Google Groups is the tool Google provides for creating mailing lists, but the setup process depends on whether you want a simple broadcast list or a discussion space
Google Groups lets you create a mailing list where you send one email and it reaches everyone on your list at once. The process takes about five minutes if you already have a Google account. You go to groups.google.com, click "Create group", fill in a name and description, choose who can join and post, then add members by their email addresses. Google Groups also works as a discussion forum where members can reply to each other, which is different from a one-way broadcast list — you choose which one you want when you set it up.
The main limitation is that Google Groups is not the same as a traditional listserv. A listserv is software that runs on a mail server and handles complex routing and archiving. Google Groups is simpler and works through Google's infrastructure. If you need features like automatic digests, bounce handling, or integration with non-Gmail addresses at scale, you may need a different tool. But for most small to medium groups — teams, clubs, project groups, class rosters — Google Groups works well and costs nothing.
Key Takeaways
- You create a Google Group at groups.google.com by signing in with a Google account, clicking "Create group", and choosing a name and privacy level.
- You can set a group to broadcast-only (one person sends, everyone receives) or discussion-based (members can reply to each other).
- Members are added by their email address, and you can set whether people can join on their own or only by invitation.
- Google Groups stores all past emails in a searchable archive that members can access anytime.
- Google Groups is free and works with any email address, not just Gmail.
Step-by-step setup for a new Google Group
Start by going to groups.google.com in your web browser. Sign in with your Google account — if you do not have one, you will need to create one first at accounts.google.com. Once you are signed in, look for the button that says "Create group" (usually in the upper left). Click it.
A form will appear asking for a group name, description, and email address. The email address is what people will send messages to — for example, if you name your group "Book Club", the email might be bookclub@googlegroups.com. Google will suggest an email based on your group name, but you can change it if that address is available. The description is optional but helpful; it tells people what the group is for when they see it listed.
Next, you choose the group's access level. The main options are: "Restricted" (only people you invite can join), "Announcement-only" (members can read but not post), "Moderated" (posts go to you for approval before members see them), and "Open" (anyone can join and post). For most groups, "Restricted" is the safest choice because you control who joins. If you want a broadcast list where only you send messages, choose "Announcement-only".
After you click "Create", Google will show you the group's settings page. You can leave most settings as they are, but check the "Posting permissions" section to confirm it matches what you want. Then go to the "Members" tab and add people by typing their email addresses. You can add them one at a time or paste a list of addresses separated by commas.
Choosing between broadcast and discussion modes
A broadcast group is one-way: you send an email to the group address, and everyone receives it, but members cannot reply to the whole group. This works well for newsletters, announcements, or class materials where you want to reach many people without creating a conversation. To set this up, choose "Announcement-only" when you create the group, or go to Settings > Posting permissions and select "Only managers can post".
A discussion group lets members reply to each other's messages. Threads build up over time, and everyone can see the full conversation. This works well for teams, committees, or study groups where people need to collaborate. To set this up, choose "Moderated" or "Open" depending on whether you want to approve posts first. Most discussion groups use "Moderated" at the start so you can remove spam, then switch to "Open" once the group is established.
You can change this setting anytime by going to the group's Settings page and adjusting "Posting permissions". There is no penalty for changing your mind — if you start with broadcast and later want discussion, just update the setting and members will be able to reply.
Adding and managing members
To add members, go to your group's page and click the "Members" tab. You will see a button to add members. Type or paste email addresses — you can add one person or many at once by separating addresses with commas or line breaks. Google will send them an invitation email (unless you set the group to "Restricted", in which case they are added directly).
Members can also join on their own if you set the group to "Open" or "Announcement-only". If you want to keep the group private, set it to "Restricted" so only people you invite can join. You can remove members anytime by clicking the three-dot menu next to their name and selecting "Remove member".
If a member's email bounces repeatedly — for example, if they leave a job and their work email stops working — Google will eventually remove them automatically. You can also manually remove someone if they ask to leave or if you need to manage the list.
Sending messages to your group
Once members are added, sending a message is simple: just email the group's address (for example, bookclub@googlegroups.com) from any email account. Your message will reach everyone on the list. If the group is moderated, your message will sit in a queue until you approve it — you will get a notification asking you to review it.
Members can also send messages to the group address if posting permissions allow it. In a discussion group, their message becomes a thread that others can reply to. In a broadcast group, their message will be rejected or held for your approval, depending on your settings.
All messages are stored in the group's archive, which members can search and browse anytime. This is useful if someone joins late or needs to find an old message. You can control who sees the archive in Settings > Access levels.
Privacy and visibility settings
When you create a group, decide whether it should be visible to the public or hidden. A "Restricted" group does not appear in Google's group directory, so only people you invite know it exists. An "Open" group appears in search results and anyone can find it. For most groups — especially work teams or private clubs — "Restricted" is the right choice.
You can also control who sees the group's message archive. By default, members can see all past messages. If you want to hide the archive from new members or from people outside the group, go to Settings > Access levels and adjust "View archive" permissions.
Google Groups does not encrypt messages in transit the way some email services do, so do not use it for highly sensitive information like passwords or financial details. For everyday communication — team updates, class materials, event planning — it is secure enough.
Troubleshooting common setup problems
If you cannot find the "Create group" button, make sure you are signed into your Google account. If you are signed in but still do not see it, try refreshing the page or clearing your browser cache. Sometimes Google's interface takes a moment to load.
If you try to create a group and get an error saying the email address is taken, that address already exists. Try a variation — for example, if "bookclub@googlegroups.com" is taken, try "bookclub2024@googlegroups.com" or "ourbook club@googlegroups.com" (without the space in the actual address).
If members say they are not receiving messages, ask them to check their spam folder — sometimes group emails get filtered there. You can also go to Settings > Moderation and make sure posts are not stuck in the approval queue. If a member's email bounces, Google will notify you and eventually remove them from the list.
If you want to delete the group entirely, go to Settings > Delete group. This removes the group and its archive, so do this only if you are sure. There is no undo.
Frequently Asked Questions
Can I use a Google Group if I do not have a Gmail account?
You need a Google account to create a group, but members can use any email address. You can create a Google account with a non-Gmail address — just go to accounts.google.com and sign up. Once the group exists, people can join with their work email, personal email, or any other address.
What is the difference between a Google Group and a mailing list?
A Google Group is a specific tool that Google runs. A mailing list is a general term for any system that sends one email to many people. Google Groups is one type of mailing list. Traditional listserv software runs on a mail server and offers more advanced features, but Google Groups is simpler and free.
Can I schedule messages to send later?
Google Groups does not have a built-in scheduler. You can use Gmail's schedule send feature if you are sending from a Gmail account — compose your message in Gmail, click the down arrow next to "Send", and choose "Schedule send". The message will go out at the time you set.
How do I export the group's message archive?
Google Groups does not have a one-click export feature. You can view and search the archive on the group's page, and you can copy individual messages. If you need to back up the entire archive, you may need to use a third-party tool or manually save important messages.
Can I change the group's email address after I create it?
No, the email address is permanent once the group is created. If you need a different address, you would have to create a new group. You can add alternate email addresses that forward to the main one, but the original address cannot be changed.