G Suite: Google Groups

What is a Google Group?

  • Google Groups provide a convenient way to create online groups and email distribution lists. Depending on the group settings, you can send a message to all members using a single email address, create a question and answer forum or post a message to the group via a web interface.  A group email address is also a good way to receive email inquiries without using an individual’s email account.

Why would I use a Google Group rather than a personal contact group (personal mailing list)from my own email account?

  • There is a discussion area for posting and viewing the group discussion and messages.
  • It can be accessed by multiple users without single ownership so that it's not dependent on one owner.
  • It can be used as a receiving inbox so all group members can see them
  • It can be used as a collaborative inbox with a vanity email (i.e. admissions@georgefox.edu)
  • see more info below
  • Posts can be delivered to your email inbox and you can send posts via email

How do I get a Google group?

  • To start or create a group, contact the Service Desk.

Types of Google Groups

  • Announcement - usually set up for one way posts, only the owner(s) can post
  • Discussion - an open forum
  • Collaborative Inbox - more info below
  • Public Web Address to receive inquiries - public means public and anyone can send to the group email address  

How do I post to a Google group?

  • Post messages within the group’s webpage or e-mail the group mailbox.  (i.e. mps@georgefox.edu)
  • Access your group by signing in to groups.google.com or from your email or Drive in the upper right, select the apps grid>more> Groups.

grid icon⇢click themore tab link to see the groups icon⇢group icon

  • Click on “my Groups” my groups tabs
  • Choose the group you want from the list displayed.

Determine How You’ll Receive Group Messages

  1. You can set how you want to receive messages from the group. Click the “my settings” button in the upper right.
    my settings button 

 Make your selections and click save.

Group Owners

If you are the group owner, the group email address and the posting options can be found by choosing Manage in the upper right and then in the information menu that appears on the left and choosing “General Inf...”.

information menu

Managing Group Membership

Once created, a group can be managed by the group owners. Here are steps for the owner.

  1. Look for the “manage” link on the upper right of the page.

manage link


Then click on the “members” button.

members button  

You now have a menu on the left of the page to “invite members”

members menu  
           

  1. Click on Invite members on the left side.
     
    You can send invites by email

sending invites using email addresses

OR Add members directly by selecting the “Direct Add” link on the left.

adding members directly  

  • Invite vs. Add member
    • When invited, members must accept invite before they will receive messages.
    • When added, members will immediately begin to receive messages.
    • Invite would be good for a common interest group (i.e. - Science Club or Ski Club).
    • Add would be good for mandatory or staff communication (i.e. - IT Student Staff or Admissions staff)
  1. Enter the member email address(es). Write an invitation or welcome message, and select an email subscription option for your members if you're directly adding them.
  2. Click Add button when you are done. add button
    Google will send notifications or invitations to your group members

Note: If you want to add another member as a manager or owner of the group, you first have to add them as a member and then modify their settings to change their role to manager.

To modify member settings:

  1. From the Topics main screen, click on the Manage button. A list of items appears on the left-hand side of the screen.
  2. Click on Members. Several items are listed.
  3. Click on All members. The All members screen appears with a list of current members.
  4. Check the checkbox next to one or more members whose settings you want to change).
  5. Select the Actions menu from the top. A list of settings appears.
  6. Select the role that you want to apply to the selected members. The selected members' setting is changed.

Determine who can post to a group

The group owner can set who can post to the group.

  1. Click Settings on the left and choose Email Options

settings menu

The default settings allow all posts to be done through email without having to go to the group website.

email subscription options

If you need any further help please contact the Service Desk: servicedesk@georgefox.edu or check Google official help page for Groups: Google Groups Help Page

Managing Messages and SPAM

If your group is public and anyone can post, then you will receive spam messages.

Similar to your email messages, Google will identify the spam and put it in your moderation queue. For the messages that have not been identified as spam, you can select the message and from the Action menu above you can select your options.

Tip: You can click the checkbox next to multiple posts and then click on a menu action to apply the same action to the selected posts.

actions menu  ⇢ choose delete and you will see these options

deleting a post

Utilizing these actions will help Google identify more Spam.

Recommended Setting 

This is the default settings and our recommended setting.

spam settings

Messages that Google suspects are Spam and has put in the moderation queue will stay there. Pending posts will be deleted after 7 days if they are not approved, so you don’t need to do anything to messages already identified as Spam.  You can check the moderation queue at any time or once a week to see if any good messages were identified as Spam and get them out of there.  Here is a description of the symbols you will see.

  • Post ( post symbols )
  • Post and always allow future messages from author ( future messages symbol ) (This feature will only work for messages which are not detected as Spam by Google Groups. A message detected as Spam will have the symbol  spam symbol  next to the topic).
  • Report spam and ban author(s) from this forum ( spam symbol )
  • Remove ( remove (trash) icon  )

Tip: You can click the checkbox next to multiple posts and then click on a menu action to apply the same action to the selected posts.

Questions? Contact the Service Desk | servicedesk@georgefox.edu | 503-554-2569