Set sharing options

This feature requires turning on Google Groups for Business.

When using Google Groups for Business, you can set sharing options that determine:

  • Whether people outside your domain can access your groups service
  • What users can do with the service, such as whether they can create their own groups, allow their groups to receive external messages, or add external members
Note: Users can always manage their own group memberships. They can remove themselves from any groups they are a member of, and depending on the group's settings, add themselves to a group.

To set sharing options for Groups for Business:

  1. Sign in to the Google Admin console.
  2. From the dashboard, go to Apps > Google Apps > Groups for Business.
  3. Click Sharing settings or Advanced settings.
  4. Select your preferences in the Sharing Options section.

The following sharing options are available:

Outside this domain - access to groups

This sets the highest level of access to your groups for users outside your domain:

  • Public on the Internet: Anyone inside or outside your domain can access your Groups service and view the list of groups in your Groups directory. They may also be able to do the following, depending on a group's access 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 this option, a new access setting called Also grant this access to anyone on the Internet becomes available on the "Create a new group" page in the Admin console and the Groups for Business service for administrators. For users, this option becomes available in the Groups for Business service only if you also select the following additional sharing options:

    • Group owners can allow members outside this domain
    • Group owners can allow incoming email from outside this domain

     

  • Private: Access to your Groups service is restricted to users in your domain. However, if any groups already have external members, those members can still send email to their groups.
Creating groups
  • Anyone on the Internet can create groups: Both users in your domain and anyone on the Internet can create their own 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 domain can create groups using your Groups service. If you later disable this option, user-created groups remain active—that is, messages can still be sent to these groups.

  • Only domain admins can create groups: Any Google Apps administrator for your domain can create groups. Users can't create their own groups, but they can still 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:
    • More easily identify user-created groups in the Groups list in your Admin console (we recommend you use a hyphen at the beginning of your suffix to make it stand out clearly in the group addresses).
    • Ensure that users don't create group addresses that you or other administrators might need to use, such as "all@your_domain.com".
Member & email access
  • Group owners can allow members outside this domain: Group owners can add external addresses to their groups. They can also allow people outside your domain to join their groups. If you later disable 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 domain to send email to their groups. If you select this option, a new access setting called Also allow anyone on the Internet to post messages becomes available under Team, the on the "Create a new group" page. (This option is always available to administrators.)

    If you or a user creates a group that allows people outside your domain to send messages to the group, you can edit the group's settings to specify whether an external sender must also be a member of a group:

    1. On the groups page in your Groups for Business service, click Group settings > Access.
    2. Under Who can post messages select Members only.
Group visibility
  • Group owners can hide their groups from the groups directory: Gives group owners the option to prevent their groups from being listed in your domain's Groups directory.

  • Hide newly created groups from the groups directory: Automatically hides any new groups that users create from your domain's Groups directory. Group owners can still override this setting and show their groups in the Groups directory.
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