Introduction To Google Workspace Users

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

What we call a “User” in Google Workspace

In Google Workspace you will often hear the word ‘user.’
You need to create a separate Google account for each person you work with using Google services.
Each managed Google account that you add to the Google Workspace Admin console at https://admin.google.com is called a user.

Google Workspace bills you per user license

The cost of your Google Workspace account is calculated by the number of user licenses you have at any given time.
When you create users, Google Workspace licenses are automatically created and assigned to them, unless you disable this option.
We don’t recommend it, though. Users who have no license can’t access and use services.

How to see a list of all users in Google Workspace

You can see a list of your users by going to the Admin console at https://admin.google.com and clicking the Users icon.
You can filter the Users list to show only the users you need, as shown here.

Users and service access

Each user account has its main email address at your domain and a password to log in on the Google sign-in page.
The Google sign-in page shows up as soon as someone tries to access a Google service without being signed in. For example, if a user tries to go to Gmail, Google Drive, or Google Calendar.
Once signed in to their user account, people can access any Google service enabled for them.
By default, all users have access to the Google Workspace services like Gmail, Drive, Calendar, Chat, Meet, and other services.

Users and storage space

Gmail and Drive use up storage, and other services don’t take up any storage space.
All users have 30 GB of storage if your account is on Google Workspace Business Starter.
On other plans, you get a total amount of storage that adds up per user and is shared between all users.
For example, on Google Workspace Business Standard, you get 2 TB shared storage per user. This means if you have 3 users, all users will have a total of 6 TB available, shared between them.

The Super Admin

There will always be at least one user in your Google Workspace – the initial Super Admin user that you create while signing up for the organization’s account.
A Super Admin is what we call an admin with full permissions to do anything on the admin level.
Super Admins can add or remove regular users and admins, manage billing details, delete the account, and more.
You can create a Super Admin account free of charge if you need it only to manage other users, settings, payments, and more. This way, you don’t have to pay for your Super Admin user if you’re never going to access and use the Google services like Gmail, Drive, Calendar, and other services with it. Click here for a step-by-step guide.

Sharing user accounts

Two or more people can share a single account, but we don’t recommend it.
It may lead to the account being suspended. It is mainly likely to happen if multiple people log in and use the same user account simultaneously.

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What Are Google Workspace Users: Getting Started

Understand exactly what a “user” is in Google Workspace and how you are billed for them.

Add Users to Google Workspace

Create managed Google Workspace user accounts for people you work with.

Bulk Add Users to Google Workspace

Create multiple managed Google Workspace user accounts in one go.

Add Email Aliases to Users (Extra Email Addresses)

Add extra email addresses to your Google Workspace users at no extra cost.

How to Filter the Google Workspace Users List

Narrow down the users list so that it shows precisely what you want to see.

Find Users in Google Admin

Quickly locate user accounts and their individual settings in the Google Workspace Admin console.

Get the best out of Google Workspace

Add essential functionality such as backup and increased security, get new awesome features, and optimize your work with these additional services for Google Workspace.

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