Learn best practices for using Google Groups

This page is for administrators. To manage groups for your own account, visit Google Groups help.

To enjoy the best experience when using Google Groups, follow these recommended practices.

Decide how you want to use groups before you create them

Before you create a group, decide how you want to use it. Then choose where to create it.

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.

Assign roles to group members

Group owners can assign roles to group members. These roles determine what users can and can't do in Google Groups. Administrators automatically have the same privileges as owners for all groups in their organization, including groups that users create. For details, visit Assign roles to a group’s members.

Add email aliases to groups

Through the Admin console or the Directory API, you can add email addresses, called aliases, to groups. Messages sent to an email alias of a group are delivered to the group as usual. For details, visit Add or remove group email aliases.

Automatically add a suffix to groups created by users

You can automatically add text to the end of the email addresses of groups created in your Google Groups app (groups.google.com). This helps you differentiate between groups created in the Admin console and Google Groups. For details, visit Add a suffix to user-created groups.

Automatically add a prefix to subject lines of group messages

To identify email from a group, you can automatically add a prefix to the subject line of group messages. For details, visit Add a prefix to subject lines of group messages.

Create dynamic groups that add or remove members automatically

You can create groups that automatically add and remove members based on conditions you choose. You create these groups in the Admin console. For details, visit Manage membership automatically with dynamic groups

Understand limits to avoid account disruption

Google has limits on message activity, group size, invitations, and membership. If you reach one of the limits, your activity is temporarily restricted. For details, visit Understand Groups policies and limits.

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