How to Set Up Forwarding Boxes Using Groups in GSuite Without Creating Accounts

Recently, I was working with a client who opened a restaurant. They wished for their staff to have a @domain email address to receive messages, but only required a few users to actually be able to send emails from their address.

For the accounts needing to send emails, the client wanted to use GSuite. Wanting to keep monthly costs low, setting up individual GSuite accounts for each individual employee was not an option.

After experimenting in GSuite, I discovered a method for setting up “forwarding boxes” using the Groups functionality in GSuite, without having to create and pay for each account. These mail forwarders will allow you to create an unlimited amount of @domain email addresses, which will route the mail to any email address external to the domain.

For the client’s future reference, I documented the setup method, so I figured I’d share it on the blog in case anybody else out there ever ran into a similar situation.

Before I start, be forewarned: there are caveats to this approach, notably: users with a GSuite forwarding email address can’t send emails from the domain, the organization has hardly any administrative control over the user, nor can a user access other GSuite resources like Drive and Calendar (but could always use the public Google version).

That said, here’s the step by step instructions on how to set up a forwarding email address using Groups in GSuite.

How to Set Up Forwarding Boxes Using Groups in GSuite Without Creating Accounts

  1. Log into GSuite control panel with an administrator account (www.google.com/a/yourdomainname)

  2. Open the “Groups” panel (this may not be shown on the main panel by default, click the “more controls” bar at the bottom of the screen if you don’t see it)

  3. Click the “+” icon on the groups control panel to create a new group.

  4. Enter the user’s name as the group name

  5. Enter the email address you wish to use

  6. Put anything you like in “Description

  7. Set “Access Level” to “Public”.

  8. Click “Create

  9. On the next screen, click “Manage Users in {groupname}”

  10. Enter the actual email address of the user and click “add as member”. You can use any functional email address, even if it is not a Google or Gsuite account.

  11. After the email address has been added to the group, click the link near the top of the screen which says “View in Groups Service

  12. On the Group management screen, click the gear icon in the upper right corner of the screen, then click “Group Settings

  13. In the left column, expand “Permissions”, and then click “Basic Permissions

  14. Under “Post”, click the dropdown and enable “Public” to allow anybody on the web to send emails to this address.

  15. Click the “Save” button and you are done!

You’ve just set up a single-member ‘group’ which can receive messages from anybody on the internet and then forward messages it receives to the user who is a member of the group.

I can think of a few situations where this method would come in handy. Hope you found this guide useful!