Manage your groups

Ways to create groups


This article is for administrators. To manage your own groups, visit the Google Groups help.

As a Groups administrator, you can create Google groups for your organization in the Google Admin console, the Groups API, or Google Cloud Directory Sync (GCDS). If you turn on Groups for Business you can also create groups for your organization in the Google Groups interface, groups.google.com.


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Where you create groups matters

Differences between groups created in each interface

Groups created in the Admin console, the Directory API, and Google Cloud Directory Sync can be used as any type of group.

Groups created in Google Groups (groups.google.com) can be used only as communication and collaboration groups.

The following table shows the types of groups you can create, where you create them, and whether they require Groups for Business.

Interface where you create groups in your organization Access & configuration groups Mailing-list-only groups Collaborative Inboxes (internal & external)
Admin console: Homeand thenGroups Yes Yes Yes. However, after you create these groups in the Admin console, you need to select the group type in Google Groups (groups.google.com). That interface is available only if Groups for Business is On.
Yes Yes Yes. However, to use the features in Google Groups (groups.google.com), Groups for Business must be On.
Google Groups, groups.google.com No Yes Yes. For groups inside your organization, Groups for Business must be On.
Groups in Google Cloud Platform Console No No Yes. For groups inside your organization, Groups for Business must be On.

How to create groups

Using the Admin console
  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.
  3. In the upper left corner, click Create group.
  4. Enter the following information, then click Next:
     
    Setting Description
    Name
    Name that identifies the group in lists and messages. Use these guidelines:
    • Names can be up to 73 characters long.
    • Use names that make it easy to identify the group’s purpose.

     

     

    Description

    Purpose of the group or how it's used. The information appears on the group’s About page. You could include information about group members, group content, an FAQ, links to related groups, and so on.

    Group email

    ​Email address used for the group. If more than one domain is displayed, select the appropriate domain from the list. Email addresses can be up to 63 characters long. This limit doesn't include the domain portion of the address, such as @gmail.com.

    Some words are reserved and can't be used as email addresses. For details, review Words that can't be used in email addresses and if you create the group at groups.google.com, review Understand reserved words.

    If you're creating your group in a work or school account, your email address might include a suffix, such as -user-created. For example, if your group name is training, the actual email address might be training-user-created@your_domain.

    Group owner(s) (Optional) Search for the name or email address of users who will have the owner role for this group.
  5. Choose settings for group members with owner, manager, and member roles. Then choose whether the group is open to the entire organization and people outside the organization (external users):

    Setting

    Description

    Access type

    Select a preconfigured access type or choose settings manually:

    • Public—Open to anyone in your organization. Depending on your settings, it can also be open to people outside your organization. Groups with the Public setting might get more spam messages. Malicious senders often send spam to email addresses they find on public websites.
    • Team—Open to a specific team in your organization. Select this setting to create a group for a specific internal department or team.
    • Announcement only—Used to broadcast information to a group. For example, use this setting for a group that receives company news.
    • Restricted—A private group setting for employees who share private or sensitive information.
    • Custom—Shows that settings have been manually configured.

    Access settings

    Choose settings for each category of users. These settings form the basis of what people are allowed to do in the group. However, you can also set role-based permissions for the group in Google Groups, groups.google.com. Learn about group roles.

    Note: The External category includes anyone outside your organization. External people can be group members or non-members.

    • Contact owners—Who is allowed to email group owners directly.
    • View members—Who is allowed to view group members.
    • View conversations—Who is allowed to view conversations posted in the group. Non-members outside your organization (External) can only view conversations if Groups for Business sharing options are set to Public on the Internet.
    • Publish posts—Who is allowed to publish messages to the group. 

    Membership settings

    Choose whether group members who have the owner, manager, or member role can add people to the group directly, invite people to join the group, and approve requests to join the group.

