Administrative User Guide

Revised July 21, 2021

 TABLE OF CONTENTS

Overview

Get Started
Sign in to your Admin console
Direct URL
Apps Launcher
Mobile App

Setting Up your Company Profile

Profile:
Preferences:
Smart Features & Personalization
Personalization
Custom URLs
Legal & Compliance
Account Management

Organizational Units

Users
Add Users Individually
Add Multiple Users at Once
Assign Administrator Roles to a User
Password Reset
Reset a User’s Password
Reset an Administrator’s Password
Email Aliases
Why use an alias?
Add email Aliases
Remove an Email Alias
Send Email from an Alias

Groups
Create a group via Admin Console
Create a group via Google Groups or Apps Launcher
Adding users to a group
Organization-Wide Group

Apps

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Device Management
Network
Chrome Management
Manage Mobile Devices

Reports

Security

Domains
Add multiple domain names or a domain alias
Use your domain alias
Receive messages at domain alias
Send messages from your alias address
Use your secondary domain

Migrate Email to Google Workspace

Access Google Workspace via other Mail Clients

Add Google Workspace Email via Gmail account
IMAP
Step 1: Enable IMAP
Step 2: Set up your User
Google Workspace Migration for Microsoft Outlook (GWMMO)
Syncing
Importing
Google Workspace requirements and settings
Permissions requirements for users
Port requirements
Install Google Workspace Sync

Google Workspace Storage

Google Drive
Gmail
Google Photos
Options for adding storage

Support

Additional Resources

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 Overview
Google Workspace is a package of cloud-based services that can provide your organization with a
whole new way to work together online—not just using email and chat, but over video conferences,
social media, real-time document collaborations, and more.

Once you can show that you own the domain, you and your team can begin using Gmail, Calendar,
Drive, Meet, Chat and other core Google Workspace services, as well as additional services like
Currents, Sites, Blogger, Maps, Youtube and more.

Every plan includes

Gmail Calendar Drive Editors Google Meet

Docs Sheets Slides Sites Forms Google Keep Chat

Admin

As an administrator of your Google Workspace account, you'll enjoy a new way of managing your
users' services from the cloud. This can be as simple as adding users to your account, activating
their email, and letting them start using services. But Google Workspace gives you additional
controls over your users' data and security that we recommend you take advantage of.

Here are some basic steps to get you started with managing Google Workspace for your
organization.

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 Get Started
Sign in to your Admin console

The Admin console is where administrators for a domain manage Google services for people in an
organization. The Admin console is only available when you're signed in to an administrator account.
If you don't have access to an administrator account, get help from someone else who does.

Your administrator user was created when you registered for Google Workspace.

IMPORTANT: Only a user with Administrator privileges can access the Admin console. As the
domain administrator, you can grant additional administrator privileges and access via the Admin
console to any of your users.

You can access the Google Admin Console using these 3 ways to manage users, groups,
devices, and services.

Direct URL

If you have access to an administrator account, you can sign in to the Google Admin console via
admin.google.com or accounts.google.com in your browser using the admin email address and
password.

If you are already using a user account which is not an administrator account, you will not need to
sign out completely from it and then sign in to the administrator account. All you need to do is to
sign in via

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 1. switching accounts if you had previously signed in on the same device and did not log out.
(Note: If you see a list of Google accounts on the sign-in page, be sure to choose the
administrator account)
2. Adding another account if your administrator account is not listed or you have signed out
previously on the device

Note: Going to admin.google.com is the standard way to sign in to the Admin console.

Apps Launcher

Alternatively, you can log in via the Apps Launcher grid (it looks like 9 little squares in a grid) at
the top of the page within your Google Account if you happen to be logged in already.

Click the Admin icon (it looks like a small blue gear) to open the Admin console. You may
have to click “more” to find this icon.

Note: You can drag and drop the Admin icon to the top of the icon grid to make access even easier .

Once you have successfully logged in to the admin console, you will be able to view the admin
console Homepage as shown in the image below.

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At the top-right of the Admin console dashboard, you can click on Admin Console Setup to startup
the Google Workspace Setup wizard to help your organization get started with Google Workspace
and guide you through the steps for activating your new services. (This is a complementary service
offered to you by whogohost)

Mobile App
Lastly, Google workspace admins can login to manage users, groups, devices and get notifications
via their Android or iOS device to perform essential tasks i.e review account & admin activities using
the Google Admin App.

A Google Account PIN will need to be created when setting up to provide an extra layer of security.

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 Setting Up your Company Profile
This allows you to define and update specific basic organization information (such as company
name, logo, address, organization wide settings, language and time zone), administrator contact
information, announcements, custom URLs etc for your company.

To begin setting up your company profile,

1. Sign in to the Google Admin console as the administrator user using the administrator
username and password.

2. From the Homepage, click Account Settings . Alternatively, on the left side menu,
click Accounts > Account Settings
3. Select any section you want to update or make changes by clicking on the arrow to drop
down the section.
4. Click Save if you’ve made any changes to any section.

