Google Workspace (G Suite) - Frequently Asked Questions

What is Google Workspace (formerly known as G Suite)?

Google Workspace (formerly known as G Suite) is a set of productivity and collaboration apps by Google for businesses. Using Google Workspace, businesses can streamline their communication, create and work on projects, store their data and manage their entire workplace.

The primary purpose of Google Workspace is to facilitate communication and collaboration among team members inside a company or business - allowing them to become faster and more efficient at their work.

At its core, Google Workspace is a cloud-based service, meaning all data of a business inside Google Workspace is stored in the cloud i.e. Google’s own remote servers around the world.

This also means every single Google Workspace app operates on the web and is accessible through a web browser. This allows a business to access their data inside Google Workspace from whichever device they want, no matter where they are located.

All that’s needed to access Google Workspace is a web browser - plus a stable internet connection.

According to Google, the recommended web browser businesses should use to access Google Workspace is Google Chrome, since it is compatible will all of Google Workspace’s features.

This does not mean Google Workspace won’t work with other browsers. Firefox, Safari, Microsoft Edge and other browsers also support Google Workspace. But you won't get offline access to Google Workspace apps and won’t be able to enable email notifications.

That being said, a business can use the apps within Google Workspace in any web browser to create professional email addresses, work on documents and spreadsheets, manage multiple calendars and much more.

Is Google Workspace free?

Google Workspace is not a free Google service.

Instead, it is a SaaS (Software-as-a-Service) tool that businesses can subscribe to by paying a monthly fee whose pricing depends on two main factors:

1. The Google Workspace plan being used by the business.

2. The number of users in the business’ Google Workspace account.

There are three Google Workspace editions a business can subscribe to: Basic, Business and Enterprise.

Note: Every Google Workspace plan includes a free 14-day trial, after which a business can cancel their Google Workspace subscription or continue paying for it.

Here are the details of each plan:

Basic plan: $6/user/month

The Basic plan offers the least expensive edition of Google Workspace which includes only the essential, barebone features ideal for small businesses — or those looking to try out Google Workspace. The plan offers the following features:

  • A professional email address via Gmail.
  • Hangouts Chat and Meet for texting, calling and video-calling.
  • Shared Calendars.
  • Google Docs, Sheets and Slides for creating documents, spreadsheets and presentations.
  • 30 GB cloud storage.
  • 24/7 customer support via phone, email, and chat.
  • Admin plan only equipped with essential features.

Business plan: $12/user/month

The Business plan is the mid-tier edition of Google Workspace which includes features that will fulfill the needs of most small to medium sized businesses. The plan offers the following features:

  • All the features in the Basic plan.
  • App Maker which can be used to create simple applications.
  • 1 TB cloud storage per user (or unlimited storage if the Google Workspace account has more than 5 users)
  • Smart Search functionality that enables cross search between Google Workspace apps like Gmail, Drive and Docs.
  • Ability to change the region in which your data is stored.
  • Ability to hold, retain and archive data.
  • Audit reports which track activity of users in the company’s Google Workspace account.

Enterprise plan: $25/user/month

The Enterprise plan is the high-end edition of Google Workspace that includes advanced functionality that large companies and organizations need to manage their workforce. The plan offers the following features:

  • All the features in the Basic and Business plans.
  • A console using which you can manage users, apps and devices from one place.
  • Security Center that shows the security situation of the complete Google Workspace account.
  • Log history of how Google interacts with your Google Workspace data — and why.
  • Data Prevention for Gmail and Drive.
  • Advanced S/MIME encryption inside Gmail.
  • Security Key enforcement to access Google Workspace.
  • Ability to access Gmail logs in BigQuery.

While this feature list doesn’t include all the features available in each plan, it gives a comprehensive view of the functionalities in all three editions of Google Workspace.

Plus, Google Workspace is an on-demand service. Meaning it is easy to add/remove users from a Google Workspace account and change the pricing plans. Once the changes are made, the next month’s subscription fee will change accordingly to reflect said changes.

What apps are included in Google Workspace?

Google Workspace includes four types of apps, most of which are available in all editions of Google Workspace.

1. Connect Apps

There are five apps inside Google Workspace designed to facilitate communication within a business.

1. Gmail (available on the web, Android, and iOS): Using Gmail, businesses can give employees a professional email address, allowing them to send/receive emails both internally and externally.

