Google Groups

Overview

Google Groups allow you to create a shared space with members of the university to work collaboratively and communicate with your group members easily.

Accessing Google Groups

How do I access Google Groups?

Log in to groups.pugetsound.edu with your individual university credentials. You will not be able to log in with a shared username and password. If you are already signed in to Google Workspace, use can find Google Groups in the app switcher grid menu.

If there is a shared mailbox that you previously had access to but do not see in Google Groups, please submit an access request.

How is group membership managed?

Technology Services manages group membership. To add or remove a member, please submit an access request.

If the Google Group is for an ASUPS club, please contact the ASUPS DMTS for support.

How do I check emails sent to a group on a mobile device?

Currently, there is no Google Groups mobile app. You may open groups.pugetsound.edu in a browser or modify your group subscription settings to receive notifications of new conversations to your individual @pugetsound.edu email address.

Using Google Groups

How do I manage my group subscription settings?

Updating group subscription settings will impact whether you receive a copy of messages to your individual @pugetsound.edu that are sent to the group email address. If you are a member of the group, you can always go to Google Groups directly and do not need to subscribe.

1. Sign in to Google Groups
2. Click My groups
3. Go to the desired group
4. Click My membership settings
5. Click the dropdown for "Subscription" and select the option you would like
   • Each email - each message is sent to you
   • Digest  - messages will be sent to you in bundles of 25
   • Abridged - messages will be sent in bundles of up to 150 with at least one daily message
   • No email - no emails will be sent to your individual account

How do I create labels?

1. Open your group in Google Groups
2. In the left panel, hover over Labels and click the 3 dots.
   • If you do not see Labels, please submit a request to have shared labels enabled for your group.
3. Click Add label
4. Enter a name for the label and then click Add.
   • Names cannot contain spaces or any of the following characters: ! ~ ` @ # $ % ^ & * ( ) + = { } [ ] | : ; ’ " < > . ? / .

How do I apply labels to conversations?

Choose an option to apply a label to or remove it from:

• A single conversation - Click on the conversation
• Multiple conversations - Check the boxes next to the conversations

In the ribbon in the upper-right, click on the Labels icon and check or uncheck the box next to the label.

Tip: You can also remove a label by clicking a conversation and then at the top, clicking X on the label name.

How do I assign conversations?

Choose an option to assign conversations:

• To take a single conversation - Click the conversation.
• To take multiple conversations - Check the boxes next to the conversations

In the ribbon in the upper-right, click the icons to Assign to me or Assign to someone. If you choose "Assign to someone," type in the person’s name or email then click Done. The person needs to be a group member to be assigned a conversation.

What are some tips and tricks for managing a collaborative Google Groups mailbox?

• Define who owns a conversation thread. With collaborative inbox features in Google Groups, you can assign conversations to different group members.
• Determine needed group labels so all members understand the status of an email thread.
• Keep group thread labels updated.
• Mark conversations as completed.

Sending Emails with Google Groups

How do I send an email from a group email address from Google Groups?

1. Sign in to Google Groups
2. Click on the desired group
3. In the top left, click New conversation
4. In the new conversation window, choose the drop down in the "From" field and select the group email address
5. If you are sending an email to somebody who is not a member of the group, click the "CC" field and type in the recipient’s email address

How do I send an email from a group email address from my Gmail?

1. Login to Gmail
2. Click the gear icon in the upper-right then click See all settings.
3. Click Accounts and click Add another email address in the “Send mail as” section.
4. Enter the display name and email address of your Google Group, leave "Treat as an alias" checked, and click Next step.
5. Click the Send Verification button to receive an email confirmation. This message will go to the Google Group.
6. Return to Google Groups to click the verification link. Click the Confirm button when prompted.
7. Now when composing new messages from your Gmail account, you can select either your Gmail account or your Google Group email address in the "From" field.

IMPORTANT: As Google Group members, do not verify or provide the confirmation email to somebody who should not be able to send as the group email address. If you would like to find out who has send as permissions or to revoke access for somebody, please submit a permission audit request.

Tip: Always add the group email address in the To, CC, or BCC field so the conversation will show up in the Google Group.

How do I send an email to a Google Group?

Option 1 - Send an email to the group email address from Gmail

1. Open Gmail
2. In the top left, click Compose
3. Type in the group email address in the "To" field
4. Click Send

Option 2 - Start a new conversation within Google Groups

Note: You must be a member of the Google Group to use this method.

1. Open Google Groups
2. Click on the desired group
3. In the top left, click New conversation
4. Click Post message