Google Groups

(Collaborative Inboxes and Email Lists)

Google Groups Overview

Email Lists in Google Groups

Google Groups is where email lists (distribution lists) are created and managed. Use this guide to determine if you should create an email list or personal contact label. (replace link with client specific doc)

Collaborative Inboxes in Google Groups

A collaborative inbox is a mailbox that allows group members to distribute and track responsibility for topics.

In a Collaborative Inbox, group members can do any of the following from the group's Web UI:

Assign responsibility for a topic to a member of the group
Mark a topic as resolved
Edit the tags (which are similar to Gmail's labels) associated with a topic
Filter topics according to tag, resolution status, or assignee
Note: Accessing Google Groups on a mobile device would need to be done through the Chrome browser and will have limited functionality

Watch the short video below to learn how to access your collaborative inbox. If you do not see your shared mailbox listed, [CONTACT].

Collaborative Inbox Resources (replace link with client specific doc)

General Questions

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How does a collaborative inbox compare to a distribution list?

Messages that are sent to distribution lists arrive in your inbox and most members do not need to visit the central repository for review. Messages that are sent to collaborative inboxes are stored in a centralized inbox separate from your inbox.

Posting in/from a Collaborative Inbox

Can you recall a post?

No. You can not recall a post.

Does Google Groups have access to our address book, or will we need to type in the full address?

Yes, groups can see the internal address book.

What if you need to send an email out from a Group email address?

If you have that privilege, you can “post” a message and the message will be sent as the group.

Organizing and Collaborating

Using Google Group, is there any way to create rules (filters) to route messages to different folders to organize the inbound messages?

Unfortunately, there are no filters in google groups. You will need to add labels manually to each message.

With Google Groups, how quickly does the assignment appear to other people in the group? Does it auto-refresh?

The users will need to refresh their screen to see any updates (new messages, labels, etc). Google Groups do not auto-refresh.

Settings and Managing a Google Group

I am receiving spam notices and pending messages in my Google Group. How do I bypass the spam feature in Groups?

For instructions on how to turn off the spam filter in Google Groups, click here.

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