How To Use Google Groups: A Simple Guide
Are you aware of all of the options that the Google ecosystem offers? “Groups” is one of them. Google Groups helps you increase your productivity significantly, brings more efficiency to teamwork and allows you to secure and share your work documents easily. Today we would like to show you how you can leverage them within your business. Let’s just jump straight to the point!
What is Google Groups?
Google Groups is a tool provided by Google to create groups and it is one of the most underestimated features of Gsuite and Gmail. This is why you should raise your opinion of it right here and right now!
Why should you create a Google Group?
Long story short: it can help you solve many problems that you may encounter while working in any organization.
Without Google Groups:
- giving access to Drive documents, one by one to each member of the team, is pretty tedious,
- adding several people to an email can be time-consuming,
- inviting a particular group of people individually to a meeting in your Google Calendar is a slow process
With Google groups:
You can collaborate with your groups in the most efficient way, saving a lot of time and effort. You can create a special Google Group for e.g. your colleagues, team members, employees of a marketing agency – and send them all emails, invitations and access with just one click.
Security of shared files & documents
Without Google Groups, keeping documents safe and non-accessible if some project members quit (on your side, e.g. your colleague), so that there are no leaks outside of the organization
- for the same reason – keeping files safe when any contractor you are working with has some changes in their team (e.g. if any of their employees do leave the company)
- accessing files as a newcomer in a project (for instance, your colleague or an external contractor)
- getting manual access is a time-killer and can slow the project down.
With Google groups: Instead of looking through all files and documents to stop granting access to a particular person, you just unpin that person from the particular Google Group that has permissions and that person loses the access instantly. You won’t have to worry that they still can access any shared folders or documents – their access is removed for good.
The same goes for the opposite way around – if a new person comes to the project, they can gain access to necessary documents and files by simply being added to the relevant Google Group. If you share just one file then it may not matter at all, but if you have hundreds of files to share then you will see the difference immediately.
- Google Groups is a great tool to work with when you collaborate with numerous people on Google Drive.
- This tool is even more useful in terms of working and sharing files with multiple teams from various organizations (for example, the Marketing Department and the Communication Department within your company and an external Advertising Agency).
- Google Groups allow you to share documents and folders from your Drive with your designated groups.
- You can also invite a group to any meeting or a conference call via Google Contacts.
- You can send a mail directly to the members of a group by entering the specially created Group Email Address as a single recipient.
Here are a few tips on how to make the process incredibly efficient.
How to use Google Groups? A quick guide to Google Groups
Before you start using a Google Group, you need to create one. Below, you’ll find a handy tutorial of how to do so, and how to benefit from it the most.
1. How to set up a Google Group in a few quick steps?
If you are the Admin of your domain, you can sign up to Google group from your G suite admin console:
- Simply click on the Create group button and enter all the details (Group name, Group Description, Group Email Address).
- Select the access type you want to give to the members of the Group
- Don’t forget to click on “allow members outside your organization” if you want external users of your domain to send emails to your Group (picture below)
- And add the members of the groups (either one by one or through a csv file)
If you are not the Admin of your domain, you can create a Google Group from the Google Apps launcher
2. How to share folders and documents with Google Groups
Google Groups can put your work back on track with improved efficiency and productivity. How can you share folders and files within Google Groups?
- Right Click on the folder you want to share with your Group
- Click Share (picture below)
- Type the name of the Group before Sending
3. Limitations of Google Groups
Doesn’t the whole concept of Google Groups sound great? Sure, it does – however, there is also another side to the coin.
- Google Groups provide a lot of conveniences, no doubt about that, but it is quite advanced and complicated to handle on your own. It differs significantly from the usual Gmail interface, and it can easily be time-consuming to learn how to use it. It comes across as a particular challenge if you are not the Admin of your G Suite, or if you use Gmail.
- Google itself does not reveal the addresses or identity of the members sending an email or sharing a doc with the group. It can be disturbing if you do not know who is in the same group as you and can access the same folder.
Does it mean that you can actually forget about using Google Groups? Not really! These limitations do not apply to Shared Contacts for Gmail®, which helps you make the most of Google Groups. With Shared Contacts for Gmail®, you are given full visibility as for the members of your Google Group, which makes it easier to manage.
In our next article, we’ll cover the differences in visibility of any Google Group members between Google and Shared Contacts for Gmail®. Keep following our blog to find out more!