Warning
This page will replace Creating a Google Group for E-mail Distribution.

Overview

UWF students, faculty, and staff can create native Google Groups. Native Google Groups , without needing to gain approval from ITS.

Prerequisites

Instructions

Expand

title	Creating a Marina Group

If you need a Marina Group, please submit an ITS Request.

Please have the following information ready before submitting the request:

Name of the new Marina group
Services Needed
- IDreg → This syncs the Marina group to various systems like Jira and Confluence to control access to projects and spaces.
- GoogleReg → This syncs the Marina group to Google, creating a Native Google Group that can be used for email communication or calendar invites.
- ArgoReg → This syncs the Marina group to Active Directory to control access to various Tableau workbooks
Department that will own the new Marina group
Description or purpose of the new Marina group
Who should manage the group?
- Departmental DISReps
- another Marina group
- self-managed → All members of the Marina group can add and remove members
- virtual group → No one manages this group, because the group membership is based on either Banner queries, or other Marina Groups

Expand

title	Creating a Native Google Group

If you only need to manage a contact list for emailing people, sharing files, or inviting groups to Google Calendar events, then you can create a Native Google Group. You'll have to create the group first, then configure some settings.

should be used primarily to manage contact lists. These contact lists can be used for emailing people, sharing files, message boards, managing a collaborative inbox, or inviting individuals to Google Calendar events.

Warning

title	Google Groups are generally ideal only when multiple people need to email a group of people on a regular basis.

If you're the only person who'll contact the group of people, then consider using Google Contacts instead. Google Contacts are far easier to configure and maintain.

Warning

title	Only UWF retirees have indefinite access to Native Google Groups that their UWF Google accounts own

Nearly all other users (including former students and former employees) should avoid having their UWF Google accounts own their personal Native Google Groups. Students and employees should create and use a personal Google account, and have that personal account own their personal Native Google Groups.

Please visit the following webpages to learn more:

Instructions

Step 1

Go to Gmail.com and log in to your UWF account.

Tip

title	Log in to a departmental account, if possible!

Whoever creates a

Native

native Google Group will own that group by default. If you create a

Native

native Google Group using your student UWF account, then that account will own that group. The same goes

with

for employees too.

Problem

When people leave

their positions

UWF, and they owned

Native

native Google Groups, those people will have to transfer ownership of those groups to someone else, before their ArgoNet accounts are downgraded (see Leaving UWF for more details). This may become a problem if people forget to transfer ownership

, or if these owners leave UWF and their Gmail accounts have been

before their accounts are downgraded.

Solution

Create the account

For UWF employees

For UWF employees, they should create the native Google Group using a departmental Gmail account – departmental Gmail accounts rarely leave, and whoever has access to the departmental Gmail account would have access to the

Native

native Google Group too.

Log in to the departmental account first, then follow the instructions below. After creating the

Native

native Google Group, you could determine who manages the group. Note that the only difference between a Google Group Manager and the Google Group Owner is the Owner changes who owns the group. See Managing

Native

native Google Group membership and settings for additional details.

For UWF students

Transfer the ownership to another user with a student Gmail address.

If you intend to build a Group for UWF proposes, then work with a UWF employee to get your group created in a departmental Gmail account.

Step 2

Go to the Google Groups app. Click More to find the Google Groups app, if necessary.

More icon, Google Groups icon Image Modified

Step 3

Click Create Group.

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Create Group button Image Added

Steps 4-10

ScreenshotStep #Instructions

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4Create a group name. This will become part of the group email address. The group email address file will be inserted automatically while you enter the group name.5Create a description for the group. This description should provide the purpose for the group's existence.6

Choose a group type:

Email list (recommended) – This group type is an emailing lists. Create a new email address so anyone in your organization can send messages to everyone in your group at once. This is the most common type of Google Group to send emails, share files, and send Google Calendar invites.
Web forum – This group type is an an online community where people with similar interests can discuss various topics.
- If this group type interests you, and you're a UWF employee, then consider using Slack instead.
Q&A forum – This group type allows your team and key clients to answer common questions about your services and vote for the top answers, similar to Quora and StackExchange. The answers are then archived as a knowledge base for your team and all your clients.
- If this group type interests you, and you're a UWF employee, then consider becoming a BPL author instead and house your procedures in Confluence.
Collaborative inbox – This group type allows group members to receive and respond to email a using a common address. This type also allows members to assign messages to each other, so that they know who is responding to which messages.
- If this group type interests you, and you're a UWF employee, then consider submitting an ITS Request to get a Jira project.

7

Choose who can view topics:

Managers of the group
All members of the group (recommended)
All organization members (not recommended)
Anyone on the web (not recommended)

8

Choose who can email the group:

Owners of the group
Managers of the group
All members of the group (recommended)
All organization members (not recommended)
Anyone on the web (not recommended)

9

Choose who can join the group:

Anyone on the web (not recommended)
Anyone in the organization
Only invited users (recommended)
Anyone can ask
Anyone in the organization can ask

10Click Create.

Step 4

Complete the Group name and Group description fields, and click Next.

fields for group name and description Image Added

Step 5

Use the dropdown menus and slides to configure the following settings. Then click Next.

Who can search for your group
Who can join your group
Who can view the group's conversations
Who can post to the group
Who can view the group members

privacy settings, and Next button Image Added

Tip

title	It is a security best practice to only grant the lowest amount of access that's needed.

For example, there's generally no need to allow anyone at UWF access your Google group and view the group's messages, if that access isn't necessary to fulfill the purpose of the Google group.

Step 6

Determine if you want to invite users to the group, or add members to your group directly.

Please know you can skip this step now if you want. You'll be able configure these settings afterwards.

Click Create group when you're finished.

If you choose to invite members

If you choose to add members directly

initial membership settings for invitations Image Added

Leave this switch gray.
Enter the names or email addresses of the members you'd like to invite.
Provide an invitation message.
Click Create group.

initial membership settings Image Added

Click this switch, to change it to blue.
Enter the names or email addresses of the members* you want in your group.
Enter the names or email addresses of the members you want to manage* your group.
Enter the names or email addresses of the members you want to own* your group.
Provide a welcome message.
Choose the subscription option** for the group members.
1. It's recommended to pick Each email.

* Visit Set who can view, post, & moderate to see the roles members can have in a Google Group.

** Visit Manage your subscriptions & global settings to see the subscription options.

Step 7

Click Go to group to go to the group.

Go to Group button Image Added

Step 8

Go to Managing native

Step 11

Click Save my changes, and then Manage.

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Step 12

Select all, then Actions >> Change delivery setting >> All email.

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Step 13

Select all, then Actions >> Set posting permission >> Default group policy.

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Step 14

Click Information >> Directory.

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Step 15

Uncheck List this group in the directory. Then click Save.

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Step 16

Go to Managing Native

Google Group membership and settings to configure the settings for your new

Native

native Google Group.

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Key

Overview

Prerequisites

Instructions