    Who can join the group

    Choose how to add people to the group:

    • Anyone in the organization can ask—People in the organization must ask and then be approved before they can join the group
    • Anyone in the organization can join—People in the organization can add themselves to the group directly
    • Only invited users—People can join the group only if they’re invited 

    Allow members outside your organization

    Turn this setting off to prevent external people from being added to the group. Or turn the setting on to allow external people in the group.

    Note: If you’re an administrator for Google Groups, you can always add external people to groups in the Google Admin console, regardless of the external membership setting.

     

  6. Click Create Group.Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.

Next steps

Using Groups

This feature requires turning on Google Groups for Business.

  1. ​Sign in to Google Groups.
  2. In the upper left corner, click Create group.
  3. Enter information and choose settings for the group.
    Settings reference.
  4. Click Create group.

Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.


Settings reference

Group info

Option Description
Group name
Name that identifies the group in lists and messages. Use these guidelines:
  • Names can be up to 73 characters long.
  • Use names that make it easy to identify the group’s purpose.

 

 

Group email

​Email address used for the group. If more than one domain is displayed, select the appropriate domain from the list. Email addresses can be up to 63 characters long. This limit doesn't include the domain portion of the address, such as @gmail.com.

Some words are reserved and can't be used as email addresses. For details, review Words that can't be used in email addresses and if you create the group at groups.google.com, review Understand reserved words.

If you're creating your group in a work or school account, your email address might include a suffix, such as -user-created. For example, if your group name is training, the actual email address might be training-user-created@your_domain.

Group description

Purpose of the group or how it's used. The information appears on the group’s About page. You could include information about group members, group content, an FAQ, links to related groups, and so on.

Privacy settings

Option  Description
Who can search for group

Choose an option for who can find the group by searching for the group’s name, email address, or conversations:

  • Group members—If you’re signed in to a work or school account, this option appears only if your administrator has selected the option to allow group owners to hide groups from the directory.
  • Organization members—This option appears only if you’re signed in to a work or school account.
  • Anyone on the web—If you’re signed in to a work or school account, this option appears only if your administrator has selected the option to make groups public.
Who can join group

Choose an option:

  • Only invited users—People have to be invited to join the group. They can't add themselves directly or ask to join.
  • Anyone in the organization can ask—People in your organization can ask to be added to the group. This option appears only if you’re signed in to a work or school account.
  • Anyone in the organization can join—People in your organization can add themselves to the group. This option appears only if you’re signed in to a work or school account.
  • Anyone can ask—Anyone on the web can ask to be added to the group. If you’re signed in to a work or school account, this option appears only if your administrator has set the option to allow group owners to allow external members.
  • Anyone can join—Anyone on the web can add themselves to the group. If you’re signed in to a work or school account, this option appears only if your administrator has set the option to allow group owners to allow external members.
Who can view conversations Select who can see conversations posted to the group.
Who can post Select who can send messages to the group email address.
Who can view members Select who can view the group's member list. 

Adding members

Option Description
Group members The names or email addresses of people you want to add and assign the member role.
Everyone in a group has the member role. Any permissions that are set for the member role are automatically given to managers and owners.
Group managers The names or email addresses of people you want to add and assign the manager role. 

By default, managers can do everything that owners can do except:

  • Delete the group.
  • Make another member an owner.
  • Change an owner’s role to manager or member. 

Group owners can set any permission to owner-only, further limiting what managers can do. However, managers always have the ability to adjust group settings themselves.

A group can’t be a manager of another group.

Group owners The names or email addresses of people you want to add and assign the owner role.  

Members with the owner role have these permissions:

  • Send messages to the group.
  • Add or remove group members, including owners.
  • Change a member’s role (for example, from member to owner).
  • Change group settings.
  • Delete the group.
  • Export group memberships and messages.

You can assign the owner role to any group member. However, a group can’t have the owner role for another group.

