Google Workspace · Complete Setup Guide
Google Workspace is Google's enterprise office suite. It lets you send and receive mail with your own company domain, delivers reliably, and is the top choice for foreign trade outreach. It uses standard Gmail servers, and setup requires two roles working together:
| Who | What | Required |
|---|---|---|
| Admin | Allow users to enable 2-Step Verification in the admin console (one-time) | Yes |
| You (user) | Enable 2-Step Verification → generate a 16-digit app-specific password | Yes |
→ When binding, fill the password field with the app-specific password (not your Google main account password).
Unlike personal Gmail, the 2-Step Verification toggle in enterprise Google Workspace is centrally controlled by the company admin:
- If the admin has not authorized it → you (the user) won't even see the 2-Step Verification option, and can't generate an app password
- After the admin authorizes it → you can enable 2-Step Verification and generate an app password
Tip: if you are the admin yourself, perform both the admin and user steps below.
Google has fully deprecated "Less Secure Apps" (the legacy direct main-password login). Third-party clients must use an app-specific password — there is no shortcut.
1. Server Parameters
Google Workspace uses standard Gmail servers:
| Protocol | Use | Server | SSL Port |
|---|---|---|---|
| IMAP | Receive | imap.gmail.com | 993 |
| SMTP | Send | smtp.gmail.com | 465 (SSL) or 587 (STARTTLS) |
Encryption: SSL / TLS
Google services require a stable network environment to access from mainland China. Good news: Laifaxin has overseas send/receive nodes — once your mailbox is bound, daily send/receive is proxied by Laifaxin, so it stays reliable.
2. Admin: Authorize in the Console (Role 1)
The enterprise admin first goes to the Google Workspace admin console and grants users permission to enable 2-Step Verification.
Steps:
- Log in to the admin console at admin.google.com
- Go to Security → Authentication → 2-Step Verification
- Check Allow users to turn on 2-Step Verification
- Set Enforcement to Off (give users flexibility to enable it themselves)
- Click Save
3. User: Generate the App-Specific Password (Role 2)
After the admin authorizes, the mailbox user completes the following 2 steps.
3.1 Enable 2-Step Verification on Your Account
- Log in to myaccount.google.com
- Open the Security tab → click 2-Step Verification
- Click Get Started, follow the prompts to bind your phone number and complete verification
Once verified, click Turn On to officially enable 2-Step Verification:
3.2 Generate a 16-Digit App-Specific Password
- Visit the app passwords page at myaccount.google.com/apppasswords
- Under Select app, choose Mail
- Under Select device, choose Windows Computer
- Click Generate
Google recently updated the app passwords page — if you only see a single "App name" input field (without the two dropdowns above), just type a name (e.g. Laifaxin) and click Create. Same effect.
The system generates a 16-digit app password → copy it immediately (without spaces):
Once you close the popup, you cannot view it again — only revoke and regenerate. Paste it into Laifaxin right away, or save to a password manager first.
4. Bind in Laifaxin
Go to Laifaxin email account and add the Google Workspace mailbox:
| Field | What to enter |
|---|---|
| Email address | Full enterprise email, e.g. yourname@yourcompany.com |
| Password | Paste the 16-digit app password (no spaces, NOT the main password!) |
| IMAP server | imap.gmail.com · Port 993 · SSL |
| SMTP server | smtp.gmail.com · Port 465 · SSL |
Once verified, the mailbox status shows Normal — binding successful:
After binding, turn on mail sync + notifications (see Check New Emails).
Pitfall Summary
| Pitfall | Consequence | How to avoid |
|---|---|---|
| User can't find "2-Step Verification" option | Can't generate app password | Admin must do section 2 first — authorize users to enable 2FA in the console |
| Binding with Google main password | Authentication failed | Google has deprecated direct main-password login; must use app-specific password |
| Pasted password with spaces | Binding fails | Remove all spaces from the 16-digit password before pasting |
| Closed popup without copying | Password lost (shown only once) | Go back to apppasswords, revoke the old one, generate a new one |
| Wrong server entered | Send/receive fails | Use standard Gmail: imap.gmail.com / smtp.gmail.com |
| Using enterprise mailbox for bulk sending | Company domain goes to spam, hurts the whole org | Use a quality channel for bulk; reserve the enterprise mailbox for 1-on-1 |
FAQ
Q1 · Why are there separate "admin" and "user" roles?
Google Workspace is an enterprise service that uses tiered management:
| Role | Responsibility |
|---|---|
| Admin | Sets company-wide security policies — e.g. whether users may use 2-Step Verification |
| User | Configures their own account within what the admin allows |
→ If the admin doesn't open the gate, the user won't even see the entry to 2-Step Verification. If you are the admin yourself, perform both roles.