Profile:

This is where you can configure company-wide settings. Explore the various profile settings and
make the following changes:

● Name: (Optional) Change your organization name.

● Contact Info: Enter the correct primary and secondary administrator email addresses.
● Support Message: (Optional) Enter a message users will see if they can't sign in to their
Google Workspace account. This message usually identifies who to contact or
instructions if they forget their password.
● Verify language and time zone.
● Click Save if you’ve made any changes to any section.

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Preferences:

This is where you choose how to release or roll out new product features & services and also set
which communications you receive from Google. Click Save Changes if you’ve made any changes.

Smart Features & Personalization

This is where you determine how your users’ information in Gmail, Chat, and Meet can be used and
shared with other Google products.

Personalization

This is where you can upload your company logo and brand the Google Workspace services for your
users.
Note: The recommended size for a logo image is 320 x 132 pixels and must not be bigger than
30KB

Custom URLs

This is where you can create an easy to remember web address for core Google Workspace services
via adding a CNAME to your domain name.

Legal & Compliance

This is where you can review, update and accept all legal and compliance related matters for your
Google Workspace account. I.e Terms of service, data protection officer, Sharing options etc etc.

Account Management

This is where you can grant your Google Reseller access to help manage your account or
permanently delete all your organization's data in relation to Google services.

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 Organizational Units
To apply settings to a specific set of users and devices in Google Workspace, you can create an
organizational unit. This can also be used to group your users into departments.

By default, all users and devices are placed in the top-level (parent) organizational unit. Child
organizational units inherit the settings from the parent, but can be changed to fit the needs of the
users or devices it was created for.

1. Login to your Google Admin console.

2. On the Homepage, click on Organizational units. Alternatively, click on Directory >
Organizational Units
3. Hover over the organization you want to modify and click Create new organizational unit

.
4. In the Name of the organizational unit field, enter the new group or department name.
Note: The forward slash character "/" isn't allowed in names of organizational units.
5. (Optional) To add a description of the organization, enter it in the Description field.
6. (Optional) To place the organization under a different parent organization:
● Under the Parent organizational unit, click Edit .
● Choose a parent organization.
● Click Done.
7. Click Create.

You can also add an organization by clicking Add a the top left of the Organizational units
page.

Users
To let people in your organization start using Google Workspace, you must add them to your
account. You can do this from any computer or even your mobile device using the Google Admin

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console. You can also manage users' services, passwords, organizational units users belong to and
all other aspects of your account.

No matter what size your organization, we recommend that you distribute the responsibility of
managing your users and services among a select set of trusted users. Do this by granting
administrator privileges to those users. When an administrator signs in to their Google Workspace
account, they arrive at the Admin console just like you do. By contrast, users who aren't
administrators don't see the Admin console when they sign in but go straight to their list of
managed services.

Add Users Individually

1. Sign in to the Google Admin console
2. a. From the Admin console Homepage, click Users or from the sidebar, click Directory >
Users
3. Click on Add new user.

4. Enter the new user's First Name, Last Name, and Primary email address.

Tip: Before assigning an email address, check if a user has an existing account with a
Google service such as Gmail or Google Chat, Adsense, etc.

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 5. If your account has multiple domains associated with it, select the domain you want to add
the user to from the drop down.

The field to the right of the @ sign is a drop-down list with available domains. The domain
you select will be the portion of the user's email address that appears after the @ sign.

6. (Optional) Enter the secondary email address and phone number

7. Click on Manage user’s password, organizational unit and profile picture.
1. Select the organizational unit to which you want to add the user. (You might need to

click to see organizational units.)

2. You can add the user’s picture by clicking on the camera icon.
3. (Optional) Set the user's initial password.

The Admin console generates a temporary password for the new user, using a mixed
pattern of symbols, upper and lower case letters, and numbers. The length of the
password will be the greater of the required minimum (eight), or the minimum
password length you've set for your domain.

To set a different initial password, untick Automatically generate a password and

enter the password. Google requires the password to be at least eight characters.
See Password help for tips on creating a strong password.

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 8. Click Add New User to Create a new user.
9. Click Email instructions or Print instructions to deliver the account information to the new
user.

If you email the instructions, be sure to send the message to an email address that is
currently accessible to the user, not to the new email address.

10. Click Done.

11. (Optional) Edit additional user settings.

To set other user settings, such as adding the new user to groups or omitting the user's
information from your Google Workspace Directory, click the user's name in the list. Click
here for instructions.

It can take up to 24 hours for new user accounts to appear in the searchable Directory. You
can also hide a user from the Google Workspace directory by changing the sharing options.

