Learn how to use a Google Group.
Google Groups used to be called "collaborative inboxes," so if you see references to those, they're just Groups.
Where to Find Your Google Groups
- Log in to Gmail using your St. Edward's account.
- Click the grid icon in the top right to access the available Google Apps.
- Select "Groups."
How It Works
Google Groups functions more like a workflow system than a regular inbox. Group members can receive and respond to emails using a common email address. However, they cannot compose new mail from within Groups.
You can assign messages to other group members, treating them like tasks that can be resolved or reassigned. You can also decide which group members can assign and receive tasks.
Sorting and Filters
To limit your inbox view, apply one of the Google-provided filters (like "Assigned to Me"). For sorting and categorizing purposes, apply tags ("staff," "student," etc.).
- Note: Groups lack features like sorting and storing messages with labels or a traditional archive function.
When to Use a Google Groups
There are several options for group accounts. If you've chosen Google Groups, you probably fall into one of a few categories:
- You have one email address that provides a centralized place for support/customer service staff, where an outside user initiates contact.
- Student workers use the group account to reply to emails using the group email address. With Groups, staff can assign an email to a student worker or staff member to respond or complete the request. When the email response is finished, the responsible staff member marks it as complete and/or applies a tag with their name, indicating they have completed the request or response.
- A team uses email to process support tickets or other requests from colleagues or customers.
- More than 25 people need to access an email account. In this case, Groups is the only option.
Google has provided more detailed information on using groups in their support pages. If you're unsure if Google Groups meets your needs, we encourage you to review the group account options and submit a support case to OIT for further guidance.