Organizations often need to manage more than one domain name. Whether you are running multiple brands, operating across different countries, or managing a parent company with several subsidiaries, Google Workspace allows you to consolidate up to 600 domains under a single administrative account.
This post explains the practical reasons for using a multi-domain setup and the technical steps required to implement it.
Why Manage Multiple Domains in One Account?
Consolidating your domains into one Google Workspace environment offers several advantages:
- Unified Management: IT administrators can manage users, security protocols, and billing from one Admin Console. This eliminates the need to jump between different accounts to perform basic tasks.
- Cost Control: By using Domain Aliases, you can provide users with email addresses at a second domain for no additional cost.
- Improved Collaboration: Internal sharing is streamlined. Employees across different domains can easily share Google Drive files, access shared Calendars, and join Chat spaces without the restrictions often found when sharing “outside” an organization.
- Simplified Rebranding: During a merger or name change, adding a new domain as a secondary domain allows for a smooth transition without losing access to historical data.
Choosing the Right Setup: Secondary Domains vs. Domain Aliases
Google provides two primary methods for adding domains. The choice depends on whether you want to create entirely new users or simply give existing users an additional email address.
| Feature | Domain Alias | Secondary Domain |
| Primary Use | One user with multiple email identities. | Separate users or departments for different brands. |
| Email Impact | Every user automatically receives an address at this domain. | You manually assign specific users to this domain. |
| Inbox | Emails to both domains arrive in a single inbox. | Users can have entirely separate accounts and inboxes. |
| Cost | Free (up to 20 aliases). | Paid per user (standard license fees apply). |
| Login | Users log in using their primary domain credentials. | Users can log in directly using the secondary domain. |
How to Add and Manage Multiple Domains
The process for adding a domain is managed through the Google Admin Console using the following steps:
1. Add the Domain
Navigate to Account > Domains > Manage domains. Select Add a domain, enter the domain name, and choose between a Secondary domain or a User alias domain.
2. Verify Ownership
You must prove ownership by adding a TXT record to your domain’s DNS settings through your domain registrar.
3. Activate Gmail
After verification, update your MX Records in your DNS settings to point to Google’s mail servers. This ensures that mail sent to the new domain is routed correctly to Google Workspace.
4. Assign Users
If you have configured a secondary domain, you can now assign users to it. When creating a new user or editing an existing one, use the dropdown menu in the email field to select the appropriate domain.
Best Practices for Multi-Domain Environments
- Organizational Units (OUs): Use OUs to group users by domain. This allows you to apply different security settings or app permissions to different brands within the same account.
- Send Mail As: Ensure users with aliases configure their Gmail settings under Accounts > Send mail as. This allows them to choose which domain they are sending from when drafting a reply.
- Directory Management: By default, all users will appear in a single global directory. If you need to keep brands separate for privacy, you can configure custom Directory visibility settings.
