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Introduction to Google Workspace Account Management

1 . Google Workspace Security: 
Departmental Distribution Accounts vs. Users' Named Accounts

Executive Summary

PDF Documents

Comparing Email Management Approaches

Understanding the Two Approaches

Approach 1: Departmental Distribution Account with Shared Credentials

Approach 2: Users' Named Accounts with Delegation/Collaborative Inbox

Google's Official Position and Security Risks

Google's Official Position

Google's Explicit Recommendation

Security Comparison: Credential Compromise Scenarios

Deep Dive into Security Scenarios

Scenario 1: Password Compromise

Scenario 2: Employee Departure (Offboarding)

Scenario 3: Phishing Attack

Scenario 4: Insider Threat

Scenario 5: Account Lockout (Google-Initiated)

Technical Detection and Password Analysis

Google's Security Mechanisms That Detect Shared Credentials

Shared Credential Vulnerabilities

Why Google Flags Shared Accounts

Consequences of Detection

Password Security Analysis

Shared Credentials: The Weakest Link Problem

Shared Credential Vulnerabilities:

Individual Accounts: Defense in Depth

Audit, Accountability, and Compliance

Audit and Accountability

Shared Credentials: Zero Accountability

Individual Accounts: Full Accountability

Compliance and Regulatory Implications

Regulatory Requirements

Individual Accounts: Compliance-Ready

Google Workspace Features and Implementation

Google Workspace Security Features That Require Individual Accounts

Features That DON'T WORK with Shared Credentials

Features That WORK with Individual Accounts + Delegation

Real-World Compromise Scenarios

Scenario A: Phishing Attack on Shared Account

Scenario B: Phishing Attack on Individual Account with Delegation

Scenario C: Disgruntled Employee Departure

Strategic Decision Making and Migration

Cost-Benefit Analysis

Shared Credentials: Hidden Costs

Individual Accounts with Delegation: Investment

Google Workspace Implementation Options

Option 1: Gmail Delegation (Recommended for Small Teams)

Option 2: Google Groups Collaborative Inbox (Recommended for Larger Teams)

Option 3: Third-Party Shared Inbox Tools

Migration and Best Practices

Migration Path: From Shared Credentials to Secure Access

Step 1: Audit Current State (Week 1)

Step 2: Choose Implementation Method (Week 1)

Step 3: Set Up Secure Access (Week 2)

Step 4: User Training (Week 2)

Step 5: Cutover (Week 3)

Step 6: Verify and Monitor (Week 4)

Best Practices and Conclusion

Security Best Practices for Google Workspace

For Individual Accounts (All Users)

For Delegated/Shared Mailboxes

Conclusion: The Clear Security Winner

Security Advantages Summary

Google's Recommendation

Final Recommendation

Sources

Assessments and Feedback

Quiz 1: Understanding Account Types

Quiz 2: Security Risks of Shared Credentials

Quiz 3: Google's Official Recommendations

Quiz 4: Implementation Options (Delegation vs. Groups)

Quiz 5: Compliance and Auditing

Course Feedback Survey

Streamline your team’s email while strengthening your organization’s security posture. Google Workspace Email: Shared vs. Individual Named Accounts is a practical, manager-friendly course that shows you exactly why shared passwords for addresses like info@ or sales@ create risk—and how to replace them with secure, scalable alternatives. You’ll learn the difference between generic logins and identity-based access, how Google actually interprets “a user,” and what Google’s own documentation recommends. Then, we’ll compare approaches: shared credentials versus individual accounts with Gmail delegation, Google Groups Collaborative Inbox, or third‑party shared inbox tools. Through real-world scenarios—phishing, offboarding, insider threats, and Google-initiated lockouts—you’ll see how the wrong setup expands attack surface and increases downtime. You’ll also discover compliance essentials (auditability, non-repudiation, and unique IDs) and which Workspace security features only work with named users (MFA, context-aware access, device rules). Finally, follow a step-by-step migration plan to move from shared passwords to secure delegation without disrupting operations. If you’re responsible for operations, IT, security, or compliance, this course gives you the playbook to make a confident, organization-wide decision and implement it quickly.

1. Google Workspace Email: Shared vs. Individual Named Accounts

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            <p>Managing departmental email addresses such as info@company.com or sales@company.com is a standard requirement for most organizations, yet the method chosen to handle these accounts can significantly impact security and operational efficiency. Many teams historically default to sharing a single set of credentials among multiple employees, a practice that prioritizes immediate convenience over long-term safety. This course provides a comprehensive analysis of the two primary approaches to email management within Google Workspace: the "One Account, Many Users" model versus the "Individual Identity" model. By exploring the technical and administrative differences between these structures, operational managers and IT stakeholders can better understand how account setup decisions influence risk mitigation and overall organizational health.</p>

<p>Throughout this training, we will delve into Google’s official recommendations and the specific security risks associated with shared credentials, including credential compromise, lack of accountability, and the technical friction caused by automated account lockouts. We will examine real-world scenarios such as employee offboarding and phishing attacks to demonstrate why individual named accounts—combined with features like Gmail Delegation and Google Groups—offer a more resilient defense-in-depth strategy. Finally, the course outlines a practical migration path and a cost-benefit analysis to help you transition your team toward a secure, compliance-ready environment that aligns with modern identity management standards.</p>
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