Add Multiple Users at Once

1. Sign in to the Google Admin console https://admin.google.com/
2. From the Admin console dashboard, go to Users.
3. On the Users page, click Bulk Update Users.
4. Download the sample CSV (comma separated values) file. Do not close the dialog box.
5. Open the CSV file in a spreadsheet application, such as Google Sheets or Microsoft Excel.

The file has columns for the attributes that can appear in each user's profile. Profiles appear
in the Admin console and the user's Contact Manager.

6. (Required) For each user you want to add, fill in the First Name, Last Name, Email Address,
Password & Organizational unit path columns in the spreadsheet.
7. (Optional) Fill in the other columns only if you want. Otherwise, you can leave them blank.

Tip: To add multiple phone numbers or addresses for a user, add columns to the
spreadsheet. Rename the header accordingly. For example, to add a second home address,
create a new column with the header Home Address 2.

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 8. Save the CSV file as a CSV file type. Then upload it using the dialog box.

If you created an organizational structure or unit, be aware that the bulk upload feature
adds all new users to the top-level organization. If any of the users belong in a sub-
organization, you'll need to move the users after uploading them.

Assign Administrator Roles to a User

1. From the Admin console dashboard, go to Users.
2. Click a user's name to open their account page.
3. Scroll to the bottom and click Admin roles and privileges.

Tip: To see the privileges granted by the user's current roles, click on the panel to expand it.

4. Click Assign roles.

5. Choose a role from the Roles list.
6. (Optional) If the role includes user management permissions for organization units, select
them from the No organizations selected list beneath each role. Click Save.
7. Click Manage roles to assign more roles to the user.

Alternatively, you can also manage all your admin users via Accounts > Admin Roles. You can
make different users admin with limited access for different services for easy management.

Password Reset

Reset a User’s Password

1. Sign in to the Google Admin console.
2. Click Users.
3. Hover your mouse on the user and choose Reset password.
4. (Optional) Toggle On/Off Auto-generate password.
5. (Optional) Toggle On/Off the option that requires the user to change the password when
they next sign in.
6. Click Reset to save your changes.
7. Send the user their new password.

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Reset an Administrator’s Password
To reset the password of another administrator, you must have Super Admin privileges. If you have
Super Admin privileges, follow the same steps as above for resetting a user's password.

If you can't sign in to the Admin console and need to reset your own administrator password,

● Go to admin.google.com.
● If you don't know your username, click Need help? then follow the instructions for
accessing your account either at your recovery email address or phone number.
● If you don’t know your password, enter your username, click Next, then click Need help?
below the Sign-in button. Reset your password by entering the email address you use to
sign in to Google. This can be your Gmail address, your Google Workspace email address, or
another email address associated with your account.
● If you're having other problems signing in, enter the email address you use to sign in to
Google. This can be your Gmail address, your Google Workspace email address, or another
email address associated with your account. Then follow the instructions that appear on
screen.

Email Aliases

Every user in a Google Workspace account has a primary address for signing in to their account and
receiving mail. If a user wants another email address, you can create an email alias for them

Why use an alias?

If mary@wgh.com wants a sales address to receive sales requests, you can create the alias
sales@wgh.com. Mail sent to either address then appears in Bode’s Gmail inbox.

Note: You can add up to 30 email aliases for each user. Users continue to sign in to their Google
Workspace account with their primary address, not an email alias.

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Add email Aliases
1. Sign in to the Google Admin console.
2. Go to the user's account page.
3. On the user's account page, click Account.
4. In the Aliases section, click Add an alias.
5. In the Add an alias text box, enter the user name. (The part of the user's email address that
appears before the @ sign.)
6. Note: As with any other email address, you can't reuse an alias that's already been assigned
to someone else, either as a primary address or alias.
7. If multiple domains have been added to your account, the field to the right of the @ sign is a
menu listing available domains. Select a domain for the alias address.
8. Click Save Changes.

Note: It takes a few minutes before the alias is available, and can take up to 24 hours.

Remove an Email Alias

1. Go to the Aliases section under the user’s account from the admin’s console.
2. Click Remove next to the alias you want to remove.

Send Email from an Alias

The user automatically receives messages sent to the email alias address. To send messages so the
alias address appears in the message's “From” field, the user needs to set up a custom From address
in Gmail.

Share these steps with the user:

1. Sign in to your Google Workspace email.

2. Click the in the upper-right and select Settings along the top of any page, and select the
Accounts tab.
3. Under Send mail as, click Add another email address you own
4. In the Email address field, enter your name and the email alias address.
5. Click Next Step.

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Messages you send will appear to be from this alias email address. Only recipients who look at the
original message header will see your primary email address.

Sending Email

To use one of your alternate sender addresses, click the From link when you compose a new
message. If you're replying to or forwarding a message, click the field where your recipients are
listed, then click From. After clicking From, you'll see a drop-down menu next to your address,
where you can select the email address .

If you ever need to edit the name, configuration or reply-to address, go back to your settings. Click
edit next to the address on your Accounts tab. To delete an address, just click delete.