Welcome message A message emailed to people when they're added to the group without being invited. This option is available only if Directly add members is on.
Invitation message A message sent to people in their email invitation to join the group. Invitees click a link in the invitation to join. This is available only if Directly add members is off.
Subscription

Preferences for receiving email from the group. Options include:

  • All email.
  • Digest.
  • Abridged.
  • None.

To receive abridged summaries or digests of a group’s messages, you must turn on conversation history for the group.

Directly add members

Whether to add members to the group directly, or invite members to join.

If you turn Directly add members on—Specified users are added to the group with the subscription settings you select. Members can change their subscription settings later.

If you turn Directly add members off—Specified users receive an email invitation to join the group. They're added to the group only after they accept the invitation.

In the Google Groups API or using GCDS
You can create a group using the Google Groups API or using tools that use the Directory API, such as Google Cloud Directory Sync (GCDS). Groups created using the API have the following default settings:
  • Group directory: Do not list this group in the directory
  • Join the group: Anyone in the organization can ask
  • Add members: Owners and managers of the group
  • Invite members: Owners and managers of the group
  • Allow new users not in {domain}: No
  • View members: Owners and managers of the group
  • View topics: All members of the group
  • Post: Anyone from your domain can post
  • Moderate messages: None

Groups created through the API can be edited in:

Using Groups in GCP Console (beta)

This feature requires turning on Google Groups for Business.

  1. Sign in to Google Cloud Platform.
  2. From the menu, select IAM & Adminand thenGroups.
  3. In the upper left, click Create.
  4. Enter info for the group and add members.
    Settings reference.
  5. Click Submit.

Learn more about groups creation and management in GCP Console.


Settings reference for Groups in GCP beta

Group info

Option Description
Group name
Name that identifies the group in lists and messages. Use these guidelines:
  • Names can be up to 73 characters long.
  • Use names that make it easy to identify the group’s purpose.

 

 

Group email address

This address is used as the main identifier of the group when setting IAM roles and permissions. The address can also be used to send emails to all the members of the group. Email addresses can be up to 63 characters long. This limit doesn’t include the domain portion of the address, such as @gmail.com.

Some words are reserved and can't be used as email addresses. For details, review Words that can't be used in email addresses and if you create the group at groups.google.com, review Understand reserved words.

If you're creating your group in a work or school account, your email address might include a suffix, such as -user-created. For example, if your group name is training, the actual email address might be training-user-created@your_domain.

Group description

Purpose of the group or how it's used. The information appears on the group’s About page. You could include information about group members, group content, an FAQ, links to related groups, and so on.

Privacy settings

New groups are created with the following defaults:

  • Groups are visible and searchable to the entire organization.
  • Only group members can view the member list.
  • Anyone in the organization can post and view the topics.

Adding members

Option Description
Group members The email addresses of people you want to add and assign the member role.
Group managers The email addresses of people you want to add and assign the manager role. 

By default, managers can do everything that owners can do except:

  • Delete the group.
  • Make another member an owner.
  • Change an owner’s role to manager or member. 

Group owners can set any permission to owner-only, further limiting what managers can do. However, managers always have the ability to adjust group settings themselves.

A group can’t be a manager of another group.

Group owners The email addresses of people you want to add and assign the owner role.  

Members with the owner role have these permissions:

  • Send messages to the group.
  • Add or remove group members, including owners.
  • Change a member’s role (for example, from member to owner).
  • Change group settings.
  • Delete the group.
  • Export group memberships and messages.

You can assign the owner role to any group member. However, a group can’t have the owner role for another group.

Using target audiences

Target audiences are groups that admins can create and recommend for specific users to share their items with. You can add them to users' sharing options for a Google service, such as Google Drive. Use target audiences to help users share items with appropriate teams rather than your entire organization.

You manage target audience separately from other types of groups. Learn more about target audiences.

Using recently created groups 

Sending group messages

Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.

Groups directory listings
It can take up to 24 hours for a new group to appear in your Groups directory, which all users can access. If you want to hide a group from the directory, you need to allow group owners to hide groups. Learn more about setting sharing options.
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