Hands-On Tech 236: Switching Your Work Email to Gmail

Host: Micah Sargent
Date: October 5, 2025

Episode Overview

In this episode of Hands-On Tech, host Micah Sargent tackles a question relevant to countless business owners: How do you properly migrate your work email from a provider like Bluehost to Gmail, specifically Google Workspace, while preserving professionalism and deliverability? Responding to a listener question, Micah offers a comprehensive, step-by-step guide—emphasizing best practices, common pitfalls, and the underlying reasons why using Google Workspace (rather than a personal Gmail account) is vital for business email.

Key Discussion Points and Insights

1. The Problem: Spam and Deliverability Issues

• Steve writes in about his girlfriend, whose business domain email (hosted with Bluehost) keeps landing in clients’ spam folders, a serious issue many entrepreneurs face.
• Fundamental cause: Certain email providers' servers (like Bluehost’s) may be flagged as spam, especially by Gmail, due to reputation and volume of flagged emails ([04:00]).

  “There are certain mail servers on the web that are more blessed than others. Gmail, being a reputable mail server...is a step ahead than some of the other options...”
  — Micah Sargent ([04:27])

2. Solution: Use Google Workspace (Not Free Gmail)

• Micah stresses don’t just forward email to a free Gmail account. For business, you want to send and receive as your_domain.com from Google’s trusted servers.

  “If your girlfriend is a business owner and is paying Bluehost, then let’s keep this investment going...use Google Workspace, formerly G Suite.”
  — Micah ([05:05])

• Free Gmail forwards might still get flagged as spam, as replies originate from untrusted servers.
• Google Workspace ($7/mo for starter) lets you send and receive as your business domain within Gmail, delivering professional presentation and maximum deliverability ([05:50]).

3. Step-by-Step Migration Guide

Step 1: Sign Up for Google Workspace ([06:00])

• Go to the Google Workspace website and choose the right plan (Starter/Business).
• Enter your existing custom domain (e.g., kiwifruit.com, as in the example).
• Verify ownership of the domain by placing a Google-provided TXT record in your Bluehost DNS settings.

  “Google actually provides a step by step wizard so you can log into your Bluehost account...and you just copy and paste that text.”
  — Micah ([07:45])

Step 2: Migrate Existing Email ([09:32])

• Use Google Workspace’s built-in data migration tool.
• Select IMAP as the migration type (Bluehost email is IMAP).
• Enter Bluehost email address and server credentials.
• The migration works in the background; you can keep using your old email until it's complete.

  “No need for business lost because you can continue to use your Bluehost email as normal. This is going to happen in the background...”
  — Micah ([10:15])

Step 3: Update DNS/MX Records ([12:12])

• After migration, log into Bluehost.
• Remove old MX records (pointing to Bluehost).
• Add new MX records, as specified by Google (generally 5 records with google.com endpoints).

  “You are paying for this service, so if you run into issues, Google is much more likely to provide support because you’re paying for it. It’s different for people using the free accounts...”
  — Micah ([13:40])

Step 4: Go Live and Verify ([15:00])

• Wait for DNS propagation; emails will instantly reroute to Gmail once MX records update.
• No limbo: emails go to either old or new, never lost in between ([14:38]).

Step 5: Business as Usual in Google Workspace Gmail ([15:40])

• Log into Gmail with your custom domain address.
• All old emails will be present; new ones land in Google Workspace.
• Outgoing emails benefit from Google’s “blessed” deliverability.

Additional Insights & Alternatives

• Fastmail is another reputable paid email provider—a good alternative to Google Workspace ([16:38]).
• Tax Tip: Google Workspace subscription likely deductible as a business expense (consult a CPA!) ([17:25]).
• The process is common across small businesses, especially those who started with “domain + email bundle” deals from web hosts.

  “This is a situation that is common to a lot of people who have small businesses...I understand—this is the way to solve it.”
  — Micah ([16:10])

Memorable Quotes & Moments

• On Not Using Free Gmail:

  “Don’t do the free. I’m telling you, if you run into any issues, it’s not going to be the same as having paid for it.”
  — Micah ([13:27])

• On the Importance of Listener Questions:

  “Never feel ashamed or worried or concerned that your question is silly or not worth answering. I love them all.”
  — Micah ([18:04])

• Anecdote on Problem Solving:
  Micah shares a quick story about troubleshooting Zoom reverb feedback—illustrating why specific, practical advice is universally helpful ([17:45]).

Timestamps for Key Segments

• [02:20] — Question introduction & setup
• [04:00] — Why emails go to spam; importance of reputable mail servers
• [05:05] — Why you need Google Workspace, not just Gmail
• [06:00] — Signing up for Google Workspace, domain verification
• [09:32] — Migrating old emails with Google’s Data Migration tool
• [12:12] — Switching DNS/MX records
• [15:40] — Everything working in new Gmail/Workspace
• [16:38] — Mention of Fastmail as an alternative
• [17:25] — Tax advice about Workspace as a deductible expense
• [18:04] — Final encouragement and wrap-up

Conclusion

This episode delivers a highly practical walkthrough for any small business owner seeking to migrate their branded email to Gmail using Google Workspace. Micah’s advice is clear, actionable, and tailored for non-technical listeners, peppered with encouragement and real-world context. The emphasis on using a paid, reputable provider like Google Workspace (over “free” workarounds) is especially relevant for listeners who care about professionalism, deliverability, and support.