You can receive and send emails by group using either: group email accounts via Google Groups for mailing lists or Google Shared Mailboxes. In this article, find out what differentiates them.
This article covers:
Group Email Accounts
In Google, there are two options for setting up a shared space for your group: a traditional shared mailbox and a mailing list.
The Google Group is a mailing list option allowing you to email everyone in the group using a single email address. Faculty and staff can create their own Google Groups, which will end in "_list" (e.g., "deptstaff_list@stedwards.edu"). Contact IET support to create a Google Group with a specific name or settings. To learn more about creating Google Groups and the various options available, visit Google Support.
If you previously created mailing lists in Sympa (lists.stedwards.edu), Google Groups replace that tool. Fill out the account request form to request a different Google Group name for your department or office.
This is a separate email account in Google with a single owner, who can delegate access to other group members (up to 25).
- Note: These accounts can only access Gmail. Google Drive, Google Calendar and other Google Workspaces applications are unavailable to shared mailbox accounts. Fill out the account request form to create the shared mailbox account for your office or department.
Deciding which group email solution is right for your department or office is important but can be confusing. Here, we've broken down the features available with each option.
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Which Option Is Right for You?
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Google Group
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Google Shared Mailbox
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Receive email to a shared email address
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Yes - Receive email to a shared email address (e.g., deptstaff_list@stedwards.edu)
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Yes - Receive email to a shared email address (e.g., support@stedwards.edu)
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Respond to emails sent from outside users
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Yes
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Yes
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Send new emails (originated by the group email account)
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No
Group members can choose to send emails as a group when composing messages in their inboxes.
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Yes
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Sort and archive email in labels (folders)
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No
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Yes
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Assign emails to other group members (like tasks)
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Yes (When you switch it to a Collaborative Inbox and Enabled )
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No (When Enabled)
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Filter email by tags
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Yes
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Yes
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Share a calendar with group members
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No
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Yes
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Manage group membership
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Yes
The group owner adds members to the inbox. Then the group owner can assign permissions.
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Yes
The group owner delegates access to the account for up to 25 people.
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Create a mailing list of users for sending regular emails
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No
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No
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Requires IET setup
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No*
*Faculty and staff can create Google Groups, but their email address will automatically end in _list.
If IET setup is required to create the account. Once the account is created, the group admin can update the membership.
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Yes
Once the account is created, the group owner can delegate access to up to 25 people.
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Find more information about creating a Google Group and choosing Google Group settings in Google's Help Center.