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Warning

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

Overview

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

Prerequisites

  • Learn what Groups are and why some find them useful
  • Learn about the differences between Google Contacts, Native Google Groups, and Marina Groups


    • Warning
    titleGoogle 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
    titleOnly 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:

    Determine if a group already exists that could meet your needs

    Instructions

    Step 1

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

    Tip
    titleLog 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 for employees too.

    Problem

    When people leave UWF, and they owned Native native Google Groups, those people will have to transfer ownership of those groups to someone else, before HR processes the necessary separation paperworktheir 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 already been before their accounts are downgraded.

    Solution

    For UWF employees

    For UWF employees, they should create the native Google Group Create the account 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 iconImage Modified

    Step 3

    Click Create Group.

    Image RemovedCreate Group buttonImage Added

    Steps 4-10

    ScreenshotStep #Instructions

    Image Removed

    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.
    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 descriptionImage 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 buttonImage Added


    Tip
    titleIt 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 membersIf you choose to add members directly

    initial membership settings for invitationsImage Added

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

    initial membership settings Image Added

    1. Click this switch, to change it to blue.
    2. Enter the names or email addresses of the members* you want in your group.
    3. Enter the names or email addresses of the members you want to manage* your group.
    4. Enter the names or email addresses of the members you want to own* your group.
    5. Provide a welcome message.
    6. 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 buttonImage Added

    Step 8

    Go to Managing native

    Step 11

    Click Save my changes, and then Manage.

    Image Removed

    Step 12

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

    Image Removed

    Step 13

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

    Image Removed

    Step 14

    Click Information >> Directory.

    Image Removed

    Step 15

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

    Image Removed

    Step 16

    Go to Managing Native Google Group membership and settings to configure the settings for your new Native native Google Group.

    Related content

    ← Go back to Groups Guide


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