Note: Messages you send to your own email alias aren't listed in your inbox, unless you set up
the alias as a sending address.

Groups
As a Google Workspace administrator, you can create and manage groups or configure features and
settings for teams or departments for your organization using the Groups control in the Admin
console.

It also provides a convenient way for your users to easily communicate and collaborate across teams
with groups of people they frequently contact via a mailing list, collaborative inboxes, moderated
discussions etc.

People can then use a single email address to internally or externally send mail to the entire group,
or invite the group to a meeting, group chat or to share a document, site, video etc.

Groups can be created from either within your Admin console or externally via Google Groups.
Google Groups provides additional features for groups not available in the Admin Console. And
based on policies you set in your Admin console, users can be allowed to create, manage, and work
in groups in a variety of ways.

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However, only groups created in your Admin console can be used as a feature configuration group
as users can also create groups if permitted. Also, it can only be used for discussions or as a
Collaborative Inbox at Google Groups if Groups for Business settings is turned on.

Create a group via Admin Console

1. Sign in to the Google Admin console.
2. From the Homepage, click Groups. Alternatively, click on Directory > Groups
3. Click on Create new group.
4. Enter the following details in the group information form:
● A name for the group.
● An email address for your new group. If your organization's Google Workspace
account has multiple domains, select the appropriate domain from the drop-down
list.
● Optionally, add a description for your group.You can use this description to help
users determine the purpose of the group. For example, you can include information
about who should join, the types of message you should send to the group, links to
FAQs about the group, related groups, and so on.
● (Optional) Enter the email address of the owner(s) of the group. This can be added
later.

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 ● Choose a group access type—Public, Team, Announcement only, or Restricted.

Each access type includes predefined permissions for group owners, managers, and
members, as well as whether the group is open to the entire organization or people outside
the organization.

● Select who can be members of the group from the drop down
● Optionally, toggle the box that allows external members from outside the
organization to join your new group.

5. Click on Create Group. You'll be taken to the group's page in the Admin console.

After you've created a group in the Admin console you can edit it to add or remove members,

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change a member's group role, change a group's name or description, and more.

Note: You can add up to 25 users to the group at a time. But there is no limit to the number of
users that can join a group

Create a group via Google Groups or Apps Launcher

1. Sign in to Google Groups or click on the Apps Launcher grid then Google Groups.
2. In the upper left corner, click Create group.
3. Enter information and choose settings for the group. Get Settings reference here.
4. Click Create group.
5. Wait a few minutes for your new group to become active before sending a message to it.
Otherwise, you might get a notification that your message couldn't be delivered.
6. (Optional) Next steps: Choose advanced settings for your group.

Adding users to a group

Only a group owner or an administrator can add a user to a group using any of the three(3) steps
outlined below

1. Invite someone via email

2. Add people to your group directly
3. Approve people who applied to join your group

Organization-Wide Group

As a Google Workspace administrator, you can make all users in your organization members of the
same group, to easily email everyone without having to enter each person's address. After you
create the group, any new users you add to your organization's Google Workspace account are
automatically added to the group.

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Add an organization-wide group:

1. When you create a new group, check Add all users within your-domain to this
group in the Create new group dialog box.
2. Your new group is created and the name appears on the Groups page.
3. Click the name of your group to open the settings page and click Manage users.
4. The group's member list now includes a special new member called All users within
your-domain.
5. You can't edit the members within the All users within your-domain member. But just
like any other group, you can edit the groups access settings or delete it.

Notes:

● Only Google Workspace administrators can create an organization-wide group.

● If multiple domains are associated with your organization's Google Workspace account, the
group contains users in all your domains.
● Suspended users are included in an organization-wide group, but they don't receive
messages sent to the group while they're suspended. When the account is no longer
suspended, the user will resume receiving group messages.
● Users won't see the organization-wide group in the Groups section of their account page.
● To prevent spam being sent to everyone in your domain, only allow group owners and
managers to send messages to a group that has the All users within your-domain
member.

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 Apps
This is where the administrator manages access to Google Workspace services, third-party apps and
their settings. Initially, most services are turned on for all your users. But you can use your Admin
console to turn off services you don't want people to use, or to tailor how services work. Make the
same settings for everyone, or apply policies to different users or groups.

You can also do domain verification from here during initial setup of your Google Workspace
account.

Device Management
Use your Admin console to manage users' mobile devices. Enforce security policies across your
mobile fleet, remotely wipe lost or stolen devices, manage security and settings in your organization
for network, devices, chrome apps etc.

Network
As a Google Workspace for Work administrator, you can set up WiFi, VPN, and Ethernet networks
for managed devices

Chrome Management
As a Google Workspace for Work administrator, you can control the Chrome Apps and extensions
that users can access. You can also configure Chrome Apps and deploy them as kiosks .

