Mailing lists are managed via Google Groups, a manageable mailing list and group conversation tool. You can access the Google Groups page by heading to here.
This guide is intended to cover the basics. For a more detailed list of options of creating and managing a group please see THIS site from google.
| Table of Contents |
|---|
Managing Google Groups
Once you're on the Google Groups main page, select My Groups in the left toolbar , then select the link next to Switch organization view to to manage any groups under your organizationif you are not there already.
Once here, you can see any Groups you are part of. Any groups To the right of the group if you have access options to manage it they will show up here. In this order you will have a small Manage link below the name.
Managing Users
You can add users in several ways. They are all in the left sidebar, under Members.
...
a gear icon for the settings, a person icon with a + to add a member to the group, a door with an out arrow to leave the group, and a star to make the group a favorite.
Managing Users
All Members
This can be found by clicking on the gear icon for group settings. Then click on members under People.
This shows a list of all members in your Group. You can see their display name, their role, their email address, what emails they get, when they joined, and if they're allowed to post to the group. Clicking on a user will pull up a page where you can see their information better and change user-specific settings.At the top of the list, you can also find 3 buttons: Members, Banned, and Bouncing. The Members view will show all members in the group. Banned shows banned members. Bouncing will show any members to which emails from the Group are not getting delivered.You can also change various settings. You can change their role, subscription type and if they are allowed to post to the group or not.
On the sidebar to the left under people you can see pending members and banned users.
When you select members in the list using the check boxes, you can then use the Actions menu to administer multiple members at once. You can assign or remove roles, remove users from the group, ban users, or change delivery or posting settings. These options will show up in the upper right under the page number.
Invite Members
This page allows you to email out Group invites to people. In the top text box, list out all the emails you want to invite, separated by commas. In the bottom text box, write out a message all those emails will receive along with a link to join the group.
Direct Add Members
This page automatically adds any email addresses to your group without any interaction from the users. Put any emails you want to add into the top text box, separated by commas. In the next text box, write out a welcome message that all users you're adding will receive, letting them know they've been added to the group. Then select the Email Subscription Option at the bottom that these users should use, which are outlined there.
Outstanding Invites
This page will show any invites waiting to be accepted. Invites expire after a week.
Join Requests
This will list any people who have requested to join the Group.You can hover over them to see what each option does.
Under group settings there are a number of settings you can change. In the General settings you can change the group name, set the group description, set a welcome message,
Invite Members
You can add users in a couple ways. One way is to click on the person icon with the + as shown above in the second icon. You will get this screen with several options.
At the bottom of the page there is an option to toggle called Directly add members or when toggled it changes to send invites to join group. So they will not be joined automatically. Instead they must accept the invite to be added.
Depending on your permissions within that group you may be able to add them as a regular group member, a manager of the group, or a group owner. You can then enter a welcome message if you wish to. You can also choose what type of email subscription. That's fine to leave it at the default of Each email. This is what each options does:
- Each email—Messages sent individually as they’re posted to the group.
- Abridged—Summaries of up to 150 messages combined into single emails and sent daily.
- Digest—Up to 25 complete messages combined into single emails and sent daily.
- No email—Messages from the group are not sent.
Another way to add people to the group is to click on the group settings icon (the gear icon). This will open the settings for the group. Click members under people.
At the top to the right of the group name there is a button to add members. This will give you the same options as the other way of adding members.
Outstanding Invites
If you want to see if there are any pending invites to the group. This is under people then Pending members.
Removing a Member
- Navigate to https://groups.google.com
- Click on the "manage" under icon for the Group name you want to manage
- You will be brought to the memeber screen and from here you can remove users
- Select the checkbox next to the user you want to remove, go to "Actions" at the top, and select "remove from group"
...
- (the gear icon) it's located to the right side of the row for the group.
- Click members under people
- Click on their picture icon to the left of their name to make it a checkmark
- Then head to the top of the list and click the first icon in the right side that says "Remove member" when you hover over it.
Group Settings
General
To get to the group settings click on the settings icon (looks like a gear) to the right of the group name. This will bring you to the general settings.
In General settings you can change the name of the group, set or change the group description, set a welcome message, enable additional google groups features - Collaborative Inbox, Shared Labels. You can also choose who can see the group, either organization members or anyone on the web. You can also choose who can join the group. It can be set to the following:
Allow External Members
In this section you can allow external members. That means anyone who doesn't have the districts email that you do. For example someone@copperisd.org is the group owner and that's where this group belongs, if this is turned on that means someone@clkschools.org is allowed to join the group depending on the join settings above.
There are many other settings. This is just intended to provide the basics and a general overview of some of the more common questions and features.