2. Calendar (available on the web, Android and iOS): With the Calendar app, a business can create individual calendars for its employees or shared calendars for each department in order to better organize how employees work, both as individuals and as a team.

3. Currents (in Beta-invite only): Currents is an app that enables social networking within companies. It helps people within an organization have company-wide discussions and share ideas with each other.

4. Hangouts Chat (available on the web, Android and iOS): Hangouts Chat facilitates one-to-one or group messaging for a business.

5. Hangouts Meet: (available on the web, Android and iOS): Hangouts Meet facilitates one-to-one or group video/audio calling for a business.

2. Create Apps

There are seven apps inside Google Workspace that allow you to create, and collaborate on team projects:

1. Docs (available on the web, Android and iOS): With Google Docs, teams can create and simultaneously work on word documents — and quickly share them with people inside/outside their organization.

2. Slides (available on the web, Android and iOS): With Google Slides, teams can create and simultaneously work on presentations — and quickly share them with people inside/outside their organization.

3. Sheets (available on the web, Android and iOS): With Google Sheets, teams can create and simultaneously work on spreadsheets — and quickly share them with people inside/outside their organization.

4. Forms (available on the web): With Forms, teams can create and simultaneously work on survey forms and questionnaires — and quickly give them to either people outside their organization i.e. customers or within their organization.

5. Keep (available on the web, Android and iOS): With Keep, employees can create, view and work on notes and checklists with their teams.

6. Sites (available on the web): With Sites, a business can quickly create a simple website and share it with people inside and outside its organization.

7. App Maker (available on the web): With App Maker, a business can quickly create an app to be used internally among its employees to smooth out processes and streamline workflows.

3. Access Apps

With Google Drive (Available on the web, Android and iOS), you can access, organize and manage all your company’s files and data inside Google Workspace. It stores both files created using Google Workspace apps and files uploaded from the outside.

In Google Workspace, every user gets their own Google Drive storage, the size of which depends on the edition of Google Workspace the company is using:

  • In the Basic plan, every user gets 30 GB storage.
  • In Business and Enterprise plans, every user gets unlimited storage (or 1 TB if less than 5 users).

Plus, the Google Workspace Google Drive app also includes the Google Cloud Search function, using which a business’ top level management can search for data across apps (i.e. Calendar, Gmail, Drive etc.) used by its users.

4. Control Apps

Google Workspace gives businesses an Admin Panel (available on the web, Android and iOS), which helps them:

  • Manage all of its users, apps, and data.
  • Assign roles to users and give them special privileges.
  • Control the activities users are allowed to perform.
  • Prevent data from being deleted and leaked.
  • Enforce advanced security measures for users.

These are the 14 apps included in Google Workspace.

However, it's important to note that not all apps, services, and features are available on every Google Workspace plan.

For example, the Admin Panel and its functionality varies in each Google Workspace edition. The Admin Panel in the Basic plan has the least features while the Admin Panel inside the Enterprise plan has the most features.

Similarly, the App Maker is only available in the Business and Enterprise editions of Google Workspace.

The good news is — by visiting the add-ons section, a business can quickly subscribe to a feature, app or service not included in their Google Workspace plan.

Here’s how:

1. Sign into the Admin Panel of your Google Workspace account.

2. On the dashboard, go to Apps → Google Workspace and click on the Add Services icon.

3. Find and select the apps, features and services to add to your current Google Workspace plan and checkout.

By following these instructions, you can buy more storage, get apps available in the Enterprise edition of Google Workspace and much more.

How can I pay for a Google Workspace account?

Google Workspace is a service that requires a monthly free to operate. To sign up and pay for Google Workspace, first make sure you have three things:

1. Your company/business’ internet domain name: Your company’s domain name will serve as your company’s email address extension i.e. [email protected] inside Google Workspace. So make sure you have access to your company’s domain name. If your company does not have a domain name, you will need to buy one. You can buy a domain yourself from here or during the sign-up process of Google Workspace.

2. Your username: Your username will be attached to your company’s email extension i.e. [email protected] inside Google Workspace. That’s why it's recommended that you keep your username the same as your real name.

3. Your secondary email address: Your secondary email address i.e. [email protected] will help you recover your Google Workspace account in case you forget your account password, or in case Google needs to reach out to you personally regarding your Google Workspace account.

