We've got two ways to handle receiving and sending emails by group: group email accounts and group mailing lists.
Group Email AccountsIn Google, there are two options for setting up a shared space for your group: a traditional shared mailbox and a Collaborative Inbox.
Either way, OIT can create a shared email account for your office or department once you've filled out the account request form. The pro: Your group gets a nice, concise address (ex. firstname.lastname@example.org). The con: Your request will need to go through us to be approved and implemented.
The Collaborative Inbox is an option within Google Groups that allows a set group of users to receive messages to a shared email address. Here, the messages are treated similarly to tasks, and you're able to assign them to other group members to handle.lists.stedwards.edu.
There are two types of lists available, each with tiered levels of access:
- those generated by Banner (Restricted lists, accessible only by select administrative staff)
- those created by users
Comparing Group Account OptionsDeciding which group email solution is right for your department or office is important, but it can also be confusing. Here, we've broken down the features available with each option.
|Which Option Is Right for You?||
Collaborative Inbox (Google)
|Shared Mailbox (Google)||Mailing List (Sympa)|
|Receive email to a shared email address (e.g., email@example.com)||Yes||Yes||Yes
The group address name will end with @lists.stedwards.edu.
|Respond to email sent from outside users||Yes||Yes||Yes
The list moderator can enable this in the list settings.
|Send new email (originated by the group email account)||No
Group members can choose to send as the group when composing messages in their own individual inbox.
|Sort and archive email in labels (folders)||No||Yes||No|
|Assign emails to other group members (like tasks)||Yes||No||No|
|Filter email by tags||Yes||Yes||No|
|Share a calendar with group members||No||Yes||No|
|Manage group membership||Yes
The group owner adds members to the inbox.
The group owner delegates access to the account for up to 25 people.
The list owner can manage subscribers and admin permissions.
|Create a mailing list of users for sending regular emails||No||No||Yes|
|Requires OIT setup||Yes
Once the account is created, the group admin can update membership.
Once the account is created, the group owner will be able to delegate access for up to 25 people.
Anyone can make a custom mailing list. Only approved users, however, have access to pre-defined Restricted Lists.