Adding a Google Workspace email alias and testing replies A Google Workspace email alias sends mail addressed to another name into an existing user's mailbox. It suits a person handling several roles, such as…

Adding a licensed user to Google Workspace Create an individual Google Workspace account for each person who needs a licensed mailbox and the included business applications. An alias is useful…

Assigning limited Google Workspace administrator roles Give a Google Workspace administrator the permissions needed for their job. A colleague who resets user passwords or manages groups usually does not…

Controlling who can send to a Google Group Google Groups separates the permission to post from the decision to moderate a message. Configure both according to the group's purpose. An internal…

Creating Gmail filters that organise messages safely Gmail filters apply actions to messages that match a search. Use them to organise predictable mail, such as invoices or monitoring notifications. Test…

Creating a Google Group for a team email address A Google Group can deliver messages sent to one team address to its members. It can also support online conversations or collaborative features when…

Creating and checking a professional Gmail signature A Gmail signature should identify the sender and provide reliable business contact details without overwhelming the message. Configure it for the…

Delegating Gmail access without sharing a password Gmail delegation gives an authorised colleague access to a mailbox without sharing its password. It can suit an assistant or a team managing a business…

Finding and reducing Google Workspace storage use Google Workspace storage depends on the purchased edition and the organisation's allocation rules. Review actual usage before deleting data or buying…

Finding messages and attachments with Gmail search operators Use Gmail search to find a message before assuming it has been lost. Start with a few facts you know, then narrow the result. Search can find mail…

Helping a Google Workspace user who has lost a second factor If a Google Workspace user loses access to their second factor, use the supported recovery process after verifying their identity. Changing the password…

Importing contacts into a managed Google account Import contacts into the managed Google account that should own them. A contact import copies address-book data; it does not create Workspace user…

Keeping team files in an eligible Google shared drive A shared drive keeps eligible team files associated with the organisation's shared workspace rather than one person's My Drive. Availability and…

Organising Google Contacts with labels and clean records Labels help organise saved Google Contacts into useful sets such as suppliers or project participants. They are personal address-book organisation…

Preventing timezone mistakes in Google Calendar Google Calendar can display an event in different local times for different participants. Use an explicit event timezone when scheduling across…

Recovering a deleted or overwritten Google Drive file First determine whether a Google Drive file was deleted, moved, overwritten or made inaccessible by a permission change. Those situations require…

Renaming a Google Workspace user without losing their account Renaming an existing Google Workspace user can update their profile name or primary email address while keeping the same account. These are different…

Resetting a Google Workspace password and sign-in sessions An authorised administrator can reset a managed Google Workspace user's password. Verify the person's identity through your organisation's process…

Restoring an accidentally deleted Google Workspace user Google provides a limited opportunity to restore a recently deleted managed user. Act promptly after an accidental deletion. The standard restoration…

Reviewing Gmail forwarding and keeping an authorised copy Gmail forwarding sends future incoming messages to another approved address. It is useful for a defined business workflow, but it can also expose…

Reviewing third-party app access in Google Workspace A third-party application can receive permission to read or change Google Workspace data through OAuth. Review the application's identity, requested…

Rolling out mandatory 2-Step Verification in Google Workspace Mandatory 2-Step Verification helps protect managed Google accounts, but an unplanned enforcement change can lock out staff who have not enrolled. Roll…

Scheduling a Gmail message and correcting it before delivery Gmail can hold a composed message and send it at a selected future time. Use scheduling when you want to prepare a message now but deliver it during the…

Scheduling a team meeting with Google Calendar Create a Google Calendar event when you need invitations, response tracking and a shared meeting record. Use the business calendar that should own the…

Setting a Gmail out-of-office reply for a business mailbox A Gmail vacation responder tells senders when you are unavailable and how urgent work should be handled. It does not assign messages to another person…

Sharing Google Drive files with customers securely Share a Google Drive file with the people who need it and the smallest suitable permission. A customer reviewing a proposal normally needs less access…

Sharing a Google Calendar with the right level of access Share a Google Calendar at the lowest level of access that meets the task. A colleague arranging a meeting may only need to see when you are busy, while…

Suspending a Google Workspace user while preserving business data Suspending a Google Workspace user blocks their access while keeping account data. It is useful during an authorised investigation or a staff departure…

Tracing a missing message with Google Email Log Search Email Log Search helps an authorised Google Workspace administrator investigate message routing and delivery. It can show what Google's mail system did…

Transferring a departing employee's Google Workspace data Plan a departing employee's Google Workspace data before deleting the account. Mail, Drive files, calendars, groups and external application ownership…