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Manage Mobile Devices
As a Google Workspace for Work administrator, you can set up fully integrated mobile device
management with continuous monitoring. Just choose some settings and install some management
apps.

Reports
The Admin console reports are used by administrators to track and monitor usage of service,
analyze your team's use of collaboration, and identify unwanted security patterns across your
organization by viewing usage graphs and reports.

It shows historical data generated for the last seven days, the last month, the last three months, or
the last six months. The date in the upper right indicates the most recent day for which report data
is available. The pulldown arrow next to the date opens a calendar page you can use to select
another day to use. The latest date for which all data points are present has a green background.
You can select another date beyond the full data date but any later date you choose may have
partial data and may only show a subset of the expected reports.

Security
Google Workspace for Work includes many critical security features designed to keep the data you
place on our systems safe and secure.

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To help keep your organization's data safe and secure, we recommend that you follow the security
best practices by taking the following steps to reinforce and monitor the security of your Google for
Work account:

● Set up 2-step verification

Reinforce password security by requiring that users enter an additional code from their
phones when signing in to their Google for Work account. This can greatly reduce the risk of
unauthorized access if a user's password is compromised.

● Reduce risk of email spoofing

Spammers can forge, or "spoof," your domain's From address to make their spam look like it
came from someone in your domain. To help prevent this type of abuse, we recommend
three anti-spoofing measures that can authenticate mail sent from your domain.

● View security settings and revoke access

Manage users' security settings to enforce 2-step verification and password strength, and to
revoke any application-specific passwords that have been granted access to the user's
account.

● View user behavior reports

Use your Google Admin console to monitor the use of 2-step verification and other security
measures in your organization.

Domains
If your organization owns multiple domain names where you do business or you acquired a new
company or started doing business under a new name or you manage multiple brands, each with
their own domain name, you can add them all to your Google Workspace account at no extra cost.
Users can then have an identity at one or more of your domains. They can share Google services as

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part of one organization. And you can manage all your users and domains from the same Google
Admin console. You must own the domain name and verify domain ownership for separate domains.

Depending on your needs, you add a domain as a domain alias or a secondary domain.

When you add a domain as a domain alias to your Google Workspace account, everyone in your
domain gets another address at. the new domain. i.e. Mary set up Google Workspace with wgh.com
and her address is mary@wgh.com When she adds her other domain, wgh.com.ng, as a domain
alias, she automatically gets the email address, mary@wgh.com.ng. Messages sent to either of her
addresses arrive in her mary@wgh.com inbox. She can also send messages from either address.

Please review the table carefully before you begin to help you understand how this works and
determine what you want to achieve.

Domain Aliases Secondary Domain

Give users an email address at the other Manage separate teams of users or businesses
domain at different domains

Each user gets an email address at both your Each of your domains has a different set of
primary domain and domain alias users that can be managed in the Admin
console for your primary domain

A user can send and receive email from either A user gets a Google Workspace account, email
address in user’s primary mailbox address, and mailbox for their domain

Each mailing group also gets an email address Each mailing group also gets an email address
at the domain alias at the secondary domain.

No extra cost per user or group Pay for each user account that you add to your
secondary domain

Add up to 20 domain aliases to a Google Add up to 599 secondary domains to your

Workspace account. account

titi@main-company.com (primary domain) titi@main-company.com (primary domain)

titi@other-company.com (alias domain) joel@other-company.com (secondary domain)

Domain aliases cannot be converted to be the Secondary domain can be switched to be the

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 primary domain. primary domain for your Google Workspace
account.

People can share files with either the user's People can share files with only each user's
primary email address or alias address. secondary email address.

Users can only sign in to their Google Users can only sign in to their Google
Workspace account with the primary domain Workspace account with the secondary domain
email address. email address.

Users can create documents and files only with Users can create documents and files only with
their primary domain email address their primary domain email address

Google Calendar invites and sharing invites are Google Calendar invites and sharing invites are
sent only from ‘the users primary email address sent only from ‘the users secondary email
address

The organization name & logo of your primary The organization name & logo of your primary
domain is tied to your Google Workspace domain on the Google Workspace account will
account be visible to all users of the secondary domain.

Domain aliases cannot be converted or Secondary domains can be converted or

migrated into multi-domain accounts. migrated into multi-domain accounts.

Global URL will be at primary domain Each secondary domain has its own custom
URL different from the primary domain. No
global URL. i.e. http://mail.primary_domain.com
and http://mail.secondary_domain.com

Redirection of naked URL will be at the primary Secondary domains can't be redirected to a
domain and not the alias. "naked" URL.

Add multiple domain names or a domain alias

1. From the Admin console dashboard, go to Domains.

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 2. To see Domains, you might have to click More controls at the bottom.
3. Click Add/remove domains > Add a domain or a domain alias.

