Manage your groups

View or edit group details

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

As an administrator, you can view information about all your organization's groups in the Admin console. This information includes group names, email addresses, descriptions, aliases, members, and access settings. Learn more about the Admin console.

If Groups for Business is on, you can also view and edit group details in the Groups UI.


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Group name, email, description, alias, & settings

Rename a group in 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. Click the name of a group.
  4. On the left, click Rename Group.
  5. Enter a new name.
  6. Click Save.
Change a group's email address, description, or alias in 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. Click the name of a group.
  4. Click Group information.
  5. To edit group information, click Edit Edit in the upper right across from Group details or Aliases. Learn more about editing email aliases
Change group settings in Groups 

This feature requires turning on Google Groups for Business.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settings.
  4. At the top right, next to Advanced, click Turn on "".
  5. Enter information and choose settings for the group. Settings reference.
  6. Click Save changes.

Settings reference

General | Member privacy | Posting policies | Email options | Member moderation

General

Setting 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.

Welcome message Enter, edit, or delete a welcome message for your group. See Add or edit a group's welcome message
Enable additional Google Groups features Select the option to make the group a Collaborative Inbox. See Turn on Collaborative Inbox features.
Shared labels Check the box to turn on the ability to label conversations for easier organization and search. See Create and use labels.
Who can see 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:

  • Invited users only—People have to be invited to join the group. They can’t add themselves directly or ask to join.
  • Organization users only—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.
  • Organization users 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. 
  • Organization users can join, anyone on the web can ask—People in your organization can add themselves to the group, and anyone on the web can ask to be added to the group. This option appears only if you’re signed in to a work or school account and your administrator has set the option to allow group owners to allow external members.
  • Anyone on the web 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 on the web 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.
Allow external members

Choose whether to allow people outside of your organization to become group members.

This option appears only for groups you create from a work or school account, and only if your administrator enables the option that group owners can 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. 
Group content classification

Select whether the group content is suitable for everyone or adults only. If you choose adults only, you can’t change this later.

This option appears only for groups you create in the public googlegroups.com domain.

Member privacy

Setting Description
Identification required for new members

Form of identity required for new members. 

If you select the display name option, check the Display names must be unique box to prevent multiple members from using the same identity.

Who can contact group owners Select which users can contact members with the owner role in the group.
Who can view member email addresses Select which users can view the email addresses of group members.

Posting policies

Setting Description
Allow Email Posting

Check this box to let people post messages to the group. If you uncheck this box, people can't send messages to the group using the group's email address.

Allow web posting Check this box to let people send messages to the group using the Groups interface (groups.google.com).
Conversation history
You can turn on conversation history so that members can view posts in Google Groups anytime. 

You can turn the feature on or off for each group.

  • On—Members who choose to get email updates can read and respond to posts using Google Groups online, email, or both. If they opt out of email updates, they can access posts online.
  • Off—Group members can access old posts (those added to the history before the feature was turned off) online. New posts aren’t included in the history. Group members who get email updates can read and reply to them through email. Users who opt out of email updates can access existing posts but can’t see new posts.

If you have the legacy free edition of G Suite, upgrade to G Suite Basic to get this feature. 

Who can reply privately to authors Select which users can privately reply to authors instead of the whole group.
Who can attach files Select which users can attach files, such as documents or photos.
Who can moderate content Select which users can approve, block, and delete messages in the group.
Who can moderate metadata Select which users can use Collaborative Inbox features.
Who can post as group Select which users can post messages from the group's email address instead of their own email address.

Default sender

Select the default address for messages sent from the group:

  • Author's address—Best for discussion groups.
  • Group address—Best for groups where many people are responding on behalf of the group, such as product support groups.
Message moderation

Choose whether to review and approve messages before sending them to the group:

  • No moderation—Post messages as they are received without reviewing them.
  • Moderate messages from non-members—Review and approve messages from non-members before sending them to the group.
  • Moderate all messages—Review and approve all messages before sending them to the group.

Learn how to moderate messages.

New member restrictions

Choose the initial posting privileges for members when you add them to the group:

  • No posting restriction for new members—Let new members send messages to the group without requiring moderation.
  • New member posts are moderated—Review and approve messages sent by new members before posting them to the group.
  • New members cannot post—Prevent new members from sending messages to the group.

You can change these settings at any time for a given member.

Spam message handling

Choose how to handle messages sent to the group when the system marks them as spam:

  • Reject all messages marked as spam—Choose this if you don't want any messages marked as spam to be delivered to the group. This is the tightest level control for spam. Some legitimate messages might be marked as spam and rejected.
  • Moderate and notify content moderators—Choose this to send messages marked as spam for review and notify content moderators.
  • Moderate without notifying content moderators—Choose this to send messages marked as spam for review without notifying content moderators.
  • Post suspicious messages to the group—Choose this if you want messages marked as spam to be delivered to the group. 
Rejected message notification Choose whether to notify senders when messages are rejected instead of being delivered to the group.

