3.7 Sending mail to Google Group (internally)

Sending mail to Google Groups

Sending mail to Google Group is different from sending mail to Contact Group. When you send an email to Google Group, no matter how many members in the group, it will be counted as only one recipient.

For example, suppose that there are 20 members in your Google Group, and Contact Group, if you send mail to Google Group, it will be counted as 1 recipient while it will be counted as 20 recipients if you send to Contact Group. However, only the university member can be added to Google Group.

Official Google Group

Every instructor are member of INSTRUCTOR group (instructor@au.edu), and every staff are member of STAFF group (staff@au.edu).

Every students are member of the group that the group name begin with the first three characters of their username, for example, year 62 undergraduate students are member of group u62 (u62@au.edu) when year 61 undergraduate students are member of u61 (u61@au.edu).

Only the user who have right privilege can send mail to the official groups. If you or your unit would like to send mail to the official groups, please develop a memorandum and submit to the director of ITS with the following information:

• • Sender email.

  • Requested groups.

  • Responsible person (must be a staff or instructor).

Using BCC when sending to large Group

To prevent an accidentally using of "reply all" function when sending mail to a large group such as STAFF or INSTRUCTOR, please do as follows:

• • Using your email or your unit email as the main recipient (To)

  • Put the target group in BCC, not CC.

  • Using the appropriate subject.

  • Begin the mail with words that communicate direct to target group such as "Dear Full-time Lecturer" because both full-time and part-time are in the same group.

  • Avoid using "Reply All" except you actually want to reply to every recipients.

NOTE: The official group can be used only for the university internal affairs only, any kind of business purpose is prohibited.