If you have these three things ready, you can start signing up for a Google Workspace account by visiting https://gsuite.google.com/signup/basic/welcome.

Here, you’ll be asked to enter your business details, domain name and credit card info.

After completing the sign-up process, your 14-day Google Workspace trial will start, during which you can use all of Google Workspace features (provided you signed up with less than 10 user accounts) for 14 days starting from the day you created your Google Workspace account.

If you added your billing details correctly during the sign-up process, you won’t have to do anything to pay for your Google Workspace account. The monthly subscription fee will be deducted from your credit card automatically.

But in case you didn’t enter your billing details or entered the wrong details, Google will fail to automatically charge the recurring monthly fee for your Google Workspace account.

As a result, your Google Workspace account will be suspended.

Here’s how you can add the correct billing details and continue paying for your Google Workspace account:

1. Sign into the admin panel of your Google Workspace account.

2. On the dashboard, go to Billing and click on Set Up Billing.

3. Follow the on-screen instructions and add the correct billing details.

Here are some decisions you’ll be asked to make while setting up your billing:

Google Workspace edition: You can choose if you want to subscribe to Basic, Business or Enterprise edition of Google Workspace.

Billing country and currency: You can select which country you are based in — and what currency you want make payments in.

Billing plan: There are two types of billing plans you can use to pay for Google Workspace

a. Flexible plan: In the flexible plan, you will pay on a month-by-month basis. Any changes you make to the Google Workspace edition or number of users will be reflected in next month’s payment.

b. Annual plan: In the annual plan, you will pay on a year-by-year basis. Any changes you make to the Google Workspace edition or number of users will be reflected in the next year’s payment.

Billing account type: You can select whether you Google Workspace account is for yourself i.e. individual account or for your company i.e. business account.

Payment method: You can choose your preferred payment method i.e. credit card or debit card. To see which payment method is supported for your country, click here.

If you can’t pay for Google Workspace using a payment method Google supports, you can look for a local reseller in your country who can pay for your Google Workspace account for you.

What is included in the Basic Edition of Google Workspace?

Here is the list of apps, services and features included in the Basic Edition of Google Workspace, which starts at $6/user/month:

Apps:

  • Gmail
  • Google Calendar
  • Currents
  • Hangouts Chat and Hangouts Meet
  • Google Docs, Google Sheets and Google Slides
  • Google Forms
  • Google Drive
  • Google Keep
  • Google Sites

Services:

  • 30 GB Cloud Storage per user
  • Basic Admin Console
  • Migration tools
  • Whitelist apps connected to user accounts
  • Alert Center
  • Basic Mobile management
  • Endpoint verification
  • Basic Directory management
  • Multi-factor Authentication
  • Google Workspace Marketplace
  • APIs and Admin SDK

Features:

  • Multi-device access i.e. mobile, tablet and computer
  • Ability to work offline
  • No ads inside Google Workspace apps
  • 24/7 customer support via phone, email and internet
  • 99.9% uptime guarantee
  • On-click sign in to SaaS apps using Google Workspace ID
  • Allow/restrict users access to Google Workspace apps based on IP address, devices, location, and more.

How do I move my emails to Google Workspace?

To import your emails from your old email account to your new Google Workspace account, you need to have a few things in place

1. The name of the email server from which you’d like to import emails i.e. Office 365, Gmail, Yahoo!, AOL etc.

2. Your email address and password on the email server where your emails are stored.

3. Admin access to your current Google Workspace account where you want to transfer you emails to.

Plus, your domain which you are using as an extension on your Google Workspace’s professional email address must be verified with Google. This will be have already done while your Google Workspace account was being set up.

Note: Before starting migration, your Google Workspace account must be set up and you should be a super administrator for this process to work.

If you have created the whole Google Workspace account for your company, you will be the super administrator by default — and can assign the role of super administrator to other users. But if you did not create the Google Workspace account and aren’t a super administrator, you can ask the user who is to assign you this role — or perform this migration process for you.

With that being said, here are step-by-step instructions on how to import your emails to your Google Workspace account.

1. Sign in to your Google Workspace admin dashboard as a super administrator.

2. On the dashboard, find and click on Data Migration. (Hint: If you can’t see this option, click on More Controls at the bottom of the Google Workspace dashboard).

