Apps Learning Center‎ > ‎Groups‎ > ‎

Google Groups FAQs for Managers

How do I get started as a Group Manager?
What levels of user access are available?
What security configurations are available to the group?
How do I access the Group management options?
When do I need a message footer?
How do I invite members?
How do I add members without requiring them to accept an invitation?
How do I remove members from the group?
Can’t I unsubscribe more than one member at a time?
I want my group to be very private. How do I do that?
Can I delete my group?
Can I change the appearance of my group?
Can I change my group's information?
Can my group have more than one manager?
I accidentally deleted myself as manager. How do I get back my privileges?
Who can be a member of a group?
Can I invite a person who does not have a uah.edu account?
Is there a maximum limit of members a group can have?
Why are my members listed as non-verified?
What is a pending member?
How do I remove a post in my group?
Can I control who can post in my group?
What if I want to restrict a member from posting?
Can I moderate postings in my group?

How do I release moderated messages?


How do I get started as a Group Manager?

 
  1. Request a UAH Google Group account using the Google Group Request Form.
  2. When your account is created you will receive confirmation and will be granted the role of manager by the Google Administrator, googlegroupadmin@uah.edu, who will be the owner.
  3. Log into your UAH Google account and access Google Groups from the top bar under the more drop-down or go to https://groups.google.com/a/uah.edu.
  4. Review and adjust the list’s configuration settings to meet your Group needs.
  5. Invite new members. You can invite people by entering one email at a time from people you have emailed, or you can copy emails in directly from a spreadsheet or existing account.
  6. Enjoy your new Google Group!
 
What levels of user access are available?
 
There are three levels of user in groups:
 
  • The Owner is the Google Administrator, who can create the account, determine ownership, change the email address/website address, determine how a group is archived, or delete the group in addition to changing the configuration settings.
  • A Manager is assigned by the Google Administrator and can do almost everything an owner can, including changing or adding managers. As a manager you have access to the configuration settings. You can send a message to the owner to request that emails outside of uah.edu be added, request a change in how a group is archived, or determine whether it no longer should receive new posts, or whether it should be deleted.
  • A Member can determine how his own mail is received – as a digest, an abridged summary, as email as soon as it is posted, or no email at all. The name associated with the email may also be changed. A member can unsubscribe at any time. 
 
What security configurations are available to the group?
 
Managers and the Google Administrator have some control over the security configuration of the group. The following Google Group configurations are set at the domain level:
 
  • The web address where each individual group member accesses Groups is set to the default for our domain: https://groups.google.com/a/uah.edu
  • Sharing options are set to Private, meaning that no Internet user outside of uah.edu can access groups via the web.
  • The Google Administrator can determine whether users outside the uah.edu domain can be members of the Group and can send email to and receive email from the uah.edu Group.
  • Only OIT is authorized to create and own Google Groups.
  • Group managers can determine whether the group will be accessible to search or browse in the UAH Group Directory. 
 
A group manager has many options for configuring the Group. Under Group Settings the Group manager has access to the following tabs:
 
General -- Modify the Title of the group and the Description. You can also associate the Group with a web site address. It is not possible to edit the email address or web address of the Group.
 
Access --
  • Determine whether posts will be available campus wide or only to members of the Group.
  • Determine whether the Group can be searched or browsed in the UAH Group Directory.

Note: There can be a 6 hour waiting period before the Group is listed in the Directory.
 
  • Determine who has access to the member list.
  • Determine who can join. Supply a question for granting access if needed.
  • Determine whether to allow non-uah.edu domain users to be members and receive email.
 
Note: The Google Administrator has to make this change for you.
 
  • Determine who can post messages. If ‘Allow posting from the web’ is selected then a ‘new post’ link displays when you are viewing discussions that displays an online post form. Otherwise, you would need to post from your email account.
  • Determine who can invite new members.
  • Determine whether posters will be moderated.
 
Appearance – Add a picture to your Group, select a new look, or change fonts and colors individually.
 
