How to Create Distribution List in Google Workspace?

You can create distribution list in Google Workspace to make your work easier. For this, I am going to provide you with steps to create the list and provide ways to manage and secure your distribution list.

In every organization, sharing announcements with the whole company, sending project updates, or reaching multiple clients at a time, etc., are daily tasks. A lot of time is spent typing individual email addresses and sending messages one by one. This will affect the business productivity and slow down communication. In this situation, a distribution list will be very helpful for efficient communication.

Know About the Distribution List

In Google Workspace, a distribution list is a feature for your email system, where you use a single email address or a group name to send your message to multiple recipients at the same time. By using this, G Suite automatically distributes your message to every member of that list.

Usually, Google Groups are used to create and manage the distribution list. So that the message reaches the right people easily and quickly. Google Workspace distribution list is different then the personal contact groups in Gmail. because it provides you with many advanced management options, like.

• Admins easily add or remove members in the list.
• Can decide who sends messages to the group.
• Ideal for small teams or a complete department.
• Control who can view the message, join the group, or moderate the discussions.

With all these functions, the distribution list helps the organizations to maintain clear, organized communication.

Preparations Before Creating Distribution List

Setting up a distribution list needs a lot of preparation. Below, I have mentioned the prerequisites that you must follow for a smooth process.

• To create and manage the distribution list, you need administrator access and privileges.
• Before setting up the list, you must turn on the Google Group for business.
  • To do that, go to the Google Admin Console.
  • Click on Apps and then the Google Workspace option.
  • Select the Groups for Business and then turn on the Google Group service.
• Ensure that the organization’s domain and DNS/MX records are properly configured.
• Check your daily sending limits of group emails in Google Workspace. Also, make sure the plan handles large volume delivery.

Once you fulfil these prerequisites, it is easy to create the distribution list in Google Workspace. So, below I am going to provide you steps to set up your distribution list.

Steps to Set Up G Suite Distribution List

A distribution list can only be created using Google Groups. To create it, Google Workspace Admin you need it. Below are the steps to do it.

1. First, sign in to the Google Admin Console using the admin credentials.
2. Then, go to the Apps option. Select Google Workspace.
3. Click on the Groups button. Now, create a group.
4. In the group, enter the group name, group email, description, and group labels. Then, hit the Next option.
5. From the Access settings, choose the Access type and permission. Select who can join the group. Press the Next button.
6. Then, in Security settings, select the Member restriction and click on Create group.
7. After creating the group, choose Add Members option.
8. Provide the email addresses of the users you want to include.
9. Then, assign the roles: Member or Manager/Owner.

Not only the admin, but also users can do so if they have been given the permission. As a user who has been given admin permission can easily create the list by following the same steps above.

How to Manage Google Workspace Distribution List?

Managing the distribution list is also important for security and accuracy. G Suite provides flexible options by the Google Group that you can use to update members, adjust permissions, and control how the list is used. Therefore, below are the processes to manage and edit the distribution list.

1. Add or Remove Members: Over time, your team changes as new members are added or old members leave. So, it is important to update the list of recipients.
   • In your Google Groups, sign in to the account.
   • Click on the group name and then the Members option.
   • Hit the Add members and provide the email addresses.
   • Select the Subscription settings.
   • To remove the members, click on the check box next to the name and press the Remove button.
2. Edit Group Settings and Permissions: To modify how to distribution list functions by using the group settings.
   • Open the group and click on group settings.
   • Now, you can choose what you want to control.
   • In the settings, you can choose who can post the message to the group, who can view conversations and group details, and membership settings.
3. Update Access and Posting Policies: To protect the group from spam and maintain security.
   • You can limit the posting rights.
   • Ename moderation option for messages that are sent by an external member.
   • Restrict access for sensitive groups.
4. Delete Distribution List: If you want to no longer use the group, you can delete it.
   • To delete it, open the group.
   • Click on the Group Settings.
   • Select the Delete group.

These are the options that are used to edit and manage your distribution list so that the message always reaches to right people, reduces unnecessary emails, and maintains the security within your account.

Backup Google Workspace Shared Date for Security

With the help of the distribution list, sharing emails, files, and attachments is much easier with multiple members. But it is also equally important to back up this shared data. For the group, messages and files are critical for their ongoing projects, audits, or any other purpose.

In that case, many experts focus on backing up their sensitive shared data. So, if you want to retrieve old data that is shared in the distribution list. SysTools Google Workspace Backup Tool is a great solution in this scenario. A professional software that can save all professional Google Workspace mailboxes, including Google Groups. Also, it saves the file into the Outlook data file. Then, you can easily transfer Google Groups to Office 365.

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Conclusion

If you want to create distribution list in Google Workspace. Then, read this article, in which I have explained a step-by-step process to create the distribution list. Along with it, I also provide tips to manage your distribution list and the shared data. So, from setting up the distribution list to managing the shared data, I have explained everything to you. If you have any queries, contact our support team.