Create personalized email accounts (users and shared inboxes)
This step creates the email addresses your team will use.
You can create individual users and shared addresses/groups.
- Go to admin.google.com.
- Open Users and add users.
- Create shared inboxes or groups for continuity (example: info@, fosters@, adoptions@).
Your team can sign in and send/receive mail at your domain.
Key roles have shared addresses that outlive volunteer turnover.
Step 8 — Optional (recommended): basic email security
This step reduces spam, spoofing, and admin risk.
It also improves long-term reliability for your rescue.
- Enable 2-step verification for admins.
- Set up SPF and DKIM (email authentication).
- Use Gmail spam and phishing protection settings.
- Separate admin roles for safety.
- Use shared inboxes/groups for continuity when volunteers change.
Admin access is harder to compromise.
Your email system is more reliable over time.
Official References
Open these only if something doesn’t match your screen.
You do not need to read them to complete the guide.
Related How-To Sessions
How to Set Up Email Forwarding in Cloudflare
Compare forwarding with full inboxes before you decide.
DNS Records 101 in Cloudflare
Plain-language DNS basics (TXT, CNAME, MX) and safe changes.
How to Create Your Organization's Cloudflare Account
Get your domain ready before setting up email services.
How to Transfer a Domain to Cloudflare
Move your domain registration to Cloudflare for simpler management.
Want Help Getting Set Up?
We can walk you through nonprofit verification, DNS setup, and user creation.