3. A window will open up asking what you’d like to migrate. Choose Email and click Continue.

4. Select the migration source, i.e. the email server on which your emails are located. Google’s DMS (data migration service) can migrate emails from Microsoft 365, any IMAP email server like Yahoo!, AOL and Gmail, or from another Google Workspace account as well.

5. If asked, enter the IMAP server name and port. Here’s a list of common server names and their port numbers in ‘servername:port’ format (Google Workspace and Gmail users won’t be asked for this):

Yahoo = imap.mail.yahoo.com:993

Apple iCloud = imap.mail.me.com:993

Outlook and Hotmail = imap-mail.outlook.com:993

6. If asked, enter your role account i.e. email address and password for the email server from which you’d like to import emails. Make sure that your role account, especially if it is on a server like Office 365 has impersonation rights over other email accounts you’d like to migrate.

7. Click Connect.

8. In the next window, choose the migration start date and the types of email you’d like to exclude i.e. junk and spam.

By this point, you will have set up Google’s Data Migration Service (DMS) to start migrating emails. All that’s left to do is choose whether you’ll be migrating a single user, or multiple users.

If you want to migrate emails from multiple email accounts which are on the same email server, you can migrate multiple users. But if you want to migrate just one account, or multiple accounts on different email servers, they you’ll have to migrate a single user at a time.

Here are step by step instructions on how to migrate a single user or multiple users.

Note: Perform the steps listed below only after completing the steps listed above.

Migrating A Single User:

1. Put your mouse over the Add button and click on the single user icon (the one which has one face only).

2. In the Migrate From Field, type in the email address from which you want to import emails.

3. In the Migrate To Field, type in the new Google Workspace email address to which you’d like to transfer the emails.

4. Click the Start button.

Migrating Multiple Users:

1. Put your mouse over the Add button and click on the multiple user icon (the one which has two faces).

2. Upload the CSV file which contains:

a. A list of email addresses from which you want to import emails.

b. A list of new Google Workspace email address to which you’d like to transfer the emails.

3. Click on Upload and Start Migration.

Note: If you don’t know how to create a CSV file as required in step 2, follow these instructions:

1. Open a spreadsheet file either using Microsoft Excel or Google Sheets.

2. Use the first i.e. ‘A’ column of the spreadsheet and enter the information in this order for the first user, with each piece of information in a separate cell .

  • New Google Workspace email address
  • Previous email address
  • Previous email password

3. For the second user, enter the same information as above in the same order right under the information of the first user.

Once done, save the spreadsheet as .csv and save it on your computer.

The migration process can take anywhere between 30 minutes to several hours. You will be able to see exactly how many emails have been migrated and how many emails remain.

Once this process is finished, click on Settings > Exit Migration to exit the DMS.

How can I upgrade from Google Workspace Basic to Business?

If you are on a free trial or monthly contract, you can upgrade your Google Workspace Basic plan to Business plan any time you want. But keep in mind that upgrading to the Business plan will upgrade the plans of all users in your Google Workspace account. It isn’t possible to get different users on different Google Workspace plans.

Note: If you are on an annual contract, you can only change plans after your contract expires.

With that being said, here’s how you can upgrade your Google Workspace plan:

1. Login to your Google Workspace dashboard using your Google Workspace administrator account.

2. On the admin dashboard, click on Billing.

3. Here, you’ll see a list of Available Upgrades under which the Business Plan will be listed. Click on the Find More tab next to it.

4. This will load the details of the plan you are about to subscribe to. And below the details, you’ll see the Get Started button. Click on it and then click Continue.

On the next screen, you’ll be presented with the terms and conditions of subscribing to the new Google Workspace plan. Click the box under it to show that you have read the terms and conditions. Click Continue to checkout.

Once done, you and all users in your Google Workspace account will be upgraded to the Business plan.

How do I switch to Google Workspace Basic?

If you are on the Google Workspace business or enterprise monthly plan, you can downgrade to the Google Workspace basic plan easily.

Note: If you are on an annual contract, you can only downgrade to Google Workspace Basic after your contract expires. And you will also lose access to apps, features and services exclusive to the Business or Enterprise plan you were subscribed to.

Keep in mind that downgrading to the basic plan will downgrade the plans of all users in your Google Workspace account. It isn’t possible to get different users on different Google Workspace plans.

