Adding and Removing G-Group Members

For Additional Help:

If something in this document is not clear or you need help with something else in a Google Group, please contact IIT support at helpdesk@pharmacy.wisc.edu.

1. Log into the Google Groups Console

• Go to Manage/Create Google Groups 
  
  
• Click the "Mange Google Groups" option at the top-right
  
  
  
• Log in with your NetID and its password if prompted
  • This might be the usual NetID and password prompt one sees when accessing certain campus resources
  • Or it might just be a page listing various email resources you have access to; click the one that is your NetID 
    

2. Select Your Group

• Look for the group you want to update in the list; if you don't own or manage a lot of groups it should be pretty easy to find
  
  
• Otherwise, in the search box you can enter the first few characters of a group name and Google Groups will filter the list
  
  
  
• You can also filter large lists by telling Google Groups to display the lists you own or manage
  • Click in the search box as if you were going to search for a specific list
  • Select "Groups I own/manage"
    
    
    
• Then simply click on your group
  
  
• Click "People, Members" in the left column to display the list of current members
  

3. Adding Members

• Click the "Add Members" button above the membership list
  
  
• In the "Group Members" box, you can start typing a name or NetID;  Google Groups will populate a list based on what you enter, then click on the member you want to add
   
  
  
  • If you change your mind, you can click the "X" next to the name to remove it
  • You can add new members simply by typing their name or NetID after any existing names in the box
  • If you add the email address of a non-UW Madison person, you will have to enter the entire address
  • When finished, click the "Add Members" button at the bottom of the window
    
    
• Some additional comments about the "Add Members" window
  • Place new members only into the "Group Members" box
  • Placing new members in the "Group Managers" or "Group Owners" box will give them rights assigned to those roles, so add people to those boxes only if you are absolutely sure that you want to grant them those rights (in almost all cases you probably don't)
  • Leave the "Welcome Message" box empty
  • The "Subscription" box should normally be set to "Each Email"; this means that the new members will receive each and every email sent to the list
  • Leave the "Directly Add Members" box checked (or check it if it is unchecked)

4. Removing Members

• In the member list, hover over the member you want to delete; their picture becomes a checkbox which you should check
  
  
  
• For groups with a large number of members, you can type a partial name or email address in the "Search Members" box to find the specific member to remove
  
  
• You can select more than one member at a time by simply clicking the checkbox next to each name
  
  
• When you have them all selected, click the "Remove Member" button (the circle with the horizontal dash in it)
  
  
• Google Groups will confirm the action; click "OK" to remove the members
  
  
• Some additional comments on removing members
  • It's unlikely that you'll be able to remove owners, but in case you can be very careful
    • Google Group lists require at least one owner for a group
    • Many owners are IIT staff who need the that role to troubleshoot problems and make changes to the group settings
    • Usually the IIT owners have their subscription status set to "No Email"; if set to "Each email" you can change it to "No Email" by clicking their subscription status and selecting "No Email"
  • While there is no requirement to have a group manager, exercise caution removing them as they will not be able to manage the group after removal
    • They will need to be re-added as a member is they should still receive email from the group
    • Or, you can change their access level from "Manager" to "Member" by clicking the the role next to the name and changing it to "Member"; this removes them from the manager role and keeps them in the list without have to delete and re-add them
    • Go through the removal steps above if the manager should be removed and no longer receive email from the group