The administrator should reset your password and email you the password. Click on the link in that email to reset your password. If it asks for a recovery email, write out the recovery email used by the previous user of that account (you may need to ask them for what it was). You should then change your recovery email by going to account.google.com, logging in with your hccpta.com address, clicking on Security on the left, then going down to the Recovery email line.
Log into your Gmail account.
Click on the gear icon at the very top of the page to the right. Then click on See all settings.
Scroll all the way to the bottom, where you will see the Signature: section. To create a new signature, click on the Create new button and use whatever nickname you want for that particular signature (that text is not visible), clicking Create after you're done. Otherwise, edit what is there in the right-hand pane. If there are multiple signatures, you can click on the center pane to choose among them and delete any you don't need by clicking the trashcan.
Make sure to scroll to the bottom of the page and click on Save Changes.
When your email account is set up, you should receive an email that your Google account for "Henrico County Council of PTAs/PTSAs." Click on the blue button in that email to Reset password. Choose whatever password you wish. (If we already set up the email account and gave you a temporary password, it should ask you to reset it when you log into Gmail.com; skip to step 3.)
Go to Gmail (gmail.com).
Make sure you are logged into your HCC PTA email account, and then click on the Settings button (gear icon) at top. Click on See all settings at the top of the pane that opens up.
Click on the Forwarding and POP/IMAP tab at the top.
Under Forwarding:, click on Add a forwarding address.
Enter your forwarding email address in the box that appears. Click on Next.
In the window that appears, click on Proceed to confirm your selection.
A confirmation code will be sent to your forwarding email address. It will have a subject line like: "(#246316526) Henrico County Council of PTAs/PTSAs Forwarding Confirmation - Receive Mail from treasurer@hccpta.com." Click on the link in that email.
In the window that opens, click on the Confirm button.
Now you need to go back to the Forwarding and POP/IMAP tab of the Settings page of Gmail (you may need to refresh the screen if it still asks for verification). Under Forwarding: click on the option for Forward a copy of incoming mail. Your forwarding email address should be listed there.
Scroll down to the bottom of the page and click on Save Changes. Any emails sent to your HCCPTA email address should now be forwarded.
Make sure you are logged into the Google account associated with HCCPTA business (i.e., whatever email address is emailed when you receive a message sent to board@hccpta.com). To log in, you can go to Gmail.com or the Google Accounts page.
Then go to the Google Drive page for HCCPTA: https://drive.google.com/drive/u/0/folders/0AHHDHCkaXyiWUk9PVA. Make sure you are logged into your HCCPTA Google account (or the personal account associated with board@hccpta.com); check what account is listed in the upper-right-hand corner, and switch to the HCCPTA-related account if another account is listed there. You should now see the files in HCCPTA's shared Google Drive.
Note: Before following the Google Workspace-related instructions below, you need to go to Google Workspace (workspace.google.com) and click on Admin Console at the top (or, go directly to admin.google.com). Then log in with your HCCPTA account (e.g., treasurer@hccpta.com).
For all new board members, you should do the following:
Decide on whether they need an email account or email alias: You will first want to decide if you want the board member to have an email account (a User account in Google Workspace) or just an email alias that only forward mail to a user's personal account (set up as a Group in Google Workspace). An email account (User account) can also be set up to forward email to a personal account, as described in the user instructions above; it creates a separate email inbox, which means you will have a record of any past correspondence even when the current board member leaves their position. An email alias just forwards any emails (in fact, it can be set up to be like a mailing list, with emails sent to multiple users). As a result, email aliases do not have a built-in record of past correspondence.
Set up their email account or email alias: If you want to create an email address, following the instructions below for Users. If you want to create an email alias, follow the instructions below for Groups.
Add the person to any relevant email lists (such as board@hccpta.com): The person should be added to board@hccpta.com and any other relevant email lists with their email account (User account) if they have one, or with their personal email address if they have an email alias.
The new board member should now have access to the HCCPTA's shared Google Drive and the shared Google Calendar since they are a member of board@hccpta.com, which has access to both (note that you will need to be logged into the account associated with board@hccpta.com to have manager access).
Note: If you decide to create an email account (User account), follow the instructions below for Editing a user if they are replacing an existing board member with an existing email (User) account. Follow the instructions below for Adding a user if you are creating a brand-new email (User) account. If you want to give their account manager/admin privileges on Google Workspace, also follow the instructions below for Giving a user administrator status.
If you decide to create an email alias instead, follow the instructions in the separate section below for Groups.
From the home page of the Admin Console, look for the Users pane and click on Manage. (If you're not on the home page, click on Directory on the left, and then click on Users.)
Under Users, click on Manage.
Put your mouse pointer over the name of the user you wish to edit. You will see options for Reset password and Update user.
From the home page of the Admin Console, look for the Users pane and click on Manage. (If you're not on the home page, click on Directory on the left, and then click on Users.)
Under Users, click on Add a user.
Follow the instructions that follow. For Secondary email, put the email address where you want their password emailed.
From the home page of the Admin Console, look for the Users pane and click on Manage. (If you're not on the home page, click on Directory on the left, and then click on Users.)
Click on the name of the user you wish to edit.
Under Admin roles and privileges, click on Assign Roles.
Turn on Super Admin if you want the person to have full control; more limited roles are also listed, such as Group or User admins. Then click on Save.
Note: If you decide to create an email alias (set up as a Group), follow the instructions below for Editing an email alias or list if they are replacing an existing board member with an existing email alias. Follow the instructions below for Adding an email alias or list if you are creating a brand-new email alias. If you want to add a new board member to an existing email list (such as board@hccpta.com), follow the instructions below for Editing an email alias or list.
From the Admin Console, click on Directory on the left, and then click on Groups.
Click on the name of the email alias or list. (For board@hccpta.com, the name is HCC PTA Board.)
To add a member, click on Add Members on the left. To remove or edit a member, click on the Members pane and then you will see a list of all the members (i.e., the email addresses associated with that email alias or list). If you put your mouse pointer over any of the members, you will see an option to Remove that member. You can also change their role in the Role column.If you decide to create an email alias instead, follow the instructions in the separate section below for Groups.
From the Admin Console, click on Directory on the left, and then click on Groups.
Click on Create group at top.
For Name, enter a short description.
Under Group email, enter the hccpta.com email address you want to use (e.g., brookland@hccpta.com, advocacy@hccpta.com).
For Group owner(s), you can use the master admin@hccpta.com email account for an individual's email alias (i.e., you don't want another user to moderate the email address) or use the appropriate user's email address for a moderated list. Then click on the Next button.
You will now be on the Group settings page. In the External column in the Access settings section, check Publish posts. This will allow other people (outside of the hccpta.com domain) to email this email address.
Under Who can join the group, select Only invited users.
Under Allow members outside your organization, change the setting to ON.
Click on the Create Group button at the bottom.
Click on the Add members link.
Click on Add members.
Type the email address for any people you want to add to the email alias or list and then click on Add to Group.
From the Admin Console, click on Apps on the left, then click on Google Workspace, and then click on Calendar.
Note: Everyone already on the board@hccpta.com email list (Group) should already have access to the shared Google Drive since board@hccpta.com is listed as a Manager of the drive.
Go to drive.google.com and log in with your HCCPTA username and password.
Click on Shared drives to the left.
Click on HCC PTA (which should appear if you are logged into your HCC PTA user account).
On the right, click on Manage access.
Enter the email addresses that should have access to the files. Note that the group board@hccpta.com has already been given access, meaning that any users who are members of that group should be able to access the files.