UW-Madison G Suite - Getting Started with Google Groups

This document provides a high-level introduction to UW-Madison Google Groups.

Topics


Introducing Google Groups

Google Groups is a free communication and collaboration service that gives you the ability to create the following:

  • Email lists
  • Web forum (discussion board)
  • Q&A forum
  • Shared inbox
  • Manage group access to shared Google files (ex: Docs, Sheets, Shared Drive)

When you create a Google Group, the group’s email address will have the following name format: groupname@g-groups.wisc.edu .

Eligibility

  • Faculty/staff
  • Students
  • Alumni

View terms of service.

Benefits

  • Not owned by a single UW-Madison G Suite account.
  • Not affected by account deactivation.
  • Can be used to create permissions to manage group access to Google App files (ex: Docs, Shared Drive, etc).
  • Allows group moderation.
  • Allows membership to include both UW-Madison (internal) and non-UW-Madison (external) email addresses.

Limits

The maximum number of members you can add to a Google Group has not been published by Google. Currently, we have yet to reach a maximum number in our testing.

View additional information about Google Group's policies and limits here.

Quick start

  1. Create a Google Group.

  2. Add members.

  3. Manage your Google Group.

Reminder: Make sure you are logged into your UW-Madison G Suite account, not your personal Gmail account, when accessing or managing your UW-Madison Google Group.

Email delivery

You can email your Google Group at groupname@g-groups.wisc.edu to start collaborating with your colleagues. When you email your Google Group, that message will be delivered to the following inboxes:

Message delivery

  1. Google Group Archive inbox

    • Note: The archive feature may not be enabled by default. Learn how to view your Google Group’s archive feature status.
    • Archiving must be enabled to receive a copy of all messages sent to the Google Group.
    • Enabling archiving is beneficial when troubleshooting message delivery issues.
    • Note: The number of views and unread/read status for archived messages only reflects activity done on the Google Groups archive page. It does not reflect activity done by a recipient's email client. Google Groups does not offer email tracking.
  2. Mailbox associated with the email address used to add member to the Google Group

    • Message delivery will depend on the member’s Google Group email subscription setting (ex: daily notifications, email digest)
    • Message delivery can be affected by the member's email settings such as rules, filters, spam/junk, etc.

Suppressing "out of office" messages

  • Internal email address - out of office messages sent from an @wisc.edu address (ex: bucky@wisc.edu) will be suppressed.
  • External email address - out of office messages sent from a non @wisc.edu email addresses (ex: daniel@tech.com) will not be suppressed and will be sent to the Google Group.

Learn more

Preparing for the migration

Google Groups - Basics

  • Log into your UW-Madison G Suite account
  • Create a Google Group
  • Add members
  • Add multiple members
  • View members and their email address
  • Remove members
  • Email a Google Group
  • Manage email subscription
  • Subscribe to or unsubscribe from a Google Group
  • Google Groups - Additional settings

  • Manage member permissions
  • Approve or block new posts (moderation)
  • Manage email subscription



  • Keywords:google groups wisclist distribution list membership manage archive email tracking views unread read moderation join leave subscription permissions g suite gsuite create a google group view email address members transition from wisclist compare distribution list personal google account switch account add members remove members manage permissions send email quick start suppressing out of office message archive inbox limits policies benefits email lists eligiblity g suite   Doc ID:98121
    Owner:Christina G.Group:Google Apps
    Created:2020-02-19 19:13 CDTUpdated:2020-09-01 15:36 CDT
    Sites:DoIT Help Desk, Google Apps
    Feedback:  9   0