Provision Groups

Learning Objectives

After completing this unit, you'll be able to:

• Provision groups in Google Workspace.
• Test group provisioning.

You receive this mail from Sam, the CEO.

Hey AwesomeAdmin,

We would like to have a group email address where I (and only I) can send company-wide announcements to everyone.

I would also like to set up a team group for the use of the executive and managers only. Can you please create these groups for us? 

Regards, 

Sam Morse, CEO

Create the Group for All Employees

1. If you’re not already signed in, sign in to your domain as the administrator at admin.google.com.
2. Click the Groups icon.
3. Click Create group and enter the following information:
   1. Name: All employees
   2. Description: Internal mailing list for everyone.
   3. Group email: everyone@yourdomain
4. Click Next.
5. Set the Access type to Announcement only. Anyone in the organization can view topics but only managers and owners can post.
6. Click Create group.
7. Click the Add Members to all employees link.
8. In the resulting page, click the yellow circle with the + sign to add members, and then click the Advanced link at the bottom of the Add members to All employees dialog box.
9. Check the Add all current and future users of <your company> to this group with All Email setting box, and click Add to group.
10. Refresh the screen, you should see the member list has one entry called All users in the organization. New users will be automatically added to the group as they join your organization.
11. Repeat Step 8, but this time enter Sam’s email address. She will be added to the member list with the Member role.
12. Hover over Sam and click the down arrow in the Role column and click Manager to make her the group manager.
13. Click Save.
14. Sam can now email everyone in the organization by emailing everyone@yourdomain.

Create the Management Group

1. Return to the Groups page and create a new group as follows:
   1. Name: Management
   2. Description: Executive group
   3. Group email: management@yourdomain
2. Click Next.
3. Set the Access type to Restricted (Only members can post and view topics), create the group and add the following members:
   1. Samantha Morse (CEO)
   2. Alex Bell (IT Manager)
   3. Lars Ericsson (HR Manager)
4. Change Sam’s role to be a group manager so she can add new members as needed.

The management team now has a private group in which to collaborate. 

Verify Group Settings

1. Sign out and sign back in to Google Workspace at mail.google.com as samantha.morse@yourdomain.
2. Send a message to everyone@yourdomain and another message to

management@yourdomain.

1. Open the Groups for Business service at groups.google.com.
2. Click My groups. You should see the both groups listed. Open each group in turn, and verify that your messages were delivered.
3. Sign out and sign back in to Google Workspace at mail.google.com as will.marconi@yourdomain. You should see the message sent by Sam to everyone in your inbox.
4. Send a message to everyone@yourdomain and another message to management@yourdomain.
5. Refresh your inbox (you may need to do this a few times). You do not have permissions to post to either group, so you should receive a delivery failure report for each of the two messages.
6. Sign out and sign back in to Google Workspace at mail.google.com as lars.ericsson@yourdomain. Lars is a member of the Management group so you should see both messages sent by Sam earlier in your inbox.
7. Send a message to everyone@yourdomain and another message to management@yourdomain.
8. Refresh your inbox (you may need to do this a few times). You should receive a delivery failure report for the message sent to everyone@yourdomain only.
9. Open the Groups for Business service at groups.google.com.
10. Click My groups. You should see the Management group listed. Open the group and verify that your message was delivered.

Administrators, even if not members of a group, have all privileges in the admin console. Using the Groups for Business service, your users can also create their own groups. They can create simple email lists, web forums, Q&A groups, and collaborative inboxes. As the administrator you can see and manage any of these user created groups from the admin console.

Resources

• Google Workspace Admin Help: Groups
• Google Workspace Admin Help: Ways to create groups
• Google Workspace Admin Help: Add or remove group members
• Google Workspace Admin Help: Set up groups for your team