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A free scan shows the junk files, broken settings and background clutter dragging Windows down - then fixes them in one click.Free scan · Windows 10 & 11To add an email address in Google Workspace, first decide whether it needs its own mailbox, should deliver to an existing user, or must be handled by several people. Create a user account for a separate person and mailbox; add an alias to route mail to one existing user; use Gmail delegation when multiple people need access.
Choose the right kind of Workspace email
| What you need | Choose | What it does |
|---|---|---|
| A person needs a separate mailbox and Google account | New user account | Creates a distinct account for that person. It may require an additional license or increase the bill, depending on the plan. |
| One person needs another address, such as info@ or billing@ | Email alias | Delivers messages to the existing user’s primary account. It is not a separate Google Account or sign-in. |
| Several people need to handle the address | Gmail delegation | Allows shared handling without sharing one user’s credentials. Google recommends delegation rather than assigning an alias to multiple users. |
These choices are not interchangeable: an alias belongs to one user, while a new user has a separate account. For an address shared among staff, see Google’s guidance on aliases and delegation.
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Add a separate user and mailbox
You need an administrator account with the User management privilege. Creating a user may affect licensing and billing, so check your organization’s plan before you add the account. Google’s new-user instructions provide the Admin console workflow.
Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errors- Sign in to the Google Admin console with an account that has the required privilege.
- Open Menu > Directory > Users.
- Select Add new user.
- Enter the person’s first and last name and primary email address. If your organization has multiple domains, select the domain for the address.
- As needed, enter a secondary contact email or phone number, select an organizational unit, and set profile photo or password options.
- Select Add New User.
- Use the available copy or email option to give the new user their account details, then finish the flow.
Google says the user can sign in to organization services after creation, though availability may take up to 24 hours. If you email the welcome message, its password-reset link expires after 48 hours.
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Add an alias to an existing user
An alias is an additional address that routes mail to one person’s primary Workspace inbox. You need the User management privilege to add it. Follow Google’s alias instructions:
- Sign in to the Admin console.
- Open Directory > Users, then open the user’s account page.
- Select Add Alternate Emails.
- Enter the part of the new address before the @ symbol. If the address should use a secondary domain, choose that domain.
- Save the change.
The user reads messages sent to the alias by signing in to their primary Workspace account. To send from the alias, they may need to add it as a custom From address in Gmail. That sending setup is separate from creating the alias.
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- One productivity hub for all of your work - Find, share and manage files easily, Collaborate and co-edit in real time, Connect instantly, from any device
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Use the right domain for the address
If you want the address to use another domain, the domain setup determines how it can be used. Google distinguishes a user alias domain, which gives existing users alternate addresses, from a secondary domain, which can support separate users or teams. You must verify ownership of an added domain and activate Gmail on it if you want to use Gmail there. Check Google’s domain guidance before choosing the domain type.
Check limits, licensing, and timing
- User limit: Google’s Admin Help lists a maximum of 300 users for Workspace Business edition customers and says organizations needing more should switch to Enterprise Standard. Confirm your plan’s current eligibility in Google’s user guidance.
- Licensing and billing: On an annual plan, you may need to add licenses before creating users. On a flexible plan, adding user accounts automatically increases the monthly payment, according to Google’s billing guidance for adding users.
- Alias allowance: Google says each user can have up to 30 aliases at no extra cost. Aliases cannot be used to sign in to Google services, and each alias can belong to only one user. See Google’s alias limits.
- Propagation: Google says a new account’s services or an alias change may take up to 24 hours to become available, though alias changes usually take less time. Sources: new-user guidance and alias guidance.
Do not share one Workspace account among several people. Google explicitly advises against it; for a shared address, use an appropriate delegation setup instead.
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