With that being said, here’s how you can downgrade your Google Workspace plan:

1. Login to your Google Workspace dashboard using your Google Workspace administrator account.

2. On the admin dashboard, click on Billing.

3. The next screen will show you the plan you are currently subscribed to. Next to it, click on Actions > Downgrade to Google Workspace Basic.

4. At the bottom of the window, again click on Downgrade to Google Workspace Basic.

5. Select you new payment plan and enter a promo code if you have one. Then click Continue.

6. On the next screen, you’ll be presented with the terms and conditions of subscribing to the Google Workspace Basic plan. Click the box to show that you have read the terms and conditions.

7. Click Continue to checkout.

That’s it.

Your new Google Workspace basic plan will be activated soon.

Note: After downgrading your plan, you might see that your Google Drive storage is full or that you aren’t able to access your Google Vault data. To prevent this from happening, you can buy more storage and purchase the Google Vault add-on.

Here’s how:

1. Sign in to your Google Workspace account as an administrator.

2. On your dashboard, click on Apps > Google Workspace.

3. Click on the Add Services button on top of your screen.

4. Look for Google Drive Storage and Vault from the list and click on the Add it now button.

This way, you will be able to purchase additional Google Drive storage and Vault services for yourself and any other user in your Google Workspace account, preventing you from losing your business’ data as a result of the downgrade.

How do I change my Google Workspace subscription?

You can easily change your Google Workspace subscription to another plan of your choice.

Here’s how:

1. Login to your Google Workspace dashboard using your Google Workspace administrator account.

2. On the admin dashboard, click on Billing.

3. On the next screen you will see the plan you are currently subscribed to.

a. Next to it, click on Actions Downgrade to Google Workspace Basic or Downgrade to Google Workspace Business.

b. At the bottom of the window, again click on Downgrade to Google Workspace Basic or Downgrade to Google Workspace Business.

OR

Look below your current plan to see a list of Available Upgrades where you will find the Google Workspace plans you can upgrade to.

a. Click on the Find More tab next to plan you want to upgrade.

b. This will load the details of the plan you are about to subscribe to. And below the details, you’ll find the Get Started button. Click on it.

c. Click Continue.

4. Select you new payment plan and enter a promo code if you have one. Then click Continue.

On the next screen, you’ll be presented with the terms and conditions of subscribing to the downgraded Google Workspace plan. Click the box to show that you have read the terms and conditions.

Click Continue to checkout.

That’s it. Your new Google Workspace plan will come into effect at once.

How do I upgrade my Google account?

You can upgrade your Google Workspace plan to get access to more apps, features and services.

Google Workspace customers on the basic plan can upgrade to the business plan and the enterprise plan. And Google Workspace customers on the business plan can upgrade to the enterprise plan.

Note: If you are on an annual contract, you can only change plans after your contract expires.

But if you are on a free trial or monthly contract, you can upgrade your Google Workspace plan anytime you want. But keep in mind that upgrading to business or enterprise plan will upgrade the plans of all users in your Google Workspace account. It isn’t possible to get different users on different Google Workspace plans.

With that being said, here’s how you can upgrade your Google Workspace plan:

1. Login to your Google Workspace dashboard using your Google Workspace administrator account.

2. On the admin dashboard, click on Billing.

3. Here, you’ll see a list of Available Upgrades under which all the plans you can upgrade to will be listed. Click on the Find More tab next to plan you want to upgrade to i.e. Business or Enterprise.

4. This will load the details of the plan you are about to subscribe to. And below the details, you’ll find the Get Started button. Click on it and then click Continue.

5. On the next screen, you’ll be presented with the terms and conditions of subscribing to the new Google Workspace plan. Click the box to show that you have read the terms and conditions. Click Continue to checkout.

Once done, you and all users in your Google Workspace account will be upgraded to plan you have chosen.

What are Google Workspace Groups?

In Google Workspace, you and other administrators can create Groups. A Group can include a specific number of users already in your Google Workspace account. People outside your Google Workspace account cannot take part in any group you create.

There are many benefits of creating a Google Workspace Group. But the three main are:

1. Give multiple users a shared email address

When you create a group, the very first thing every member of the group gets is a single, shared email address. This email address is assigned to the group when it gets created.

