Getting Started with Google Groups


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Google Groups is a unique collaboration tool that can facilitate a simple mailing list, a question and answer forum, or an announcement board. A group can be configured much like a Listserv list. By default, a Google Group will allow UMD Google accounts. You can also include any valid email address (in addition to TERPmail).

Access 

  1. Log into UMD email.
  2. Click Groups from the Google Apps 9 point grid.
    Google App Menu red arrow to Google Group icon.
  3. Click My groups.
  4. The email address for the group appears under the Group Title. In this example, the email address is mygroup@umd.edu.
    My Groups list with UMCP Google Group in red box
  5. The Group column will display:
    • The Name and email address in the first column.
    • The date that you joined the group.
    • Subscription: how you will receive messages (can be turned off).
    • Settings, Add Members, Leave the Group, Mark as a Favorite Group.

    Illustration for Parts to a Google Group

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Default group settings

The default settings for new groups are:

  1. The Organization is UMD.
  2. There are two types of memberships: Member and Manager.  Managers can control the group's settings, add and remove members and additional managers.
  3. Subscribers and Managers will receive each email that is sent to the group.
  4. Managers and Members can view email addresses for everyone in the group.
  5. Managers and Members can view conversations.
  6. Anyone can publish a post to the group.
  7. Managers are the only accounts to manage, add, invite and approve members.
  8. Anyone within the UMD Organization can ask to join.
  9. Does not allow members outside of UMD for membership (does not allow TERPmail by default).  This setting must be turned on to allow TERPmail accounts.

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Settings

General

  1. As a Group Manager, click the Gear icon to modify the default settings.
    Illustration for clicking the Gear from Groups
  2. The Group settings will appear. Click General.
  3. This is where you can change the Group Name, Description, or add a welcome message.
  4. Enable additional Google Groups Features.
    • Additional Google Groups Features require the archive group messages setting to be on.
    • Select Collaborative Inbox or No additional features.
  5. Collaborative Inboxes allow members of the group to assign a conversation to each other for tracking. By assigning a conversation to another member, members can:
    • Assign responsibility for conversations to group members.
    • Set a resolved status for conversations: complete, duplicate, or no action needed.
    • Search for conversations according to resolution status or assignee.
    • As a group manager, you can turn on labels to organize a group’s posts. Unlike labels you create in Gmail, a label you assign to a conversation in Groups is seen by anyone who can view that conversation.
    • Click the checkbox next to Enable shared labels for this group to enable shared labels.
    • The choices for who can see the group are:
      • Group members
      • Organization members
      • Anyone on the web
    • Choices for who can join are:
      • Invited users only
      • Organization users only
      • Organization users can ask
    • Allow external members: Must be set on for anyone outside of UMD (such as TERPmail) to be a member.  
      Illustration for allowing external members
    • Who can view and post conversations choices:
      • Managers
      • Group members
      • Entire organization
      • Anyone on the web
    • Who can view members:
      • Managers
      • Group members
      • Entire organization

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Member privacy

Illustration for Member Privacy within Groups
Identification required for new members:

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Posting policies

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Email options

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Member moderation

Group managers should remain the default to manage members.

Illustration for moderating members

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Adding, removing members

Add members

There are two methods to add members to a group.

Add members or managers

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Remove members

  1. Click the Group Name from My Groups.
  2. Click Members from the left sidebar under People
  3. Click to check the members to remove, then click Remove member.
    Illustration for how to remove members from a Google Group

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Post messages

From a laptop or desktop computer

  1. You should be able to send to a Group list by entering part of the list in the To: address, and select what populates below it. If you are not able to select the list by entering part of the name in the To: address, select it from the Google app directly (continue to Step 2 below).
    Select the email address for the Group
  2. From the Groups App 9 point grid, click Groups from the apps selection.
  3. Click My groups.
  4. From My groups, click the group name to select your group.
  5. Click New conversation.
    ""
  6. Write the message, then click the Post Message button.

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From an iOS or Android device

You MUST have your @umd.edu account on an iOS or Android device using the Google App.

  1. Sign into your @umd.edu email account by visiting mail.google.com through a Web browser, such as Chrome.
  2. Click Groups from the apps selection.
  3. Click My groups.

    My Groups highlighted in Google Groups menu

  4. From My groups, click the group name to select your group.
  5. Copy the email address. The email address in this example is mygroup@umd.edu.
  6. Return to your main @umd.edu email screen.
  7. From the Groups App 9 point grid.
  8. Click Contacts from the Apps section.
    Google App Menu red arrow to Google Group icon.
  9. Click +Create contact.
  10. Enter a Contact name, the Email from step 4 above, then click Save.
  11. The Contact details will appear. 
  12. Allow up to 2 hours for your Contacts to sync with your iOS or Android device.  

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