To manage a Google Group, be sure you already have a Group created. If you do not, follow this guide to request a Google Group in the Appstate Domain: http://faq.appstate.edu/answers/requesting-creation-google-group. Once you have a Google Group created, see instructions below on roles, general information, basic permissions, moderation, and managing membership to your group.
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App State Domain: Request a Google Group.
Group Roles
Each Google Group has group has 3 roles: Owner, Manager, and Member (For more information on defining these roles, reference this Google Groups help document.) Please do not change the permissions associated with each role, but feel free to add additional managers if needed. By By default, a Help Desk account is added as a Manager of each Google Group in order to provide better support. Additionally, ITS is set as the Owner of each group.
Where do I Manage I Manage my Google Group
- Login to MountaineerApps and then click on the the grid in the upper right corner and select Groups. Alternatively, you can go directly to Google Groups by navigating to to groups.google.com in in a web browser.
- Click My Groups and then select Click “My Groups” and then click on the group you want to manage in the list of your available groups.
Note: If If you do not see your groups, you may have to select where it says " switch your organization view to: appstate.edu" before continuing. to your App State account. To switch back and forth between your personal and App State account, click on the Mountaineer Apps icon in the upper right-hand corner and choose the account you want to view from the list. - You will see a list of management options in the sidebar menu on the left, located under your group’s nameOnce on the group, click Manage in the upper-right corner. You will see a list of management options on the left.
Confirm General Group Information
From the
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Group’s sidebar menu on the left, click
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the “About” link to see general information about your group. This will display
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your Group name, Group Email address (e.g.
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group-[name]
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@appstate.edu), group description, owners,
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your website URL
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Complete the Group Description at this time.
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,
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and
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Make sure to click "Save" in order for your changes to be saved.
your group’s privacy settings.
Adding New Members to a Group
You can directly add up to 10 people to your Group at once. Only 25 people can be directly added to a Group.
- Sign in to Google Groups.
- Click “My Groups”.
- In the row of the group you want to add members to, click the three dots icon and select “add members”.
- Enter the email addresses of Gmail users you want to add. (To add group managers or group owners, turn on the “Directly add members” button (blue is on) and enter the addresses of those users in either the group manager or group owner text box.)
- Enter a welcome message.
- Click “Add members”.
- Alternatively, you can click on the group name, which opens your Group's sidebar menu on the left, under the "People" section click "Members, and then click on "Add members" at the top of the page.
Managing Members in a Group
From the Group’s sidebar menu on the left, under the “People” section, you can view the associations of users connected to your group.
- Click on “members” to see a list of current group members. From this menu, you can adjust the roles of a member, set their subscription type, and modify their posting permissions.
- Click on “pending members” to see a list of users who have not accepted group the group invitation yet. You can view the date they were invited, resend their invitation, or cancel their invitation.
- Click on “banned users” to see a list of users that owners or managers of the group have banned. You can also ban users on this menu by typing their name or email address into the text box and clicking “Ban users”.
Setting or Modifying Permissions
There are four group member tiers that offer varying levels of permissions:
- Group owners
- Group managers
- Group members
- Anyone on the Web
Under “group settings” owners can modify the following settings:
- Member privacy - Who can contact group owners and view member email addresses
- Posting policies - Allowing email replies or web posting to the group page
- Who can reply privately to authors, attach files, moderate content, moderate metadata, or post as the group
- Email Options - Add a subject prefix to all emails, a custom footer, and change who receives replies.
- Member moderation - Adding Members, Approving Members, Approving messages, Banning Users, and more
To edit these settings click on “Group settings” in your group’s sidebar menu on the left.
Note: Only Managers and Owners can adjust these settings by default.
Approve or Deny Pending Posts
From the Google Groups sidebar menu, under “Conversations”, click on “Pending to approve any incoming messages posted to the group by members with posting permissions. To see a list of approved messages, click on “Approved” under “Conversations”. Here you can see all approved messages. From this menu, you can delete, archive, or favorite messages. You can also view the message sender, date sent, forward, or link to messages.
Setting or Modifying Permissions
From the Manage menu on the left, click Permissions > Basic Permissions to adjust these settings:
To edit settings for Adding Members, Approving Members, Approving messages, Banning Users and more. Click Permissions > Moderation Permissions.
Note: Only Managers and Owners can perform these actions by default.