For example, suppose you create a group in your Google Workspace account and name it ‘Customer Support’ and assign it the email address [email protected]

Inside this group are five users, each with their own Google Workspace email address:

If you hadn’t created the group, and wanted to send these five users an email, you’d have to type in their name individually in the ‘Sender’ tab of Gmail.

But since they are in a group, you can simply type in [email protected] and your email will be sent to every single member of the group.

This is the primary benefit of a Google Workspace Group — the single, shared email address that gets assigned to every member in it, making it easy for you to communicate with a group of people at once.

2. Share files & folders with the whole Group using the shared email address

In addition to communicating, you can also easily share files, folders, documents and other content to users of a group.

All you have to do is turn on Sharing for the file, set permissions and type in the group email address. This will share your desired file to the complete group.

3. Give users in a Group specific roles, permissions and privileges

Just as you assign a role to a user, you can also assign a role to a group.

This can either be a pre-built role such as Super Admin, Groups Admin or User Management Admin, etc. Or, it can be a custom role in which the group is given access to perform specific actions and access specific apps.

In short, with Google Workspace groups, you can create groups comprising of employees within your company, communicate with these groups and share files and folders with them.

How do I access Google Workspace Groups?

The way you can access a Google Workspace group will depend on how the group is configured - and what admin capabilities you have in your Google Workspace account.

How To Access Google Workspace Groups As An Admin

First let’s see how you can access the Google Workspace Groups that you have created as a Google Workspace administrator:

1. Sign in your Google Workspace account as an administrator and log in to your Google Workspace dashboard.

2. On the dashboard, click on the Groups option. (Click on the More Controls button below the dashboard if you can’t see it).

3. Here, you’ll see a list of groups in your Google Workspace account.

Click on a group to go to its Group Management Page. Here, you will see options using which you can get more details about the group. Some options you will see are:

Group information: This is where you’ll see the Group name, description and any alias.

Group members: Here, you can see the users inside the Group.

Group access settings: This page will show you what apps, features and services this Group’s users are allowed to access. In addition, you can see whether the Group is private or allows other people to join.

Advanced settings: On this page, you can make advanced changes to the group you are viewing.

How to access hidden or restricted Google Workspace Groups as a non-Admin

To join a Google Workspace group that is hidden or restricted, you have to contact a super administrator or a group admin in your Google Workspace account and request them to grant you access to restricted/hidden group. Once your request is accepted, here’s how the admin can give you access to the group:

1. Log into to the Google Workspace admin console as an administrator.

2. Click on Users.

3. In the user list, find the name of user and click on it to open your account page.

4. Click on Groups to open group settings for that user.

5. Click on Add +.

6. In the search box, type in the group name you want to add the user to and again click Add +.

7. Choose a role for the user within the group and press Save.

The user i.e. you will be added to the restricted/hidden group and will be able to access it.

How to access Open or Private Google Workspace Groups as a non-Admin

If the group you want to join is not hidden/restricted, you can probably find it on Google Groups. To join a group there, follow these instructions:

1. Open the Google Groups website and login with your Google Workspace account.

2. Type the name of the group you want to join in the search-box on top of the Google Groups website.

3. If the group is open, you will get access to it automatically. But if it is private or invite-only, you can apply to join or contact the owner. If the group admin accepts your request, you will be granted access to the Google Workspace group.

Note: For these instructions to work, you must be a Google Workspace admin or have privileges enabled to access and join Google Workspace groups.

How do I create a Group Email in Google Workspace?

A Group Email is a single, shared email address assigned to a particular group and its members. If someone sends an email, file or folder to the group email, it will be received by all members in the group email.

Note: You must be a super admin or a group admin to perform this function.

With that being said, here’s how you can create a group email in Google Workspace:

1. Sign in your Google Workspace account as an administrator and log in to your Google Workspace dashboard.

2. Click on Groups on the dashboard. (Click on Show Controls on the bottom of the dashboard if you cannot see Groups).

3. On the Groups page, you’ll find an option called Create Group. Click on it.

4. This will initiate the group setup process. Start by entering the group name and description. Then enter the group email. Also, specify which users will be the owners of the group.

5. Next, you’ll be asked to configure your newly created group. Here:

a. Set whether you want this group to be public or restricted.

b. Set permissions as to who can view the group and its members, and create posts.

c. Set membership settings i.e. who can approve/invite new members.

d. Allow/restrict users outside your Google Workspace account to become members.