Email options

Setting Description
Subject prefix

To identify email from a group, you can automatically add a prefix to the subject line of group messages. 

Email footer

Choose what appears in the footer of group email messages:

  • Include the standard Groups footer—Includes a link to the message on groups.google.com and subscription settings, if applicable. You must have access to Groups on the web to view the message from the link.
  • Include a custom footer—Text you specify, such as legal notices and information about your organization. There is a 1,000-character limit, and you can add text only.
Group email language Enter the language to be used for system-generated information such as notifications and email footers.
Auto replies

Check the boxes to send automatic replies to incoming messages from group members or non-members inside or outside your organization.

This option appears only if you’re signed in to a work or school account.

Post replies to

Select where replies to group posts are sent:

  • All group members
  • Group managers only
  • Group owners only
  • The author of the original message only
  • A recipient that the sender chooses
  • A custom address you specify
Conversation mode

Select whether to turn conversation mode on or off. Conversation mode determines what happens to new messages that share the exact same subject as an existing thread that has recent activity but aren’t sent as replies to that thread.

When conversation mode is on, these types of messages are added to the thread as a reply. When this mode is off, these messages generate a new thread.

If you turn conversation mode off, any messages already in a thread remain unchanged. Only new messages are affected.

Member moderation

Setting Description
Who can manage members Select who can add or remove members.
Who can modify custom roles Select who can change permissions for group roles.
Custom roles Create and edit custom roles for your group. See Create a custom role.

Add or change a group’s welcome message

This feature requires turning on Google Groups for Business.

Welcome messages appear below the group name on the group’s conversation list.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settingsand thenGeneral.
  4. In the Welcome message field, enter, edit, or delete your message text.
  5. Click Save changes.

Manage members

Add members to groups

Using Groups

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. At the top, click Add members.
  5. Enter the email addresses of the people to invite.
  6. (Optional) To add a welcome message to the email notification for new members, enter a message.

  7. Click Add members.

Using the Admin console

Note: To add a service account to a group, see either:

  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 Users.
  3. In the Users list, find the user. If you need help, see Find a user account.
  4. Click the user’s name to open their account page.
  5. Click Groups.
    Add Groups
  6. Click Add "".
  7. Search for a group by entering the first few characters of its name or email address. When you see the group you want, select it.
  8. (Optional) To add the user to an additional group (or groups), search for and select the group.
  9. When you finish selecting groups, click Add.
  10. (Optional) To change a member role in a group, do the following:
    • Under Role, click the Down arrow""and thenselect the new role.
    • Click Save.
Remove members from a group

Using Groups

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. Next to the member's name, check the box.
  5. Above the member list, click Remove member ""and thenOK.

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. Click the name of a groupand thenMembers.
  4. Point to the member that you want to remove and click Remove.
  5. Click Remove Member to confirm.
Change a member’s role

Using Groups

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. Choose an option:
    • To change a single user's role: In the entry for that user, under Role, click the displayed roleand thenselect a new role.
    • To change multiple users to the same new role:
      1. Next to each member's name, check the box.
      2. Above the member list, click Change role ""and thenselect the new role.

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. Click the name of a groupand thenMembers.
  4. (Optional) To filter the list of members, at the top, click Add a filter and select a filter. Enter text to search and click Apply to filter further.
  5. Under Role for the user you want to change, click the Down arrow ""and thento select the new role.
  6. If you want to change the role for any other users, repeat the steps.
  7. Click Save.
Change access type settings

A group’s access type settings determine which permissions apply to each group role—that is owners, managers, and members. 

Using Groups

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settings.
  4. Access type settings are indicated by any setting that displays a horizontal bar with any or all of the following options: Group owners, Group managers, Group members, Entire organization, or Anyone on the web.
    The options displayed are determined by your organization’s administrator.
    To change the access type, click the circle above the role you want.

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. Click the name of a group.
  4. Click Settings to review the settings for group members.
  5. Change the settings for roles as needed.
  6. Click Save.

Change access settings in the Admin console

As an administrator, you can edit group access settings in the Admin console. Access settings control what group members can do in a group, based on their role and your organization's sharing options.

  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. Click the name of a group.
  4. Click Settings to review the settings for group members.
  5. Scroll down on the page to see who can join the group and whether external members are allowed. 
  6. In the upper right corner of the Access type section, click Edit "".
  7. In the Access type section, click the table cells to change access settings. If the settings have been customized, click one of the other options at the top of the page to see preconfigured settings, such as Public and Restricted. 

    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.

     

    • To remove access, click cells that have check marks.
    • To add access, click cells that are empty.
    • Light-shaded cells can't be changed.
    • Dark-shaded cells can be changed.
  8. Click Save.

Find all the groups you own or manage

This feature requires turning on Google Groups for Business.

  1. Sign in to Google Groups.
  2. Click My groups.
  3. At the top, in the search field:

    1. If All groups and messages is displayed, click itand thenselect My groups.
    2. Click the search fieldand thenGroups I own/manage.

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