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Introduction to Google Groups

Quick and easy-to-follow introduction for Google Workspace administrators

What are Google Groups: Getting started

When to set up Google Groups: Common uses

  • The most common way to use a Google Group is as a mailing list.
  • ​However, Groups can also be forums where users in the domain can collaborate. 
  • With the “Collaborative inbox” features, you can do much more. With this type of group, you can have some members assign topics to others. Topics in the group can also be marked as resolved, as duplicates, or ‘no action needed.’ One way to use these features is to turn a group into a support site where users can handle tickets.

How Google Groups work

How posting to Google Groups works (and how to post)

Groups are essential for sending emails, sharing Google Drive items, and sending Google Calendar event invites to multiple people at once. 

  • Sending an email to the Group’s email address results in all members receiving the email.
  • Sharing a Google Drive item with the Group’s email address results in all members receiving access.
  • Sending a Google Calendar event invite to the Group’s email address results in all members receiving the invitation.


You can also post to Groups using the Google Groups site at https://groups.google.com instead of sending an email to their email address – the end result is the same.

Here’s a quick example of how a Group works as a mailing list:

Introduction To Google Groups - 1

We have created a Group called Test Group with the email address [email protected] and added everyone in our domain as a member. 

Now we can send an email to [email protected], and everyone in our domain will receive it.

Introduction To Google Groups - 2

Members who are subscribed for email notifications, as shown here, see the message in their Gmail Inbox. All members are subscribed by default.

Note that when you send an email to a Group you are a member of, you don’t receive the email in your Inbox, but all other members do. If you want to read your email, check your Sent mail, or go to the Google Groups website at https://groups.google.com.

Introduction To Google Groups - 3

Here is the Groups website’s home page at https://groups.google.com.

If you select My groups on the left, you’ll see a list of Groups you’re a member of.

Click the name of a Group to see Group posts.

Introduction To Google Groups - 4

Here is how the list of Group posts (conversations) looks. You can click a post to read it and see more options.

Introduction To Google Groups - 5

Here is what a post looks like when clicked – it is very similar to Gmail. 

Members have the option to Reply to all, Reply to the author, or Forward. Group owners and managers can disable these options.

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Configure Your Group Membership Settings

Update membership settings related to a particular group, such as display name, link to your account profile, email address used for your membership, and subscription.

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