Whether you run Google Workspace, Microsoft 365 or Zoho Mail, the admin console is where your email platform is really managed. Spending thirty minutes learning it saves hours of support requests later. This guide covers the three things every SMB admin should master: users, groups and policies.
Managing users
- Create accounts with a consistent format such as firstname@yourdomain.in and record them in a simple register.
- When someone joins, assign a licence, set a temporary password and force a change at first login.
- When someone leaves, do not delete the account immediately. Suspend it, transfer files and mail to a manager, set an auto-reply, and delete only after the notice period.
- Review the user list quarterly; unused licences are wasted rupees every month.
Using groups wisely
Groups are free addresses that deliver to several people. Use them for sales@, support@, info@ and billing@ instead of shared passwords on a single mailbox. Benefits:
- Mail continues flowing when a staff member exits.
- You can add or remove members in seconds without touching mail clients.
- Replies can be sent from the group address for a consistent brand.
Policies that actually matter
- Two-factor authentication — enforce it for all users; it blocks the vast majority of account takeovers.
- Password rules — require length over complexity; twelve characters minimum works well.
- External sharing — restrict file sharing to specific domains if you handle client data.
- Mail forwarding — disable automatic forwarding to personal addresses; it is a common data leak.
Every platform we provision includes admin access, and our team can apply a sensible baseline policy set for you. Open a ticket at app.techguru.co.in and ask for an admin hardening review.
