Using Google Groups

  • Google Groups function similarly to a delegated inbox, but with more options that can be modified depending on the needs of the group.
  • Access via groups.google.com for a view similar to an inbox.

  • By default, messages will be delivered to all group members' inboxes. Replies can be sent via GMail or the Google Groups page, but users can see more information when accessing through groups.google.com. 
    • Who has replied
    • If message has been read
    • Labeled messages
    • Messages assigned to individual users


For Group Managers and IT Admins

  • Admins (IT department) and group managers can change group permissions.
    • Collaborative Inbox allows for messages to be assigned to users as tasks, and labels to be shared among group members. This is best for groups where users are sending and receiving messages regularly.
    • No Additional Features simplifies it, and may be better for groups that are used for distribution only (users receiving messages but not communicating back and forth).
  • Settings can be modified such as who is allowed to view messages for the group, who is allowed to send messages, and who has access to see the members of the group.
  • Post As Group allows users to send emails as themselves or on behalf of the group (e.g. a message from "Dan Beaver via it_team@jxe.com" or a message simply from "it_team@jxe.com." )
  • Subject Prefixes can be added so messages to the group have a label in the subject (e.g. [IT Team] Example Subject )
  • If Collaborative Inbox is enabled, filters and labels can be created for the entire group, the same way they can in a regular Gmail inbox.
  • Collaborative inbox also allows messages to be assigned to users as a task. This lets the whole group see whose responsibility it is to handle or reply to a specific message. There is an option to assign to yourself, as well as to another user in the group.  
  • Under the People section, email subscription options can be changed.

Each Email sends a copy of each conversation to the member's own inbox. Digest and Abridged send notifications in groups of 25 or 150 emails. No Email makes it so copies of the messages don't get sent to users' inboxes, which would require they access messages via groups.google.com.