How to enable external email communication for a specific user in Google Groups

Raised from ticket #2159

If you need to allow a specific user to receive external emails for a limited time, follow these steps:

  1. Create a New Group with External Communication Permissions:
    • Access the Google Admin Console: Navigate to admin.google.com and sign in with your administrator credentials.
    • In the Admin Console, go to Groups.
    • Click on Create group.
    • Enter the group’s name, email address, and description.
    • Set Group Access Permissions:
      • Allow external members if needed.
      • Permit external users to send emails to the group.
      • Set viewing permissions according to your requirements.
    • Click Create group to finalize.
  2. Add the User to the New Group:
    • In the Admin Console, navigate to Groups.
    • Select the newly created group.
    • Click on Members.
    • Click Add members.
    • Enter the user’s email address and assign the appropriate role (e.g., Member).
    • Click Add to group.
  3. Ensure No Conflict with Original Group:
    • Review the original Organizational Unit’s settings in Apps > Gmail > Compliance to confirm that external communication is restricted.
    • Ensure that the user’s membership in the new group does not grant them unintended permissions in the original Organizational Unit.
  4. Monitor and Adjust as Needed:
    • Regularly review the group’s activity to ensure that external communications are functioning as intended.
    • If any issues arise, revisit the group settings to make necessary adjustments.

By following these steps, you can successfully enable a specific user to communicate externally while maintaining their membership in a group with restricted external communication.