Introduction

Managing email efficiently is crucial for businesses. In this guide, we will walk through the process of configuring split email delivery, where some email accounts remain on an external hosting provider (e.g., FastComet), while selected accounts are hosted on Google Workspace.

This approach can reduce costs by keeping standard accounts on external hosting while ensuring key personnel benefit from Google Workspace features like Gmail, Google Drive, and Calendar.

Use Case

In our example setup:

• Developers keep their email accounts on external hosting (Zenbox.pl).
• Project Managers migrate to Google Workspace to leverage its advanced collaboration tools.

Prerequisites

• Estimated time: 30 minutes (DNS record propagation may take several hours).
• Access to your domain’s DNS management panel.
• Admin access to Google Workspace Console.

Configuring Email Accounts**

Before setting up routing, ensure your email accounts are structured properly.

External Hosting (Zenbox)

• [email protected]
• [email protected]
• [email protected]

Google Workspace**

• [email protected]
• [email protected]

Configuring Routing in Google Workspace

Follow these steps to enable split delivery:

1. Log in to Google Workspace Admin Console.
2. Navigate to Apps → Google Workspace → Gmail → Hosts.
3. Click ADD ROUTE and fill in the required details:

• Name: Choose an intuitive name.
• Instead of Single host, select Multiple hosts.
• Enter the MX addresses of your external hosting provider (find them in the hosting documentation or search for yourhosting.com MX addresses).
• Set Port to 25.
• Note: Port 25 is traditionally associated with unencrypted connections, but in this case, the connection remains fully encrypted.
• Set Load to 100% for each host.
• Ensure all checkboxes are selected.
• Test the connection using "Test TLS connection".

4. Go back to Settings for Gmail.
5. Select Default routing → Click CONFIGURE.
6. Choose All recipients.
7. Enable Change the route and select the route created earlier.
8. Ensure Perform this action only on non-recognized addresses is selected.
9. Save the configuration.

How It Works

With this setup, Google Workspace will first check if an email address exists within Google’s system:

• If it exists, the email remains within Google Workspace.
• If it does not exist, the email is routed to the external hosting provider.
• Google’s anti-spam algorithms still process all incoming emails before forwarding them.

Configuring DNS Records

DNS records must be properly set to ensure smooth email routing.

Updating MX Records

1. Access your DNS management panel (e.g., Cloudflare).
2. Filter for MX records.
3. Update your MX records as follows:

Note: The external hosting MX records should have a higher priority number (lower actual priority). Some hosting providers disable email services if MX records are missing.

Configuring SPF Record (Sender Policy Framework)

1. Add a TXT record in your DNS settings:

2. Replace _spf.zenbox.pl with the SPF record recommended by your external hosting provider (check their documentation).

Testing the Configuration

After completing the setup:

• Test sending and receiving emails on both Google Workspace and external hosting.
• DNS record propagation can take up to 24 hours, but typically updates occur within 2-3 hours.

Conclusion

By implementing split delivery, you achieve a cost-effective and flexible email system, leveraging Google Workspace for key personnel while keeping regular accounts on an external provider. This ensures seamless email communication without unnecessary costs.