What to know before you add a new email to Google Workspace
To add a new email to Google Workspace, you create a new user account in the Google Admin console, this gives the person their own login, mailbox, and access to Google services. Before you start, make sure you are signed in with an account that has User management privileges (typically a Super Admin), and verify that your domain is confirmed with Google Workspace so you can assign custom addresses like name@yourcompany.com. Once the account is created, the new user can access my Google workspace email from any browser or device. If you haven't yet set up a Google workspace, you'll need to complete that initial configuration before adding individual users.
It's also important to understand what you're actually creating. A new user account is a full identity with its own inbox and sign-in credentials, use this for a new employee or a dedicated role. If you only need an alternate address that delivers to an existing inbox, add an email alias instead (up to 30 per user at no extra cost). For a shared address like support@yourcompany.com that multiple people send and receive from, use a Google Group rather than a shared login. Sharing one user account among several people is discouraged because it creates security risks and makes management harder.
Step 1: Sign in to the Google Admin console
Open your browser and go to admin.google.com. Sign in with an administrator account that has permission to manage users, if you're unsure who that is, you may need to find my Google workspace administrator first. If you're the Workspace Super Admin, you're all set. If you have multiple Google accounts, make sure you're using the one tied to your organization's Workspace domain, not a personal Gmail.
Step 2: Go to Menu > Directory > Users
Once you're in the Admin console, look at the left-hand navigation menu. Click Menu (the three-line icon), then select Directory, and finally Users. This opens the user management page where all existing accounts for your domain are listed. If you have many users, you can search or filter here, but for now you're just locating the page where new accounts are created.
Step 3: Click 'Add new user' and fill in the details
At the top of the user list, click the Add new user button (sometimes shown as a round "+" icon). A form will appear. Enter the user's First name and Last name, then set the Primary email prefix, this is the username part before the "@" symbol. For example, if you type "jane.doe" and select your domain, the full address becomes jane.doe@yourdomain.com. Choose the correct domain from the dropdown if you have multiple domains associated with your Workspace account.
Step 4: Set a password and complete the account
You'll see a password section with two options: use an auto-generated password or create a custom one. Either works, but for security it's strongly recommended to check the box that says Ask for a password change at next sign-in, this forces the new user to set their own password on first login.
Optionally, you can add a recovery email or phone number for the user. This helps them regain access if they ever forget their password and is a good practice for account security. Once everything looks correct, click Add New User to create the account.
Step 5: Send the new user their sign-in information
After the account is created, Google shows a confirmation screen with the user's details. You'll have the option to copy the password or email the sign-in information to the new user. If you choose to email it, the message will include their email address, temporary password, and a link to access their account. Alternatively, you can copy the password and share it through your own secure onboarding process, just make sure the user receives it before they try to sign in.
Tell the new user they can access their mailbox at mail.google.com and sign in with their full email address and the password you provided. If you forced a password change, they'll be prompted to create a new one on their first sign-in.
Optional next steps after adding a user
Once the account is live, you can take a few additional actions to tailor the experience. Assign the user a role, such as Admin or a custom role with specific permissions, if they need more than standard access. You can also add an email alias for them (like sales@ or info@) so messages to that address land in their primary inbox. Finally, customize settings like email signature, language, time zone, or profile picture by clicking on the user's name in the Users list and editing their account details.
These steps are optional and depend on your organization's needs.
That's it, you've successfully added a new email to Google Workspace. The user now has a professional address, a working inbox, and access to the full suite of Google apps, all managed from your Admin console.