4. Choose how to add the domain:

● Add a domain alias of primary-domain-name : This gives everyone in your primary
domain an email address at the alias domain.
● Add another domain: This adds a separate, secondary domain that can have its own
users and groups.
5. Enter the name of the domain you want to add.

You must own the domain name, and it can't be registered with any other Google account.

6. Click Continue and verify domain ownership.

If the domain name is already registered with another Google account, an error message
appears. To add the domain to this account you must remove it from the other account.

7. Click Verify and continue to setup email delivery.

8. Update the domain's MX records to route mail to Google's mail servers.

9. Do this only if you want users to receive mail for this domain in their Gmail inboxes.
10. Click I have completed these steps.

When your ownership is verified, the status becomes "Active."

It might take from 48 to 72 hours for your domain to be verified and email set up, depending on
propagation

The total transition time depends on the number of users and the load of the system. For domains
with a large number of users, it can take more than 24 hours after verification for all users to
receive their alias email addresses.

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By default, Google uses the name & logo of your primary domain as the organization name in your
Admin console and on users' services pages. When you add other domains, you might want to
change your organization name & logo to a more inclusive one.

If you manage a large organization: Your users might have a personal Google Account that already
uses the domain. When you add the domain alias, those users' accounts are automatically renamed.
All data in the accounts remains outside of your organization’s management. To find users with
Google Accounts, first add the domain as a secondary domain. The list of accounts is generated
within 24 hours. Learn more about conflicting accounts.

Use your domain alias

Once your domain alias is active, users can start using it immediately.

Tip: Share the instructions with your users.

Receive messages at domain alias

Messages sent to your alias address automatically arrive in your inbox. To test, send a message
from another account (not your Google Workspace account) to your new alias.

If you don't receive the test message within 48-72 hours, contact your domain host. They can check
whether your domain verification and MX records are set up correctly.

Send messages from your alias address

To send a message using an email address of the domain alias, users will first need to add the alias
email address individually to their Gmail account.

1. On your computer, open Gmail.

2. In the top right, click Settings Settings.

3. Click the Accounts and Import or Accounts tab.
4. In the "Send mail as" section, click Add another email address.
5. Enter your name and your alias address.
6. Check the Treat as an alias box.
7. Click Next Step and follow the confirmation steps.

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When you compose a message in Gmail, click the dropdown for From to select an alias email
address.

Use your secondary domain

Once your secondary domain is active:

1. In the Admin console, Go to Users

2. Click add new user to Add new user accounts to your secondary domain.
3. At the right of the @ sign, click the Down arrow and select the user's domain.

We recommend reviewing Limitations with multiple domains for help with managing users accounts.

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 Migrate Email to Google Workspace
You can use the data migration service to easily import data into your new Google Workspace
account using the Google Admin console. All migrated data is copied, not moved or deleted, so you
can still access the data in your source account after a migration. Depending on your source
account, you can use the data migration service to migrate email, calendar, and contact data from
Gmail, Google Workspace, Microsoft Exchange servers, Exchange Online, Webmail and other IMAP
services.

1. Add the users you want to migrate data for from other email providers.
The data migration service only migrates data to accounts of existing users. It doesn't create
user accounts from the data it migrates.
2. Click on Data Migration on the home menu or via Account > Data Migration
3. Click on Set Data Migration Up button

4. Now, configure the connection settings of the source where you are migrating data from.
a. For migration source, select the source provider i.e
● Gmail (from a personal gmail account)
● Google Workspace (from another existing Google Workspace account)
● Other IMAP server (from other providers that use IMAP secure protocol i.e
cPanel Webmail)
● Microsoft Office 365 (from Microsoft 365 or Exchange Online)
● Any of Microsoft Exchange Server 2007, 2010, 2013, and 2016. (from
Exchange 2007 or later)
● Select I don’t know if you are not sure.
●
b. Select the type of items to migrate from your source server. For all sources aside
Google Workspace, you will be required to enter the Data Type
c. Select the protocol to use to talk to your source server. It is recommended that you
choose 'Auto Select (Recommended)'.
IMAP and in the Server URI field, enter your IMAP server name (for example,
imap.example.com).

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 d. Enter the email address and password of a role account. This is an account on
your source server. The account is used to verify that your source server may be
connected to and migration reports may be sent to the account.
5. Click Start.
6. Once a connection has been made via the role account to your previous provider.

Note: In a single migration, you can migrate emails, contacts, or calendars with the data migration
service, but you can't migrate 2 or more of these at the same time. Migrate them separately.

7. (Optional) If the connection was unsuccessful, verify the role account and connection
protocol information is correct. Then, click Start again.
8. Under Migration Start Date, choose your preferred start date for your migration.
9. Under Migration Options, accept the options that appear or choose to exclude some data.
10. Click Select Users.

