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What is the Admin console?
The Google Workspace Admin Console (admin.google.com) is the central dashboard for managing all Google Workspace users and settings. IT administrators use this Google Admin Console for day-to-day user management, applying security settings, managing licenses, checking audit logs, and more. From 2025, AI-powered security features have been enhanced.
Adding and Deleting Users
Adding Users
- Admin console → "Users" → "Add a new user"
- Set the name, email address, and temporary password
- Select an Organizational Unit (OU) and click "Add"
- A license will be automatically assigned
Deleting Users (Offboarding)
- Select the target user from "Users"
- Click "Delete user"
- Specify the user to transfer data to (inherit email and Drive data)
⚠️ Data can be restored for 20 days after deletion. Do not delete offboarded accounts immediately; incorporate a workflow to delete them after data verification.
Utilizing Organizational Units (OUs)
By using Organizational Units, you can apply policies per department. For example, settings like "Allow external Drive sharing only for Sales Department," "Require MFA security key for executives," and "Allow Google Cloud access for Development Department" are possible.
Key Security Settings
Enforcing 2-Step Verification (MFA)
- "Security" → "2-Step Verification"
- Select "Enforce 2-Step Verification"
- Select the Organizational Unit to apply to and save
Recommendation: Require security keys (e.g., YubiKey) for administrator accounts
Password Policy
- Minimum character length setting (Recommended: 12 characters or more)
- Prohibit password reuse
- Set expiration date (90-180 days)
AI-Powered Ransomware Detection for Google Drive
Google Drive's AI-powered ransomware detection feature reached general availability in March 2026 and is now enabled by default for paying Google Workspace users. When ransomware spread patterns are detected, it sends alerts to administrators and helps restore affected files to their pre-infection state.
Security Center
From "Security" → "Security Center" in the Admin console, you can check your organization's overall security status on a dashboard, with improvement advice displayed for high-risk settings. Note that Security Center is only available on Enterprise, Education Standard/Plus, Frontline Standard/Plus, and Enterprise Essentials Plus editions — it is not included with Business Starter, Standard, or Plus plans.
Upcoming Change: Gmail POP Support Ends in January 2027
Google is phasing out Gmail's "Check mail from other accounts" feature, which lets Gmail fetch messages from third-party accounts via POP, along with Gmailify. New setups have been blocked since Q1 2026, and existing users can continue using the feature until January 2027, when it will be fully discontinued. This does not affect the ability of third-party email clients such as Outlook to access Gmail itself via IMAP or OAuth — only Gmail's own feature for pulling in mail from other providers is affected. If your organization relies on this feature to consolidate external mail into Gmail, plan a migration to forwarding, IMAP, or a dedicated mail client before January 2027, and use the Admin console's audit log to check which users are still affected.
Suspicious Login Alerts
You can check users for whom login anomalies have been detected under "Reports" → "Security." When suspicious access from abroad or logins at unusual times are detected, promptly investigate.
License Management
You can check and change the number of licenses under "Billing" → "Subscriptions." After deleting offboarded accounts, reduce unnecessary licenses to optimize costs. Since Business Starter is ¥800/user/month on an annual contract, having 10 unused licenses can save approximately ¥96,000 per year.
Endpoint Management (Mobile Device Management)
From "Devices" → "Mobile device management," you can manage Google Workspace access from smartphones.
- Remote wipe (data erasure) in case of loss or theft
- Selective wipe to erase only company data
- Enforce password and encryption on devices
Summary
The top priority setting in the Admin console is "Enforcing 2-Step Verification for all users." Next, enable "AI ransomware detection," perform "regular checks of the Security Center," and confirm your readiness for the Gmail POP deprecation in January 2027. For a more complete walkthrough of security settings new admins should review, see our Admin Console security checklist.
▶ Check details and free trials on the official Google Workspace website