Navigation – Change the label of Discussions or Members, or hide the navigation menu option for either. If one of these menu options is hidden, you can show it from this tab.
 
Email Delivery –
  • Add a prefix to the subject line of posts so the Group’s email messages can be easily organized in a member’s mailbox. You can add %d to count each post as it is submitted.
  • Provide a message footer to make posting and unsubscribing easier for members.
  • Determine where replies to messages are to go.
  • As of March 2010, the default for Reply is to send to the entire group and optionally CC the author regardless of your selection, unless you specify a Custom Reply To email address. However, for an individual post you can use the Reply to Author option, and from the About this Group link you can send directly to the list owner.
  • Select a maximum message size or accept the default which is about 5 MB. Remember that any posts are included in the message size so even if you have a file that is less than 5 MB it may exceed the message size limit.
  • Determine whether members can post on behalf of the Group. If this is selected, the To: field on a web post defaults to the individual email, but the Group email can be selected.
  • Determine whether the sender of a moderated message is notified of a message rejection. If selected you can modify the body of the message that is sent.
 
Advanced – Change the default language or set the default font to use a fixed width font. Saved changes do not take effect immediately. Fonts can be changed by the viewer to either Fixed Font or Proportional text using the Options when viewing a post, or by using More Options on a specific post. If you need to delete the group or discontinue active posting, contact OIT.
 
Spam Control – Determine how spam is handled or turn on forgery detection.

How do I access the Group management options?

Login to Google Apps. Select Groups from the more menu. Under My Groups are all the Groups you belong to. A Manage optiondisplys next to each group you manage. Click manage to access the Management Tasks option. To the right you can also select from Group Settings which may not require modification after you set up the group, and Invite members which will be used to add new members.

When do I need a message footer?

Under Group Settings you can set text that will appear in a lighter color at the bottom of every posting to the Group.  If you are managing a Group in which membership is optional then you should have a footer that includes instructions on how to leave the group and (optionally) how to contact the Group Manager to report problems.  Without this information, there is a chance of someone reporting unwanted messages (ie, spam).  If you have a lot of outside addresses or members who use Outlook you will want to consider a footer for your group with owner contact info and unsubscribe information. To edit the footer, click on Group Settings then Email Delivery. 
 
How do I invite members?
 
  1. Click the Manage button located in the top right corner of your group's page.
  2. Click the Invite members link located in the left column under "Members."
  3. Enter in emails. A list of your contacts displays as you type. Alternately you can paste in email addresses from another source.
  4. Enter in a short invitation message on the Write an invitation message box. Google Groups will automatically include the group's name, description and address in the email.
  5. Select Invite Members. Each person will receive an invitation to your group and must accept before they can receive messages.
  6. Once an invitation is accepted, each member can edit his/her membership from the group’s page. 
  
How do I add members without requiring them to accept an invitation?
 
  1. Click the Manage button located in the top right corner of your group's page.
  2. Click the Direct add link located in the left column under "Members."
  3. Determine whether to send a welcome message. If Send email to new members notifying them that they have been added is selected, enter your welcome message. If the welcome message has pertinent information, it should also be posted to the group to ensure that everyone gets it.
  4. Determine the default subscription option. You have the option to change this after you add members.
  5. Each person will immediately become a member and can start receiving messages according to their subscription option.
 
Note: Please be careful if you choose Add members directly, you have to make sure you are only adding people that you know. If you add many members at a time, you need to be approved by Google. Since you are inside the UAH domain, this usually occurs instantaneously, but a notification is still displayed.
 
Warning: Using the Add member directly feature for sending unwanted email can result in your account being revoked.
 
How do I remove members from the group?
 
Open the Management tasks page. Click to check the box next to the member's name. At the top under Actions, select "Remove from group."
 
Can’t I unsubscribe more than one member at a time?
 
Yes. Open the Management tasks page. Use the checkboxes to determine who you want to remove from the group. At the top under Actions, select "Remove from group." The selected members will be unsubscribed.
 
I want my group to be very private. How do I do that?
 