6. After you’ve finished configuring your new group, click Create Group.

Once this process is finished, your new group, along with your group email and its users will be successfully created.

What Is Google Groups For Business?

Google Groups for Business is not an app, but a setting inside your Google Workspace admin dashboard that you can turn on/off. Turning it on gives you and all users in your Google Workspace account access to the Google Groups service.

With Google Groups, you can do two main things:

1. Create an email group with advanced capabilities i.e. Q&A forum, collaborative inbox, mailing list etc.

2. Let users in your Google Workspace account create their own groups (with your permission).

Note: Google Groups should not be confused with Google Workspace Groups which is created in the Admin Panel of the Google Workspace App.

If you want to create a simple email group, or want to restrict users in your Google Workspace account from creating their own groups, you should turn Google Groups for Business off.

Note: If you want to turn on/off the Google Groups for Business setting for specific users, you can create an organizational unit or an access group first.

Here’s how to do that:

How to create an organizational unit

  • Click on the hamburger menu on the top-left corner of your Google Workspace dashboard.
  • Put your cursor over the organizational unit under which you want to create a new organizational unit - and click Create New Organizational Unit +.
  • Type in the name of your new organizational unit and add its description if you want.
  • Click Create.

Now that you’ve created an organizational unit, you can turn on/off Groups For Business for users in that organization. Plus, you can create not just one, but multiple organizations within an organizational unit and turn on/off Groups For Business for whichever organizational unit you want.

How to turn on Groups for Business

With that being said, here are instructions on how to turn the Google Groups for Business setting on/off.

1. Log in to your Google Workspace admin dashboard and navigate to Apps > Google Workspace > Groups for Business. (Click on More Controls under the Google Workspace dashboard if you can’t see the Apps option.)

2. You’ll see a Google Groups panel. On the top-right corner of it, click on Edit Service.

3. Click Turn on For Everyone or Turn off For Everyone - and click Save.

OR

4. On the left-side of your screen, select an organizational unit and click On or Off. If you want this service on even when it is turned off of the parent organization, click Override. If the override setting is already turned on, you can choose the following two options:

a. Revert: Set this organization’s setting the same as its parent organization’s setting.

b. Save:Save this organization’s setting without affecting its parent orginzation’s setting.

That’s it. Doing so will turn on Groups For Business services for those users in your Google Workspace account that you selected, after which you will be able to create advanced groups for your users, and allow users to create groups themselves.

How do I create a Distribution List in Google Workspace?

There are two ways you can create a mailing list i.e. a distribution list in Google Workspace.

1. Create a mailing list using the Google Workspace admin dashboard

Here’s how you can create a group email in Google Workspace:

1. Sign in your Google Workspace account as an administrator and log in to your Google Workspace dashboard.

2. Click on Groups on the Google Workspace admin dashboard. (Click on Show Controls on the bottom of the dashboard if you cannot see Groups).

3. On the Groups page, you’ll find an option called Create Group. Click on it.

4. This will initiate the group setup process. Start by entering the group name and description. Then enter the group email. Also, specify which users will be the owners of the group.

5. Next, you’ll be asked to configure your newly created group. Here:

a. Set whether you want this group to be public or restricted.

b. Set permissions as to who can view the group and its members, and create posts.

c. Set membership settings i.e. who can approve/invite new members.

d. Allow/restrict users outside your Google Workspace account to become members.

6. After you’ve finished configuring your new group, click Create Group.

Once this process is finished, your new group, along with your group email and its users will be successfully created.

2. Create a mailing list using Google Groups

Note: Turn on Groups For Business before following the steps listed below.

1. Go to Google Groups and sign in using your Google Workspace account.

2. Click on Create Group.

3. Enter your new group’s name, email address and description.

4. Click on the Select Group Type menu and select Email List as the preferred type of group. In the next window, configure your group by using the options listed under Basic Permissions.

5. At the top of the window, click on Create.

After following these instructions, your new distribution list will be created.

What Are The Different Types of Google Groups?

There are four types of Google Groups you can create.

1. Email List

If you want to use your group as an email list i.e. a group email, this is the type of group you want to create. With an email list, the group gets a single shared email that can be collectively used by all the members of the group.

