Set Groups for Business sharing options

This feature requires turning on Google Groups for Business.

As an administrator, you can set Google Groups for Business sharing options. These options determine if:

  • People outside your organization can view and participate in groups
  • People can create their own groups
  • Group managers can add external members to groups
Note: Group members can always manage their own group memberships. Depending on the group's settings, they can add themselves to groups and opt in or out of receiving messages in email.

Set sharing options for Groups for Business

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Apps and then G Suite and then Groups for Business.

    To see Apps, you might have to click More controls at the bottom.

  3. Click Sharing settings or Advanced settings.
  4. Select your preferences in the Sharing Options section. See below for details about each option.

Available sharing options

Outside this domain - access to groups

You have these options for controlling external access to your groups:

  • Public on the Internet: Anyone inside or outside your organization can view the list of groups in your Groups directory. People can do the following, depending on a group's settings:
    • View the group's information page, including its discussion archive
    • Manage their subscriptions to the group
    • Post messages to the group

    If you select Public on the Internet, the following option becomes available: Also grant this access to anyone on the Internet. This option appears on the "Create a new group" page in the Admin console and the Groups for Business service. For users, this option appears the Groups for Business service only if you also select the following sharing options:

    • Group owners can allow members outside this domain: Group owners can add members with external addresses to their groups. Owners can also allow people outside your organization to join their groups. If you later turn off this option, any external addresses already added to users' groups remain in those groups.
    • Group owners can allow incoming email from outside this domain: Group owners can allow people outside your organization to send email to their groups. If you select this option, a new option called Also allow anyone on the Internet to post messages becomes available. This option appears under Team, on the "Create a new group" page and is always available to administrators.
  • Private: Your Groups service is restricted to users in your organization. However, if any groups already have external members, those members can still send email to their groups.
Default View Topics permission

For groups created with Groups for Business, you can set the default for who can view topics. Group owners and managers can keep or change the default view permission you set.

Note: This setting is not available for Admin console groups and groups created through Cloud Directory APIs.

Choose one of the following options:

  • Owners only: Only people with the owner role can view the group’s topics.
  • Owners and managers: Only people with owner or manager roles can view the group’s topics.
  • All members of the group: Anyone with the member role can view the group’s topics.
  • All users in the domain: Anyone in your domain can view the group’s topics, regardless of whether they're group members.*
  • Anyone on the Internet: Anyone can view the group’s topics, including people outside your organization.**

* If you change the Outside this domain - access to groups setting from Public to Private, the Default view topics permission setting automatically changes from Anyone on the Internet to All users in the domain.

** If you selected Private for the setting, Outside this domain - access to groups, this option is automatically turned off.

Creating groups

You have these options for creating groups:

  • Anyone on the Internet can create groups: Users in your organization, and anyone on the internet, can create groups using your Groups service. This setting applies only if Public on the Internet is selected for group access.
  • Anyone in this domain can create groups: Only users in your organization can create groups using your Groups service. If you later turn off this option, existing user-created groups remain active. Messages can still be sent to user-created groups.
  • Only domain admins can create groups: Any administrator for your organization can create groups. Users can't create their own groups, but they can access their My Groups page and your Groups directory to manage their group subscriptions.
  • Add a suffix to groups created by users: Automatically adds the text you specify to the address of any user-created groups. For example, if you specify the suffix "-user-created," and a user creates the group "training@altostrat.com," the actual group address is "training-user-created@altostrat.com." Selecting this option does not affect any groups that users have already created. Use this option to:
    • Identify user-created groups in the Groups list in the Admin console. We recommend using a hyphen at the beginning of the suffix to make it stand out clearly in the group addresses.
    • Ensure users don't create group addresses that you or other administrators might need to use, such as "all@your_domain.com".
Member & email access

You can require external users to join groups before they post messages.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Groups.

    To see Groups, you might have to click More controls at the bottom.

  3. Click the name of a group.
  4. In the Settings section, click Access settings.
  5. Under Access type, in the Publish posts section:
    1. Check the boxes for Group Owners, Group Managers, and Group Members.
    2. Uncheck the boxes for Entire Organization and External.
  6. Turn on Allow members outside your organization

    Note: Administrators can always add outside members to groups using the Admin console. 
  7. Click Save
Group visibility

Visibility settings control how groups appear in the Groups directory. As an administrator, however, you can select the default settings for new groups.

Note: Group members can always see the groups they belong to in the Groups directory, and group owners can change the visibility settings for their own groups.  

  • Group owners can hide their groups from the groups directory: Let group owners restrict group visibility. When this is selected, only group members can view the group in the Groups directory.
  • Hide newly created groups from the groups directory: Automatically restricts new groups visibility to members only. Group owners can override this setting.
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