You have now completed the setup and can now begin the migration

To migrate email for a single user

1. Click Add user.
2. In the Source Email field, enter the user's legacy email address.
3. In the Google Workspace Email field, start entering the user's new Google Workspace email
address and choose from the list of suggested users.
4. In the Password field, enter the user's password for their legacy email account.
5. Click Start.
To migrate another user's email, repeat these steps.

To migrate email for multiple users

1. Click Bulk upload with csv.

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 2. Click Attach File to upload the migration CSV file containing the legacy email addresses and
the new Google Workspace email addresses.
3. For details on how to format the file, go to Use CSV files with the data migration service.
4. Click Upload and Start Migration.
If there are errors in your file, choose an option:
● To update the file, click Cancel. Then, upload the updated file.
● To ignore the incorrect mappings, check the Ignore errors box.

Tip: To exit a completed migration, click More and then Exit migration.

Access Google Workspace via other

Mail Clients

Users in your organization can also access their email accounts from programs using any of the
methods below;

● Gmail Account
● IMAP for Microsoft Outlook, Apple Mail or Thunderbird to access your Google Workspace
mail
● Google Workspace Migration for Microsoft Outlook (GWMMO) to access your Google
Workspace contacts, mail, and calendars

Note: You will need to determine which method is suitable for your organization.

Add Google Workspace Email via Gmail account

Users you add to your Google Workspace account get an email address at the domain you provided
when you created your account. They can use this address with your Google Workspace Gmail
service. If they're currently using this address with your old mail program, however, you decide
when to make the switch. Mail won't start flowing to their Gmail account (and stop flowing to their

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old program) until you change your domain's MX records to point to Google servers. See Get started
with Gmail.

IMAP
IMAP is free for all Gmail and Google Workspace users.

Step 1: Enable IMAP

Users can retrieve their email messages with a client or device that supports IMAP, like Microsoft
Outlook , Apple Mail or Thunderbird.
1. Sign in to Gmail.

2. Click the gear in the top right .

3. Select Settings.
4. Click Forwarding and POP/IMAP.
5. Select Enable IMAP.
6. Click Save Changes.

Note: This setting is not available while using the basic HTML view of Gmail. To enable IMAP, use
the standard view instead.

Step 2: Set up your User

Use the table below to update your user with the correct information.

Incoming Mail (IMAP) Server: imap.gmail.com

Requires SSL: Yes
Port: 993

Outgoing Mail (SMTP) Server: smtp.gmail.com

Use Authentication: Yes
Port for SSL:: 465 or 587

Use same settings as incoming mail server

Full Name or Display Name: [your name]

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 Account Name or User Name: your full email address
(including @gmail.com or @your_domain.com)

Email Address: your full email address

(including @gmail.com or @your_domain.com)

Password: your Email password

Google Workspace Migration for Microsoft Outlook

(GWMMO)
For organizations that have switched to Google Workspace but will like to keep using Microsoft
Outlook, you can do so using Google Workspace Migration for Microsoft Outlook (GWMMO). This
Outlook plugin lets you use Outlook to manage your Google Workspace mail, calendar, and contacts
—along with your Outlook notes, tasks, and journal entries.

Syncing
GMMO seamlessly syncs mail, calendar events, contacts, notes, and tasks between your Google
profile in Outlook and your Google Workspace account in the cloud. As a result, you can access this
same information at any time, from any device where you use Google Workspace.

Importing
GWMMO also lets users import data from Outlook to Google Workspace—either when initially setting
up their user profile in Outlook, or any time afterwards. When importing, people have the option to
import directly from an Exchange account or from a PST file. Keep in mind that executables and
attachments over 25 MB are not imported to Gmail, as per Google Workspace restrictions.

Google Workspace requirements and settings

There are several requirements and settings you need to complete to start using GWMMO.

Edition requirements
● Google Workspace for Work, Education, or Government

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Admin console settings
Enable the following features in your Admin console:
1. Sign in to the Google Admin console.
2. Turn on Google Workspace Migration for your account:
○ From the dashboard, click Apps, then click Google Workspace > Gmail > User
settings.
○ In the Google Workspace Sync section, check Enable Google Workspace Migration
for Microsoft Outlook for my users.
○ Click Save.
3. Turn on the Google Calendar service (so users can create profiles).
4. To use Global Address List (GAL) Generator:
○ From the dashboard, go to Security > API reference. Where is it?

○ Check Enable API Access.

○ Click Save.
5. Turn on contact sharing (so users' Global Address Lists are dynamically updated):
○ Click Apps > Google Workspace > Contacts > Sharing settings.
○ Select Enable contact sharing.
○ Click Save.
6. Turn on the Drive service and Drive apps (required for notes sync to Drive):
○ To turn on Drive, see Turn Drive on or off for users.
○ To allow users to install Drive apps, click Apps > Google Workspace > Drive > Data
Access.
○ In the Drive SDK section, check Allow users to install Google Drive apps.