This means that with an email list:

  • Users can send group members emails using their group email address.
  • Users can send group members files, folders, documents and other content by sharing it to their group email address.
  • Users can invite all group members into meetings by simply entering their group email address

2. Web Forum

If you want to use your group as a web forum, this is the type of group you want to create. With a web forum, members within the group can start discussions by creating posts - and others can reply to it. Plus, Google Workspace users can create posts on Google Groups and receive replies directly in their Gmail inbox.

3. Q&A Forum

If you want to use your group as a Q&A Forum, this is the type of group you want to create. This type of group works exactly like the web forum group, except for the fact that instead of discussion posts, members post questions - and instead of replies, members receive answers.

But unlike in web forums, Q&A forum admins can also create question templates that members can fill before asking. And after members give answers, the best one can be labelled as Best Answer

4. Collaborative Inbox

If you want to use your group as a collaborative inbox, this is the type of group you want to create. When you create a collaborative inbox, users can send emails which all the members of the group can see. And right from within the collaborative inbox, members can:

  • Take the email they plan to resolve
  • Assign the email to another person
  • Mark it as a duplicate topic

This type of group is especially useful for customer support or HR team within a company.

Note: To create these groups, you need to turn the Groups For Business setting on.

Is ‘Google Groups For Business’ free?

If you are a Google Workspace user on a Basic, Business, Enterprise or Education plan, the Google Groups For Business setting will be available to you for free. Once you turn it on, you will be able to use Google Groups and all functionality related to it without incurring any additional charges.

How Do I Merge Google Workspace Accounts?

Since every single Google Workspace account is created using a unique email address and extension, you cannot merge two seperate Google Workspace accounts into one.

You can however, transfer users, emails, calendars and contacts from your old Google Workspace account to your new one.

How do I enable Google Workspace Sync?

Before you can enable Google Workspace Sync for Microsoft Outlook (GSSMO), there are some preparations you have to make in your Google Workspace admin dashboard:

1. Sign into your Google Workspace Admin account.

2. On the dashboard, click on Apps. (Click on More Controls below the dashboard if you cannot see the Apps option).

3. Navigate to Google Workspace > Settings for Gmail > Advanced Settings and select Enable Google Workspace Sync for Microsoft Outlook.

4. Navigate to Google Workspace > Settings for Directory, and select Enable contact sharing.

5. Navigate to Google Workspace > Settings for Drive and Docs and select Allow users to access Google Drive with the Drive SDK API.

6. Go back to the dashboard and click on Security. (Click on More Controls below the dashboard if you cannot see the Security option).

7. Tick the box labelled Enable API access.

Once you finish enabling all the options listed in the instructions above, you can install and enable Google Workspace Sync for Microsoft Outlook (GSSMO).

Here’s what you need to do:

1. Download and install the GSSMO app on your Windows computer by visiting https://tools.google.com/dlpage/gappssync (MacOS isn’t supported).

2. Open the GSSMO app. A window will pop-up asking you to login with your Google Workspace username and password. Once done, click continue.

3. Choose your account and click Allow.

4. In the next window, make sure the Import data from an existing profile checkbox is cleared. If yes, click on Create Profile.

5. On the next page, select Start Microsoft Outlook.

6. When the Office 365 confirmation page appears, click Accept and Start Outlook.

7. After your contacts, calendar info and other data finishes syncing, click Close.

That’s it. Now, all your Google Workspace data i.e. emails, calendar events and contacts will start appearing in Microsoft Outlook.

Can you use Outlook with Google Workspace?

Yes, you can use Google Workspace within Microsoft Outlook by syncing your Google Workspace emails, calendar events, contacts, notes and tasks using the Google Workspace Sync for Microsoft Outlook (GSSMO) app.

Here are the Outlook versions supported by GSSMO:

  • Outlook 2019, 2016, and 2013 (32 and 64 bit)
  • Outlook 2010 (32 and 64 bit)
  • Microsoft Outlook 2007 with Office SP2
  • Microsoft Outlook 2007 with Office SP1
  • Microsoft Outlook 2003 with Office SP3

Does Google Workspace Sync work with Office 365?

Yes, you can use Google Workspace within Microsoft Outlook by syncing your Google Workspace emails, calendar events, contacts, notes and tasks using the Google Workspace Sync for Microsoft Outlook (GSSMO) app.