How to Use Google Workspace Email Settings With Another Email Service Provider (Non-Gmail Mailbox)

Quick and easy-to-follow guide for Google Workspace administrators

What is the non-Gmail mailbox setting

  • If you use another email service and would like to disable Gmail mailboxes in Google Workspace, you can route all emails to the other service by configuring the Non-Gmail mailbox setting.
  • This setting also allows you to let users manage spam via the Message Center and receive quarantine summary reports for spam messages.

When to enable the non-Gmail mailbox setting

  • Set this up if you have another mail service and don’t want to receive mail at Google but still want to use Google Workspace email settings such as filtering.

Before you enable the non-Gmail mailbox setting

  • Please note that Gmail users will lose all access to Gmail, and all messages older than 30 days will be permanently deleted.

How to configure the non-Gmail mailbox setting step-by-step with images

Step 1

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 1

In the Admin console at https://admin.google.com, click the Apps icon.

Step 2

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 2

Select Google Workspace.

Step 3

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 3

Click Gmail. Make sure not to check the box to the left; just click the service.

Step 4

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 4

Select Routing.

Step 5

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 5

Under Organizational Units, select the OU with the users whose settings you want to update. The same updates will apply to all sub-OUs under the OU you choose.

By default, if you don’t select an OU, you will add your setting to the top OU, named after your domain. This way, you will apply changes to all users in your account. This is generally recommended in this case.

If you’re not familiar with OUs, click here.

Step 6

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 6

Find the Non-Gmail mailbox setting and click the CONFIGURE button.

Step 7

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 7

Note the following message: “Gmail users will lose all access to Gmail, and all messages older than 30 days will be permanently deleted.

Use the Non-Gmail mailbox setting only for users whose mailboxes are located on an on-premise/non-Gmail mail server.“

Click OK to continue.

Step 8

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 8

First, give the setting a name on top. Set it to ‘Re-routing to my other mail server’ so you will know what it’s for.

Next under 1. Mail server, choose your other mail server, already added under Hosts as shown here.

Step 9

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 9

Message Center – check the square to allow users to log in to Message Center. To access the Message Center, users must go to http://email-quarantine.google.com/messagecenter with their Google Workspace username and password. 

Once they’re in, users can see all emails identified as spam and choose whether or not to mark them as safe for delivery and receive them or reject them instead. 

Emails are removed from the Message Center after 30 days, and you cannot modify this. 

Users can also add approved contacts to ensure they’ll never be marked as spam in the future.

Step 10

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 10

3. Quarantine Summaries – check to enable periodic quarantine summaries. When enabled, you also get to specify the approximate delivery time of the summaries and on which days of the week users will receive them.

Step 11

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 11

4. Options – check to allow users to report spam.

Click SAVE. 

Step 12

How To Apply Google Workspace Email Settings To Another Email Service Provider (Non-Gmail Mailbox) - Step 12

This is an example of what it looks like in the settings list. You can come back to this page at any time and click Edit to update the setting, Disable to turn it off temporarily or Delete to remove it permanently.

Please note that it may take up to 24 hours to start working.

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