In Settings on the left side panel, make the following selections.
  • Under "New Members," do not allow new users not in uah.edu.
  • Under "New Members," only invited users can join the group.
In Permissions on the left side panel, make the following selections.
  • Under "Basic Permissions," only members of the group and managers of the group can view topics.
  • Under "Basic Permissions," only members of the group and managers of the group can post.
  • Under "Basic Permissions," only invited  users can join the group.
  • Under "Access Permissions," only members of the group and/or managers of the group can view members.
  • Under "Access Permissions," only members of the group and/or managers of the group can view members' email addresses.
  • Under "Access Permissions," only members of the group and managers of the group can view topics.
  • Do not list this group in the groups directory
 In Information on the left side panel, make the following selections.
  • Under "Directory," do not list the group in the directory.
Can I delete my group?
 
You must submit a request for a group to be deleted. The request must come from the Manager of the group and a reason why you want the group to be removed/deleted.
 
Can I change the appearance of my group?
 
You can add a Welcome Message to the top of the group's homepage. To do this, click "Add welcome message" on the group's homepage above the posts. Add information and edit it as desired. Click Save.
 
Can I change my group's information?
 
Managers can only change the Group name and Description. Your Group address cannot be changed. You can also add your group’s website if you have one.  
To change information, click the Manage button on your group's homepage. In Information on the left side panel, click "General information." Update fields and click Save.
  
Can my group have more than one manager?
 
Yes, your group can have more than one manager.

  1. Click the Manage button on your group's homepage.
  2. Check the box next to the member's name you would like to make manager.
  3. At the top of the page under Actions, click Add Role and select Manager.
 
Note: This person will have the same rights as you so be careful who you grant this membership role.
 
I accidentally deleted myself as manager. How do I get back my privileges?
 
If you have a co-manager, ask them to grant you the Managers role. If you manage the group by yourself, contact OIT.
 
Who can be a member of a group?
 
You can invite anyone. A group can also be part of another group. For more information about nested groups, view the Google topic "Add a group to another group."
 
Can I invite a person who does not have a uah.edu account?
 
Yes, you can invite a person outside our domain (uah.edu) to be part of your group. However, you need to either specify that you are including members of this type at the time your group is created or contact the Google Administrator to allow this option. Also, remember that a non-uah.edu member cannot access the group’s web page. If you are inviting members from outside the group, then you should always include a footer so that the member can unsubscribe.
 
Is there a maximum limit of members a group can have?
 
No, there is no limit to number of members a group can have. Google has strict policies on spam and in their public groups they limit the number of addresses that can be added at a time to prevent the possibility of spam groups. They appear to relax the standard in Google Groups for Google Apps. It is possible to create a group that includes everyone in the UAH domain, and it is possible to add many uah.edu addresses directly. Non-uah.edu emails can be invited to join separately if permitted by the group manager.

Why are my members listed as non-verified?
 
This means that either they haven't verified their accounts (New e-mail accounts) or that they have not accepted your invitation.
 
What is a pending member?
 
A pending member can either be:
  • a person who has been sent an invitation but has not responded yet.
  • a person who has requested to join your moderated-membership group.
 
How do I remove a post in my group?
 
Only the Manager can remove a post in a group. To do so, check the box next to the post. At the top of the page under Actions, click Delete.
 
Can I control who can post in my group?
 
Yes, as long as you are the Manager of the group. To control who can post, click on the Manage button on your group's homepage. Under Permissions in the left side panel click Posting permissions. Next to "Post," select managers, members, UAH members, or anyone to post. Click Save.
 
What if I want to restrict a member from posting?
 
To restrict a member from posting, click on the Manage button on the group's homepage. Check the box next to the member you would like to restrict. At the top of the page under Actions, click Set posting permission and select "Override - Disallow posting."
  
Can I moderate postings in my group?
 
Yes you can. To control postings, click on the Manage button on the group's homepage. Under Settings in the left side panel, click Moderation. Check "Moderate all messages to the group." Click Save.

How do I release moderated messages?

If you are a manager and your account is set to receive email from the Group, you will get an email with a link you can click to release the message.