The Gmail Only User license type is intended for users who only need access to Gmail and a few other select services. Users with this license will have access to Gmail, Calendar, Contacts, Google Groups, join-only Meet, Takeout, and some additional services, but users will not have access to Classroom, Drive, or Editors. While Gmail Only users will not have access to their Google Drive, administrators can determine data retention policies for these users.
Using Gmail Only User licenses for alumni, staff and other user types
This license is a great option for admins who want to provide alumni, staff and other users continued access to their school email address after they graduate or leave the organization. This license type allows access to Gmail and maintains compliance requirements, but removes access to other services. Today admins can manually do this by adding users to a group that only enables Gmail access and removes other Google Workspace features, but this license introduces a streamlined way of achieving the same outcome.
As a best practice, admins should consider notifying users of their transition to a Gmail Only User account after the school year has ended or those users no longer need access to all Google Workspace services. Admins can instruct their users to save their information or any files in their Google Drive before the Gmail Only User license is assigned.
How to assign a Gmail Only User license
When the new license types are available, admins can assign a Gmail Only User license in the Admin console. For more details, go to Ways to manage and assign licenses. A few things to keep in mind:
- Only a Google Workspace administrator has access to the Admin console and can distribute the Google Workspace for Education Gmail Only User license.
- While you can choose from a number of options to provision licenses, we recommend that you choose one option to use going forward.
- Before assigning licenses, we recommend that you move suspended users out of the organizational units or groups that you plan to license, to avoid giving those users licenses.
How does a Gmail Only User license impact storage?
Gmail Only users will not have access to their Google Drive (assuming they had access previously). Their data will not be deleted without admin intervention and admins can determine data retention policies.
