Introduction
Every day, organizations worldwide rely on Google apps like Gmail, Docs, and Calendar to get work done. But within this powerful suite, there’s a frequently overlooked feature with huge potential for boosting efficiency: Google Groups. Specifically, the ability to create simple and effective distribution lists (also known as mailing lists).
As a Google Cloud Premier Partner, we help clients across all industries get the very most out of Google Workspace. That’s why we always encourage our customers to leverage distribution lists. Below, we’ll explain why you should be using them and show you exactly how to create your first one.
What is a distribution list?
A distribution list is a feature of Google Groups that lets you email multiple people using a single address. Instead of typing dozens of email addresses, you can just send your message to one group address, and everyone in that group will receive it.
For example, you could have distribution lists for [email protected], [email protected], or [email protected]. This saves a significant amount of time and ensures no one is accidentally left off an important communication.
A key benefit is that you can also allow external email addresses to be members of a group, even if they aren’t on Google Workspace. This makes it perfect for managing lists of newsletter subscribers, press contacts, or external contractors.
Distribution Lists vs. Other Google Features
It’s easy to confuse distribution lists with other features in Google Workspace. Let’s clarify the key differences to ensure you’re using the right tool for the job.
Organizational Units (OUs)
OUs allow Admins to categorize users and devices so that settings can be deployed for the entire group. These are configured in the Admin console and are unrelated to Google Groups.
Admin Groups
These are Groups that are created and managed by Google Workspace/Gmail Admins with the Admin console. Once created, these have nearly all the same functions and capabilities of a regular Google Group. Unlike ordinary Groups, these Groups can be used to configure features or services. Admin Groups can be used to create distribution lists, as explained in the instructions below.
Shared Inboxes
Shared Inboxes (also called Service Accounts) are user accounts that are configured to be shared by members of a team. For example, you may want [email protected] to have its own separate inbox rather than functioning as a distribution list. It occupies its own Google Workspace license.
Collaborative Inboxes
These are user-created Groups which allow users to receive emails sent to an alias (e.g. [email protected]) in a central location. Users can claim or assign inbound emails, making it a great solution for Support teams and others who might require the use of ticketing. Unlike Shared Inboxes, these do not occupy a license.
Who can create Gmail distribution lists?
A distribution list, which serves as a mailing list in Gmail, can be created by Google Admins and end users. All Google Workspace/G Suite editions include this feature.
How to create a Gmail distribution list
Creating a distribution list is fast and simple. Here’s how.
For Google Admins:
1. Within the Admin console of your Google account, navigate to the Groups section.
Note: You must have the Groups administrator privilege to complete this. If you do not have this, ask a super administrator to provide you with this or follow the alternative instructions for other users.
2. In the upper-left corner, click Create Group.
3. Enter the requested information for your Group. Below is an example:
Name: All XYZ Employees
Description: This Group includes all employees of XYZ Company. It is used for announcements that concern all team members.
Group email: [email protected]
Group owner(s) (Optional): [email protected], [email protected]
4. Select your Group’s access type.
As previously mentioned, external users can be a part of your distribution list. If you wish to allow external users to join, select Public. If not, select the other option that best suits your needs.
5. Create custom access settings (Optional).
6. Here, you may choose to customize role-based permissions and membership settings.
7. Click Create Group.
8. At the bottom of the screen, click the link to Add members.
9. Add all desired members.
10. Click Add to Group.
For all other users:
1. Sign into Google Groups.
2. In the upper-left corner, click Create Group.
3. Enter the requested information for your Group. Below is an example:
Name: All XYZ Employees
Description: This Group includes all employees of XYZ Company. It is used for announcements that concern all team members.
Group email: [email protected]
Group owner(s) (Optional): [email protected], [email protected]
4. Select your Group’s access type.
As previously mentioned, external users can be a part of your distribution list. If you wish to allow external users to join, select Public. If not, select the other option that best suits your needs.
5. Create custom access settings (Optional).
6. Here, you may choose to customize role-based permissions and membership settings.
7. Click Create Group.
8. At the bottom of the screen, click the link to Add members.
9. Add all desired members.
10. Click Add to Group.
Need extra help with Google Workspace?
Our Google-certified Workspace experts are ready to help you with Google Groups, distribution lists, and more. Contact us and we’ll be in touch promptly!
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