Get started with Groups

2. Create a group

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Email people with a single address, work on projects together, organize meetings and events, and more.
 

In this section, you learn how to:

2.1 Create a group
2.2 Add people to your group

2.1 Create a group

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  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.
  5. 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.
  6. (Optional) Next steps: Choose advanced settings for your group.

Create a group


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. 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

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.

Advanced settings reference

After you create your group, you can choose additional settings such as message moderation and email footers. 

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. 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

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.

2.2 Add people to your group

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If you're a group owner, or if you have permission to manage members, you can add people to your group in three ways:

Note: Invitations expire after 7 days, but requests to join a group never expire.

Limitations on adding people to groups

  • Maximum group members—A group can have unlimited members, so there’s no limit to the number of people you can invite, add directly, or approve to join a group.
  • Child accounts—You can’t add a user with a child Google Account to a group through any method.

Invite someone via email

  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. At the bottom, next to Directly add members, click Turn off "".
  6. Enter the email addresses of the people to invite.
  7. (Optional) To include an invitation message, enter a message.
  8. Click Send invites.
  9. To manage invitations:
    1. On the left, click Pending members.
    2. Take one of the following actions:
      • To resend a single invitation, point to the invitationand thenon the right, click Resend invitation "". Invitations automatically expire after 7 days, but you can resend them any time.
      • To cancel a single invitation, point to the invitationand thenon the right, click Cancel invitation "".
      • To resend or cancel multiple invitations, check the boxes next to the invitationsand thenabove the list on the right, click Resend invitation "" or Cancel invitation "".

Add people to a group

Add people to your group directly

When you add people directly, you can assign them the member, manager, or owner role.

  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.

Approve people who applied to join your group

You can view requests to join your group and accept or deny them on an individual basis.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Pending members.
  4. Take one of the following actions:
    • To approve a single request, on the right of the request entry, click Approve request " ".
    • To reject a single request, on the right of the request entry, click Reject request "".
    • To accept or reject multiple join requests, check the boxes next to the requestsand thenabove the list on the right, click Approve request " " or Reject request "".

View all members of a group

You can view all group members as well as people who have been banned from a group.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. To view people who have been banned from the group, on the left, click Banned users.
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