Why do organizations consolidate domains?
Organizations consolidate domains so everyone works in one Google Workspace account with one admin console, one bill, one directory, and one set of security policies. The need usually follows a merger or acquisition, a rebrand, or years of separate locations and brands each setting up their own email.
One account makes daily work simpler. People can find each other in the directory, share files and calendars without guest access, and work in shared drives together. Admins manage one set of policies instead of several. Our email migration guide covers the wider picture, and our mergers and acquisitions page explains how we handle these projects.
What is the difference between a secondary domain and a domain alias?
A secondary domain lets you create separate users and addresses on another domain, while a domain alias gives every existing user a matching address on the alias domain automatically. A third option, the user alias, adds one extra address to one person.
| Option | What it does | Good fit |
|---|---|---|
| Secondary domain | Users and groups can have addresses on that domain, separate from the primary | Separate brands or companies with their own staff |
| Domain alias | Every user automatically gets the same name at the alias domain | A rebrand, or a second domain that mirrors the first |
| User alias | One user gets an extra address on any domain in the account | Individual exceptions |
Google Workspace is licensed per user, not per domain. Adding domains does not change your licensing. Users you create on a secondary domain still need their own licenses.
How do you bring an existing domain into one account?
You bring a domain in by migrating its mail like any other source, then adding the domain to your Google Workspace account and pointing its MX records at Google. The exact steps depend on where that domain's email lives today.
- If the domain uses Exchange, an IMAP host, or another system, migrate it as you would any email move. Our Exchange Server step-by-step guide covers one common case.
- If the domain is already in a different Google Workspace account, it must be removed from that account first. A domain can only be used in one Google Workspace account at a time. See our tenant-to-tenant migration guide.
- Add and verify the domain in your account as a secondary domain or a domain alias.
- Update MX records for that domain. Our MX record cutover guide covers the timing.
Should you change your primary domain?
Usually not, unless your old name is being retired completely. Google lets admins change the primary domain, but it touches sign-in, third-party apps, and single sign-on, so test carefully before you do it.
For most consolidations, keeping the primary domain and adding others as secondary domains or aliases is simpler. If you are rebranding, a domain alias lets people start using the new name while the old one keeps working. You can revisit the primary domain later, once the new brand is settled.
What should you check after consolidating domains?
After consolidating, check email authentication, addresses, and sharing for each domain. Each domain needs its own SPF record, its own DKIM key generated in the Admin console, and a DMARC policy. Our guide to SPF, DKIM, and DMARC walks through the setup.
Also review:
- Email signatures, so people use the right brand.
- Google Groups addresses for shared inboxes on each domain.
- Drive sharing settings, if different brands should not see each other's files.
- Send-as addresses for people who send from more than one domain.
Next step
Domain consolidation is part of our mergers and acquisitions service. Tell us which domains you have and where each one lives today.
Frequently asked questions
Can users send mail from more than one domain?
Yes. A user with an alias on another domain can add it as a send-as address in Gmail settings, then choose which address to send from. Set a clear rule for which address people use with customers so replies stay consistent.
Is there a cost to adding domains to Google Workspace?
Not for the domains themselves. Google Workspace is licensed per user, so adding a secondary domain or domain alias does not change your bill. Any new users you create on a secondary domain need licenses, just like other users.
