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Technology at SCU

Learning Google Groups

Google Groups Google Groups makes it easy for groups of people—such as project teams, departments, or classmates—to communicate and collaborate.  With Google Groups, you can create online and email-based groups, engage in discussions, create a question and answer customer support group, and organize information about a specific subject. 

To create a group, go to the groups page in your SCU Gmail mailbox:  first click on the application launcher and you will see a windows drop down with applications including Google Groups.

 

GSuiteAppsMenu

 

Click on the Group icon to open the Google Groups application.

 

GoogleGroupsButton

 

It will open a new tab in your browser.

 

GoogleGroupsPage

 

Click the Create Group button. 

This will open another tab which will display the “Create a Group” page where you would enter the name, other details to create a group and make other configuration settings.

 

GoogleGroupsCreatePage

 

Then fill in the new Google Group information:

Group Name: Choose a name for your group

Group email address: Same as your group name

Group Description: Enter a little bit about the group and it’s purpose.

Group Type: Select the type of group based on how you want to administer the group and how people can or will participate or interact with the group.

Basic Permissions: This section allows you to narrow who will be able to join, participate or interact with the group.

 

GoogleGroupsPermissions

 

And when you are finished, click on the Create Button to create the google group. 

Your new Google Group will show up in your My Groups listing of Groups that you are a member of.

 

 

 

 

Google Groups can be used in many ways such as discussion forums, chat rooms, announcement boards, Q&A Forums, and more.  You can send an email to everyone in a group with one address, invite a group to an event, or share documents with a group.  However, when you are creating a new Group, you need to make sure you are creating the correct type of group or risk having things not work the way you intended.

This page will discuss the different kinds of groups that can be created, how to use them, how to manage and customize them, and list some limits that Google sets on membership, management and message volume.

When you are creating a new Group, you need to make sure you are creating the correct type of group or risk having things not work the way you intended.

If you are creating a group that will be used to announce upcoming activities, you probably don’t want to allow everyone to reply to every announcement email. Likewise, it would not be helpful to create a Q+A forum and not allow any anyone to ask questions in it. This overview goes through each of the main types of Google Groups and how you can best utilize them.

Keep in mind that every group has very granular settings and you might not find a one size fits all solution, so don’t be afraid to go into the group settings and adjust them to make the group work how you want it to.

There are 4 main types of Google Groups.

1. Email List

GroupType-EmailList

Email Lists are great for sending out announcements or communicating in a clear way to the entire organization. An Email list is often set up with an alias as the sender (return address) and non-group owners are only allowed to respond to that sender. This kind of Group is often used to distribute newsletters or to let everyone know about important events or news.

 

2. Web Forum (discussion board)

GroupType-WebForum

In a Google Groups web forum type group, group members use the Google Groups user interface to interact with one another. It allows for collaboration and discussion among the group members. A popular use case for this type of group is discussion of a particular topic, working together on projects, or other kinds of collaboration or discussion.

 

3. Q&A Forum

GroupType-QAForum

This type of Google Group is very similar to the web forum or old bulletin board type discussion boards. The Q+A Forum is designed to allow for discussion around specific questions. This type of group promotes discussion by allowing people to post and answer questions.

 

4. Collaborative inbox

GroupType-SharedInbox

This is the most popular type of group at many organizations. Anyone can email the group and start or reply to threads. Think of this as a regular gmail account, but everyone has access to it. A Collaborative Inbox is primarily used for lighter discussion amongst the whole organization, kind of like a chatroom.

 

 

You will find assistance with Google Groups in the Google Groups Help Center.

 

And here is more information available at the Google Groups Help Center

 

How to Manage and participate in online discussions

How to Create mailing lists and forums, share files with team members using one address and more.

 

Download a Google Groups Cheat Sheet

 

You can use online and email-based groups with Google Groups to:

Host discussions and make plans with a team, organization, or social group. Learn how to create a group.

Meet people with similar hobbies, interests, or backgrounds. Learn how to join a group.

Learn about a topic and join discussions on that topic. Learn how to read and create posts.

Create a Q&A forum for any topic, such as baking, health, or a task at work. Learn how to create a forum.

Organize meetings, conferences, and social events. Learn how to organize events.

Google Groups support such things as shared distribution lists and discussion groups. Google Groups can be shared. Gmail Contacts are a way to store and organize information about the people you communicate with on a regular basis. Contacts are your personal contacts and cannot be shared with others. 

For more information view this short recap on the difference between Gmail Contacts vs Google Groups (4:16).