Manage your groups

Create Collaborative Inboxes


This article is for G Suite administrators. To manage your own groups, visit the Google Groups help.
This feature requires turning on Google Groups for Business and using classic Groups." "

Google Groups Collaborative Inboxes are groups that can be used as mailing lists and as online forums. In a Collaborative Inbox, members can also assign topics to each other for tracking.

Assigning topics is especially useful for technical support or customer service teams. For example, you could create a group with the address support@your-domain.com. You could then add your support staff as group members, and allow people outside your organization to send messages to the group. Your support staff would then receive customer messages and take any of the following actions:

  • Assign responsibility for topics to group members
  • Mark topics as resolved
  • Edit tags associated with topics
  • Filter topics according to tag, resolution status, or assignee

Step 1: Create a group

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.
    Requires having the Groups administrator privilege.
  3. In the upper left, click Create group.
  4. Enter the following information, then click Next:
     
    Setting Description
    Name
    A 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

    The purpose of the group or how it's used. You could include information about group members, group content, FAQs, links to related groups, and so on. This info appears on the group's About page.

    Group email

    The address used for sending email to all members of the group. If your organization's Google Account has multiple domains, 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. View 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):
     
  6. 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 topics—Who is allowed to view topics posted in the group. Non-members outside your organization (External) can only view topics 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: G Suite Groups administrators can always add external people to groups from the Admin console.

     

  7. 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.
Using new Groups

This feature requires turning on Google Groups for Business.

  1. ​Sign in to Google Groups.
  2. In the upper left, click Create group.
  3. Enter info 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.

Next step: Set the group type to Collaborative inbox


Settings reference for new Groups

Group info

Option Description
Group name
A 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

The address used for sending email to all members of the group. If your organization's Google Account has multiple domains, 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. View 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

The purpose of the group or how it's used. You could include information about group members, group content, FAQs, links to related groups, and so on. This info appears on the group's About page.

 

Privacy settings

Option  Description
Who can search the group Who can find the group by searching for the group's name, email address, or conversations. If you use Groups through work or school, the available options depend on the settings for your organization.
Who can join the group

How private the group is. Choose from these options:

  • 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 directly.
  • Organization users can ask—People can ask to be added to the group. They can't add themselves to the group directly.
Who can view conversations Select who you want to see conversations posted to the group.
Who can post Who has permission to send messages to the group email address.
Who can view members Who has permission to view group member email addresses. 

 

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 by default. In addition:

  • Permissions set for the member role are automatically given to all other roles
  • Permissions set for the member role are dimmed in the other roles because they're already applied
Group managers The names or email addresses of people you want to add and assign the manager role. By default, managers can do everything owners can do, except delete the group or make another member an owner. 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.  

The owner role has these default permissions:

  • Send messages to the group.
  • Add or remove group members, including owners.
  • Change member roles (for example, from member to owner).
  • Change group settings.
  • Delete the group.
  • Export group memberships and messages. Learn how to download group messages

Note: The owner role can be assigned 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  / Every new message: All messages emailed individually as they're posted to the group
  • Digest  /  Send daily summaries Up to 25 complete messages combined into single emails and delivered daily
  • Abridged  /  Combined updates: Summaries of up to 150 messages combined into single emails and delivered daily
  • None  /  Don't send email updates: No email messages from 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.

 

Using classic Groups

This feature requires turning on Google Groups for Business.

  1. ​Sign in to Google Groups.
  2. In the upper left, click Create group.
  3. Enter info 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 for classic Groups

Option Description
Group name
A 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

The address used for sending email to all members of the group. If your organization's Google Account has multiple domains, 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. View 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

The purpose of the group or how it's used. You could include information about group members, group content, FAQs, links to related groups, and so on. This info appears on the group's About page.

Group's primary language The email language is used for system-generated information sent to group members. This includes content in email digests and footers.The language used for system-generated messages to group members. These messages include notifications and footers.
Group type

Select the collaborative inbox group type.

Basic permissions

Permissions for:

  • Group visibility: Who can see the group's email address and description.
  • View Topics: Who can view topics in the group.
  • Post: Who can post messages to the group.
  • Join the Group: Who can join the group

Step 2: Turn on Collaborative Inbox features for the group

Using classic Groups

If you created your group in new Groups or in the Admin console, set the group type in classic Groups.

NoteThis feature requires turning on Google Groups for Business and using classic Groups.

  1. Sign in to Google Groups.
  2. Click My groups.
  3. Click the name of a group.
  4. Near the top right, click Manage group. A menu appears on the left.
  5. On the left, click Information and then Advanced.
  6. In the Reset group section next to "Select a group type," click the Down arrow Down Arrow
  7. Click Reset group.
  8. Return to new Groups:
    1. In the top right, click Settings Settings.
    2. At the top left, click Visit new Groups.

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.

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