Domains & Email
Google Workspace Setup: User Accounts, Groups, and Aliases
In Google Workspace (formerly G Suite), a user account belongs to one person who signs in to it. A Group is a team address, like support@ or office@, that delivers copies to several people or works as a Collaborative Inbox for assigning and tracking conversations. An alias is an extra address, like info@, that delivers into a mailbox that already exists. Most small businesses need a user account for each person, a Group for addresses more than one person answers, and aliases for addresses one person handles.
On this page
What is the difference between a user account, a Group, and an alias?
| Option | What it is | Who signs in | License | Best for |
|---|---|---|---|---|
| User account | A personal inbox, calendar, and Drive for one person | That person | Yes, one per user | Each employee or owner |
| Group or Collaborative Inbox | A team address. A standard Group sends copies to members. A Collaborative Inbox lets members take, assign, and resolve conversations | Nobody signs in to the group. Members use their own accounts | No. Google says group addresses such as support@ do not count as users | support@, office@, billing@ |
| Alias (alternate address) | An extra address on an existing user account | The account owner | No extra cost. Google currently allows up to 30 aliases per user | info@, hello@, sales@ when one person answers |
| Delegated mailbox | Access to another person's Gmail from your own account | Delegates open it from their own sign-in | Delegation has no separate fee. The mailbox and people accessing it need appropriate user licenses | An assistant answering a manager's mail, or a team working in one inbox |
Google's licensing rules and limits change from time to time. Check the current terms before you plan around them.
Which one should you use?
Start from who answers the address.
- One person answers it: add it as an alias on that person's account. No extra license.
- Two or more people answer it and need to assign and track the work: use a Group with Collaborative Inbox turned on.
- Everyone needs their own copy, but replies are personal: use a standard Group as a mailing list.
- Someone needs to work inside another person's inbox: use Gmail delegation. Do not share a password.
- A person who logs in, has a calendar, and stores files: that needs a licensed user account.
Example: a three-person service business
This is an illustrative setup, not a named client project.
| Address | Setup | Why |
|---|---|---|
| owner@ | User account | The owner signs in, keeps a calendar, and owns files |
| tech@ | User account | A second person with their own login |
| office@ | User account | The office manager |
| info@ | Alias on office@ | One person reads general inquiries |
| estimates@ | Collaborative Inbox (Group) | Owner and office manager both answer quote requests |
| billing@ | Collaborative Inbox (Group) | The office manager and owner both need it |
That is three licenses, not six.
How does this compare with Microsoft 365?
Both can run professional email at your domain, and both can leave your website hosted somewhere else. Microsoft 365 uses shared mailboxes for team inboxes. Google Workspace uses Groups, including Collaborative Inbox, and Gmail delegation when someone needs to work inside another person's mailbox.
A Microsoft shared mailbox usually does not need its own license, within Microsoft's size limit. A Google Group address also does not count as a user. A delegated mailbox is a real user account, so it needs a license. Pick the suite your team already uses. For the Microsoft 365 version of this guide, see Microsoft 365 Setup: Mailboxes, Shared Mailboxes, and Aliases.
What can go wrong?
Replies come from the wrong address
Adding an alias in the Google Admin console lets mail arrive. Sending from that alias is a separate step: the user has to add it as a From address in Gmail. The same is true for a Group address. Skip that step, and replies may go out from the person's main address.
Someone shares a password for a "team" inbox
A Group and a delegated mailbox are meant to be used from each person's own account. A shared login makes it impossible to tell who sent what and is harder to secure.
A departing employee's email disappears
When someone leaves, deleting their account without a plan can delete their mail and files. Google lets you transfer data to another user, suspend the account or archive it with an eligible plan, or add the old address as an alias so new mail still arrives. Plan this before the last day.
Email lands in spam
New domains without SPF, DKIM, and DMARC records are more likely to be filtered. See Domain Names, Website Hosting, and Business Email Explained for what each record does.
Google Workspace setup checklist for a small business
This is the order we follow:
- Confirm who controls the domain and that the domain is in your business name.
- Add and verify the domain in the Google Admin console.
- Create user accounts for each person and assign licenses. Most small businesses use Business Starter, Business Standard, or Business Plus (currently up to 300 users). Larger organizations use Enterprise editions.
- Create Groups and, where a team will share the work, turn on Collaborative Inbox and set member permissions.
- Add aliases to the right user accounts. Set up Gmail delegation only where someone needs to open another person's mailbox.
- Plan and prepare any email migration before changing where incoming mail is delivered. Migration is quoted separately.
- Configure authentication and account security, including SPF, DKIM, DMARC, and 2-Step Verification as appropriate.
- Switch mail delivery at the planned cutover, using the MX and other DNS records Google provides.
- Test sending, receiving, and Gmail access on computers and phones, including messages from outside your company.
- Write it down: a one-page list of every address, what it is, and who answers it.
What does Frankly Digital set up?
We connect your domain and configure Google Workspace user accounts, Groups, and email aliases. Basic setup in a straightforward environment starts at $250. More extensive configuration is defined in your proposal. Email migration and ongoing administration are quoted separately, and Google Workspace licenses and domain registration are paid to those providers. See current Domains & Business Email pricing.
For current requirements, see Google Workspace plans, account and group licensing, Google’s alias guidance, Collaborative Inbox setup, and Gmail delegation guidance.
Common questions
Does a Group or Collaborative Inbox need a license?
No. Google says group addresses such as support@ do not count as users. A delegated mailbox is different: it is a user account and needs a license.
Can I send email from an alias?
Yes, once the user adds the alias as a From address in Gmail. Adding it in the Admin console alone is not enough.
How many aliases can one account have?
Google currently allows up to 30 aliases per user, at no extra cost. The practical limit is how many addresses one person can manage before a Group makes more sense.
Can I use Google Workspace for email and host my website somewhere else?
Yes. Email and website hosting are separate services connected through DNS.
What is the difference between Google Workspace and G Suite?
Google Workspace is the current name for the product formerly called G Suite.