Identify External members within your Google Groups

Export the data to a Google Spreadsheet. Vulnerabilities are introduced when a Google Group contains many or one external member. If these members are no longer in communication with your organization, or they are ex-partners, you should audit such groups and investigate whether these members should still be present.

Follow these instructions to identify, audit and take action on external members.

Go to Groups Audit, Group members Tab (top menu bar selection) then click on the apply custom filter button.

Go to Groups Audit, Group members Tab (top menu bar selection) then click on the apply custom filter button.

When the menu option appears, apply the following search rule, Member doesn’t contain domain email. For example, Member doesn’t contain

External members are displayed adjacent to group email address.

External members are displayed adjacent to group email address.

Export the data to a Google Spreadsheet.

Latest G Suite Google Groups Memo Requiring Your Attention

We wrote this post to give you a heads up on the latest G Suite announcement requiring your attention.

You, the G Suite Admin, should have recently received an email from Google stating the following: 

“We recently detected that the G Suite Google Groups setting Outside this domain – access to groups for your domain is configured as Public on the Internet, which means that you might have Google Groups that can be accessed by anyone on the Internet. We recommend that you review your G Suite domain settings for Google Groups to ensure that your settings deliver the desired balance between sharing and security. 

It is important to understand the privacy configurations of Google Groups and modify them as required to align with the needs of your organisation. Please refer to this help center article as you review and update the sharing permissions of Google Groups in your domain.”

Here’s how GAT+ can help you with that: 

GAT makes it easy for you to identify the Groups at fault and see exactly what permission they need to change.
Simply export the Groups table to see the extended permissions to get the answers you need.
google groups config

If you have any questions, simply email us at   

How to Export All Your Google Groups with GAT+

Via the new UI in GAT+, it is now possible to export all your Google Groups including the full property list for each group. Open the exported spreadsheet, change any collection of properties ‘in bulk’, then using the Groups import tool, bulk change or update all the groups and group properties at once.
This is a powerful feature for bulk group management, in particular where you need to close down a particular access point.
If you want to add a new group, simply add a new record to the spreadsheet and leave column “ID” empty. If you want to delete the group, remove ID from “ID” column and change the value of “DELETED” column to “Yes”.
Image showing you that you can export all Google Groups in GAT+ New UI

Groups Audit Explained

GAT supports a separate audit for Groups. The purpose of this audit is two-fold. It will report on the ownership, membership and access rights for each group, along with details like aliases, managers etc.  It can also be used to detect and report new or changed groups. These are important security features.

Google Groups Audit dashborad

You can search and filter by a range of criteria

GAT filters

You can manage the groups directly

a partial view of GAT's Groups management console

Clicking on the group name will take you directly to the Google Group management console.

Groups with a large number of members will have the members hidden by default

Clicking on the number will show the full list of members.

The GAT Groups audit also shows some important sharing and collaboration information concerning the group and the collective membership of the group.

In this part of the audit there are six column titles, moving the mouse cursor over each column title pops up a tool-tip explaining the information in the column.

The following are extended explanations

%Docs – The percentage of total docs in the domain used by members of this group. (Note used is more inclusive than ‘owned’, representing all the documents they have access to.)

%In – The percentage of total ‘shared in’ documents in the domain, shared into members of this group.

%Out – The percentage of total shared-out documents in this domain shared out by members of this group

#Group Docs – Shared documents created by members of this group (private only documents are excluded).

#Shared to Group – The number of documents owned by members of the group that have been shared explicitly to the group (i.e. to the group name). This gives a good idea of how engaged the members of the group are with sharing with the rest of the group in total.

#Shared to Members – The number of documents owned by members of the group share to at least one other member of the group.

These last 6 figures give important information about the behaviour of the group, as a group, with respect to Google Drive.  They can be key indicators for group level collaboration.

This is How GAT+ Understands Google Groups

GAT+ understands Google Groups in two different ways, as a collection of members or as entities in their own right.

To illustrate this, we can look at two examples, files owned by members of the group support, shared to the address and emails from members of the group support sent to the address