Managing User Aliases and Groups in Google Workspace: A Simple Guide for Pakistani Businesses

Running a business often means juggling multiple email addresses — support, sales, info, billing, and more. If you’ve ever wished there was an easier way to manage them, Google Workspace has two powerful tools for you: User Aliases and Groups.

At gworkspacepartner.pk, powered by our sister concern creativeON (an official Google Partner and Reseller in Pakistan), we help businesses set up these features every day. This guide will walk you through what aliases and groups are, how to use them, and how they can save you money while keeping your communication organized.

What Are User Aliases?

Think of a user alias as a nickname for your main email address. It’s simply an extra email that forwards messages directly into the same inbox.

For example, if your main email is sarah@yourcompany.com, you can create aliases like:

support@yourcompany.com
sales@yourcompany.com
info@yourcompany.com

All of these will deliver mail straight into Sarah’s inbox. Best of all, each user can have up to 30 aliases for free — no extra charges.

When Should You Use Aliases?

Aliases work best when:

One person handles multiple roles (sales, billing, support, etc.).
You need a temporary address for a campaign or project.
An employee leaves and you want their emails redirected.

You want professional addresses (like support@) routed to the same person.

How to Set Up an Alias

Sign in to your Google Admin Console.
Go to Directory > Users.
Click the user’s name.
On the left, select Add Alternate Emails.
Enter the alias address.
Click Save.

Pro Tip: Configure Gmail’s “Send mail as” option so replies from aliases look professional and don’t expose the user’s main email.

What Are Google Groups?

A Google Group is like a WhatsApp group — but for email. Send a message to the group’s address, and everyone in the group gets it. Perfect for:

Team collaboration
Announcements
Customer support

How to Create a Group

Sign in to the Admin Console.
Go to Directory > Groups.
Click Create Group.
Enter details (Name, Email, Description).
Add group owners and set permissions.
Click Create Group.

Understanding Group Roles

Owner: Full access (settings, members, delete group).
Manager: Add/remove members, moderate posts.
Member: Participate based on group permissions.
Viewer: Read-only access.

Aliases vs. Groups: Which Should You Use?

Feature	Aliases (per user)	Groups (organization-wide)
Cost	Free (30 each)	Free (unlimited)
Multiple recipients	❌ No	✅ Yes
Best for	One person, many roles	Team communication & projects

Quick Rule:

Use aliases when one person manages multiple addresses.

Use groups when multiple people need to access and reply to the same address.

Going Further: Collaborative Inbox

For customer support or project teams, enable the Collaborative Inbox feature inside Google Groups. It lets you:

Assign emails to team members
Track who’s handling what
Mark conversations as resolved
Organize messages with labels

This transforms a simple group into a powerful ticketing system — perfect for busy support teams.

Best Practices

For Aliases

Use professional names (support@, billing@).
Set up Gmail filters/labels for clarity.
Train staff to “send as” the alias.
Avoid clutter: keep aliases purposeful.

For Groups

Use descriptive names (e.g., support-team@).
Limit group owners for security.
Enable Collaborative Inbox for shared addresses.

Review and clean up inactive members regularly.

Real-Life Examples in Pakistan

Islamabad Law Firm: Uses aliases like legal@ and admin@ forwarding to the senior partner.
Lahore Marketing Agency: Creates a separate Google Group for each client project.
Karachi Online Store: Runs customer support through support@company.com with Collaborative Inbox, assigning tickets to agents.

Avoid These Mistakes

Creating too many aliases (causes confusion).
Forgetting to configure “send as” properly.
Ignoring permissions in groups.
Not cleaning up inactive users.

Why Choose creativeON?

As an official Google Partner in Pakistan, creativeON offers:

✅ Competitive pricing (lower than standard rates)
✅ Free setup assistance for aliases and groups
✅ Training in Urdu and English
✅ Official Google licenses and local support

Thousands of businesses across Pakistan trust us to manage their Google Workspace setup.

Save Money, Stay Organized

Instead of buying extra accounts, use aliases and groups to maximize efficiency. With the right setup, you’ll reduce costs while keeping communication professional and well-structured.

At gworkspacepartner.pk and creativeON, we’re here to help you every step of the way — from setup to training to long-term support.

Quick Summary

User Aliases

30 free aliases per user
Great for individuals handling multiple roles

Groups

Unlimited, free to create
Ideal for teams, projects, and support

Collaborative Inbox

Assign, track, and resolve messages as a team

Best Practices

Keep addresses professional and purposeful
Configure “send as” and permissions properly

Review and clean up regularly

Asher Feroze

Author | CreativeON Team

I’ve worked in various roles at CreativeON, including Manager Operations, Manager Marketing, and Level 2 Client Support. These days, I focus on helping people like you understand our products — whether it’s Domains, Dedicated Servers, VPS, Cloud Hosting, or Google Workspace — in simple, practical language.

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