OS and Microsoft Outlook requirements

Please consult Microsoft's website for the latest versions of Windows and Microsoft Outlook
configuration and support information for GWMMO.

Operating system requirements

● Windows 10 (32 and 64 bit)
● Windows 8 (32 and 64 bit)
● Windows 7 (32 and 64 bit)
● Windows Vista SP1 (64 bit)
● Windows Vista SP1 (32 bit)

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 ● Windows XP SP3 (32 bit)

Note: GWMMO is not supported for Mac. Microsoft Outlook for Mac does not support the Messaging
Application Programming Interface (MAPI), which is required for Google Workspace Sync to
communicate with Outlook. This Outlook limitation makes a Mac-compatible version of Google
Workspace Sync infeasible.

Microsoft Outlook requirements

● Microsoft Outlook 2016 (32 and 64 bit)
● Microsoft Outlook 2013 (32 and 64 bit)
● Microsoft Outlook 2010 (32 and 64 bit) * and this free/busy hotfix
● Microsoft Outlook 2007 with Office SP2
● Microsoft Outlook 2007 with Office SP1 and this hotfix
● Microsoft Outlook 2003 with Office SP3

Permissions requirements for users

Users need to have local admin permissions for their computers in order to perform the installation.

Port requirements
Open port 443 for the following applications on the computer on which you install GASMO:
● Outlook.exe
● ProfileEditor.exe

Install Google Workspace Sync

Google Workspace Sync must be installed on each person's computer, who wants to use the plug-in.

You have two options for installation:

● Push an .msi file to your users by downloading it and let them use the Run Advertised
Programs option in the Windows Control Panel. Be sure to download the correct one, based
on your users' version of Outlook. For information on implementing the .msi file, consult
your Windows documentation.
● Download 32-bit enterprise_gsync.msi (Outlook 2003, 2007, 2010, 2013, 2016 32-bit
editions)
● Download 64-bit enterprise_gsync.msi (Outlook 2010, 2013, 2016 64-bit editions)

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 ● Let users download Google Workspace Sync themselves from the Google Workspace Sync
download page. They can then follow these instructions to install the plug-in.

Importing: To migrate users' old Outlook data to Google Workspace, users also need a separate
tool, Google Workspace Migration for Microsoft Outlook. Users who download Google Workspace
Sync version 2.1 or later from the download page get this migration tool automatically. If you push
Google Workspace Sync to users via an .msi file, however, you'll need to push Google Workspace
Migration to them as well, or have them install the migration tool themselves.

Note: When you install GWMMO, you also have the option to migrate users' mail, calendar, contacts,
and other data from their old Outlook profile. However, if all you want to do is migrate data (that is,
you don't plan to keep working in Outlook afterwards), use Google Workspace Migration for
Microsoft Outlook instead.

Google Workspace Storage

By default, each user with a Google Workspace account has a minimum amount of storage based on
the SKU/plan subscribed. This is listed below
● Business Starter: 30 GB
● Business Standard: 2TB
● Business Standard Plus: 5TB
● Enterprise Standard and Standard Plus: Unlimited Storage (or 1 TB per user with 4 or fewer
users)

Your storage is shared across;

● Google Drive

This stores files up to 5TB each. Anything you create with Docs, Sheets, or Slides won’t
consume any of your storage.

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 ● Gmail

The attachments (25MB maximum) sent and received in Gmail as well as your email
messages will consume your storage.

● Google Photos

Depending on your Google Photos settings, “High Quality” uploads are stored for free but
“Original Quality” uploads will consume your Drive storage. To clear space in your Google
Drive, try converting your backed up photos and videos to “High quality”, which is a reduced
size.

High quality has Unlimited free storage, Recommended for phones or point-and-shoot regular
cameras that are 16 megapixels (MP) or less, is good for typical printing and sharing and saves
high-quality photos and videos while reducing size.

Original quality has Limited free storage resulting in it using storage in your Google Account,
regardless of photo or video size, recommended if you take photos with a DSLR camera and want to
maintain the exact original quality, recommended for printing large banners or to store original files
and saves your photos and videos exactly as you captured them.

Options for adding storage

If users need additional storage space, there are several options to increase their quota:

1. For unlimited storage for all users in the organization (or 1 TB per user with 4 or fewer
users), you can upgrade to Google Workspace Enterprise.
2. For additional storage space to specific users only in the organization, you can purchase
Google Drive storage licenses and assign the licenses to them of up to 16TB.

If you will like to purchase additional storage space for specific users, contact
enterprise@whogohost.com

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 Support
If you have any inquiries or questions regarding Google Workspace, do send a mail at
support@whogohost.com or enterprise@whogohost.com with details of your inquiries and we will
get right back to you.

Additional Resources

1. Customize Gmail features for users

2. Gmail security precautions to prevent spoofing, phishing, and spam
3. Use IMAP or POP mail programs
4. Gmail Limits & policies
5. Catch-all address setup

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