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Comment: added warning about what google groups are ideal for

Overview

UWF students, faculty, and staff can create 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, or inviting individuals to Google Calendar events.


Warning
titleGoogle Groups are ideal only when multiple people need to email a group of people

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


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 Google Group will own that group by default. If you create a 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 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 before their accounts are downgraded.

Solution

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 Google Group too.

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

Step 3

Click Create Group.

Steps 4-10

ScreenshotStep #Instructions

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 list. Use this group type so anyone in your organization can send messages to everyone in your group at once (this specific option may be disabled, more on that in another section). 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 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 (only UWF employees can view this page).
  • 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 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 11

Click Okay.

Reviewing the pages listed here isn't necessary, since this Groups Guide covers everything you'll need to know.

Step 12

Click Save my changes, and then Manage members.

Step 13

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

Step 14

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

Step 15

Click Information >> Directory.

Step 16

Change Group directory setting to All members of the group.  Then click Save.

Step 17

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

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