Q2 · What's the difference between the app-specific password and the main account password?
| Dimension | Main account password | App-specific password |
|---|---|---|
| Purpose | Log in to all Google web services | Authorize a specific third-party app to send/receive mail |
| Permissions | Highest (can change account settings) | Limited (send/receive mail only) |
| Leak risk | Full account compromised | Only that app affected, can be revoked individually |
| Viewable multiple times | Always available | Shown only once |
Q3 · Can I skip the app password and just use the main password?
No. Google previously had a "Less Secure Apps" option allowing direct main-password login, but it has been fully deprecated. Third-party clients now have only one path to log in to Google Workspace: 2-Step Verification + app-specific password.
Q4 · What if I forget / lose the app password?
It cannot be recovered. Revoke and regenerate:
- Visit myaccount.google.com/apppasswords
- Delete the old app password entry
- Generate a new one → re-bind in Laifaxin
Q5 · Is Google Workspace suitable for foreign trade?
Strongly recommended. Google Workspace is one of the top mailbox choices for foreign trade outreach:
- High overseas delivery rate, emails rarely land in spam
- High trust from global customers toward Google
- SPF / DKIM / DMARC supported, domain reputation is controllable
But bulk sending should still go through a quality channel — sending bulk directly from the enterprise mailbox damages the company domain reputation.
Q6 · How many emails can I send per day? How to warm up?
Google Workspace single account daily send cap is around 2000 emails (varies by plan), but outreach should not run at the cap:
| Stage | Daily send | Notes |
|---|---|---|
| Week 1 (newly bound) | Start at 50 | 5–10 min interval |
| Weeks 2–4 | 100–300 | Watch bounce rate (keep ≤ 3%) |
| Stable phase | Up to plan cap, but don't max it out | Bulk sends via quality channel |
Learning Suggestions
| Stage | Suggestion |
|---|---|
| Confirm admin authorization first | If you're the admin, enable it yourself; otherwise, ask company IT |
| Enable 2-Step Verification | Enable on the user account, bind phone number |
| Generate app password | Generate on the apppasswords page (both old and new UIs are covered in section 3) |
| Remove spaces before pasting | Strip all spaces from the 16-digit password after copying |
| Use Laifaxin features | After binding, explore Email Tracking / Templates / Smart Follow-up |
| Use a quality channel for bulk | For mass sends, don't send directly from the enterprise mailbox — use the quality channel |
Related Features
| Topic | Link | Description |
|---|---|---|
| Enterprise Mailbox Overview | 200-qiyeyouxiang-enterprise-mailbox | Quick reference for 7 major enterprise mailboxes |
| Personal Gmail | 101-guge-gmailyouxiang-google-personal-email | Personal Gmail — user-side flow is identical |
| Email Account Setup | email-account | Binding flow + error code troubleshooting |
| Check New Emails | check-new-emails | Turn on sync after binding |
| Bulk Sending | email-mass-sending | Use a quality channel for mass sends |
Scroll to the bottom of this page and scan the support WeChat QR code (in the footer) for 1-on-1 help — real-time during business hours, replied first thing the next morning otherwise.
About Google Workspace
What is Google Workspace?
Google Workspace (formerly G Suite) is Google's enterprise-grade cloud office suite, including enterprise mail (Gmail for Business), Drive, Docs, Calendar, Meet, and more. Companies register with their own domain, and the admin assigns each employee a @yourcompany.com account. Offers a 14-day free trial.
Highlights:
| Highlight | Description |
|---|---|
| High overseas delivery | Built on Gmail infrastructure, trusted globally by mail providers |
| Enterprise-grade security | Enforced 2-Step Verification + app-specific password + centralized admin control |
| Ecosystem integration | Mail, Drive, Docs, Calendar all integrated |
| Controllable domain reputation | SPF / DKIM / DMARC support to improve deliverability |
Why is Google Workspace the top pick for foreign trade?
- High trust from overseas customers: European and US customers accept Google-domain mail well
- Excellent deliverability: Less likely to be flagged as spam, an advantage over domestic mailboxes
- Professional image:
@yourcompany.com+ Google infrastructure = a legitimate company impression
→ For foreign trade teams targeting Europe and North America, Google Workspace is one of the top enterprise mailbox choices.
Google Workspace vs. Personal Gmail
| Dimension | Google Workspace | Personal Gmail |
|---|---|---|
| Email suffix | @yourcompany.com (own domain) | @gmail.com |
| 2FA toggle | Centrally controlled by admin | User toggles it themselves |
| Admin features | Admin console, account recovery, security policies | None |
| Price | Paid (per user) | Free |
| Foreign trade professionalism | High | Medium |
→ In terms of setup flow, the enterprise version adds the "admin authorization" step, while the user-side "enable 2FA + generate app password" is identical to personal Gmail.
Google Workspace Setup Summary
- Admin: Admin console → allow users to enable 2-Step Verification
- User: Enable 2-Step Verification on the account (bind phone number)
- User: Generate the 16-digit app password on the apppasswords page
- Bind in Laifaxin: Email + app password + Gmail server parameters
Website: workspace.google.com
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