Moderating Posts
Moderating Pending Posts
Approve or block new posts
You can turn on message moderation to approve or block messages before they’re sent to the rest of the group.
Turn on message moderation
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
- Near the top right, click Manage.
- On the left, click Settings > Moderation.
- Select your desired settings. You can review every message or messages from new members or non-members, and choose settings for rejected posts.
- Click Save.
Only people who have the "Approve messages" permission can moderate posts. Learn more about permissions.
Approve or deny pending posts
You can approve or deny posts before they appear to the group. If posts aren't approved within 7 days, they'll be deleted.
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
Near the top right, click Settings > Manage messages.
To read a post, click the title.
Check the box next to the post.
At the top of the screen, select an option:
To approve the message, click Post .
To approve the post and automatically approve all future posts by that author, click Trust .
To ban the author or authors from the forum and report the message as spam, click Spam .
To block the post, click Remove .
Block people from replying to posts
You can create a new topic and prevent people from replying to it if you don’t want responses. You can do this if:
- You're the owner of the group or have permission to lock posts AND
- The group is a web forum (not an email list)
To block replies to a new topic: While you're creating the new topic, check the box next to "Lock."
Changing Other Email Options
From the Manage menu on the left, click Settings > Email Options. Under these options, you can:
- Add a prefix to the subject line of all group posts
- Add any information you want in the footer of each message posted to the group. We recommend that you select “Display how to post to this group by email” and “Display how to unsubscribe from this group by email”.
Adding and Managing Members
From the Manage menu on the left, click Members. Under this section, you have these options and more:
- Invite members - allows you to send someone an invitation to be a member of your group.
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
- Near the top right, click Manage.
- On the left, click Members > Invite members.
- Enter the email addresses of people to invite.
- Optional: Enter text in the "Write an invitation message" field.
- Click Send invites.
To change pending invitations, click Manage > Join requests. Click Resend invitation or Revoke invitation.
- Direct Add members - This allows you to directly add someone to your group without sending them an invitation. You can set their Email subscription option to Digest Email, All Email, Abridged Email, or No email. Warning: Do not add people this way unless they have already agreed to be in your Google Group.
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
- Near the top right, click Manage.
- On the left, click Members > Direct add members.
- Enter the email addresses of the people to add.
- Enter a welcome message.
- Set how members will get email from the group.
- Click Add.
- Advertise your group - you can invite people to join your group with a link. This example is a link for a group named BEST: https://groups.google.com/a/appstate.edu/forum/#!forum/group-BEST
- Join Requests - if your group is set up so that people can ask to join, make sure to regularly view the join requests section and approve any users that have requested to join.
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
- Near the top right, click Manage.
- On the left, click Members > Join requests.
- Check the box next to the person who wishes to join your group. Click Approve applicant or Reject applicant.
- Remove a Member or a Manager - select All members, then check the box by their name. In the menu buttons at the top, select Actions > Remove from group or Remove from Role.
To make one of your members a fellow Manager, from the Manage menu on the left, click Roles > Roles > Manager > Add members and selecting the member you want to make a manager and Add. Make sure to select Save for the role change to take effect.
Adding and Managing Members
You can view all members, including members who have been banned.
- Sign in to Google Groups.
- Click My Groups.
- Choose a group.
- Near the top right, click Manage.
- To see a list of current members, near the top left, click Members.
- To see a list of all banned members, near the top left, click Banned.
- To search by role, whether members are banned, and other features, use the search bar on the "Group Members" page. You need the "View members permission" to search by role.
Set Welcome Message for New members, and any Email Options:
Click the Group name in the upper left corner and then click "Add Welcome Message".
Type your welcome message in the field then click "Save" to share this message with new group members
Turn Archiving On/Off for a Group
As a group owner, you can keep posts in the online forum so members can view them any time. Group members might also get posts in the form of emails, depending on their group email settings.
If archiving is on, members who choose to get email updates can read and respond to posts using the online forum, email, or both. If they opt out of email updates, they can access posts online.
If you turn off message archiving for a group, old posts stay archived in the online forum. New posts aren’t added. Group members who get email updates can read and reply to them through email. Those who opt out of email updates can’t see new posts.
Steps to turn archiving on or off
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For a comprehensive list of group settings functionality, visit the Google Groups help page
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