Managing a Google Group

Overview

This document provides instructions for Owners and Managers on how to configure and utilize a Google Group as a shared mailbox. This setup ensures that group communications are centralized and managed efficiently.

For more detailed information, see the official Google Documentation on Collaborative Inboxes.

Configuration

To prevent group messages from being delivered to the personal inboxes of individual members, adjust the subscription settings via the Google Groups web interface:

• Navigate to groups.google.com and select the specific Google Group.

• In the left-hand navigation menu, select Members under the People category.

• Locate the member and click on the Subscription column.

• Select No Email from the options provided. This ensures that messages sent to groupname@emu.edu are only accessible through the group interface rather than personal mailboxes.

Replying to Messages

When responding to inquiries, it is essential to reply on behalf of the group rather than as an individual:

• Open the desired conversation and click Reply all. 

• Note: Using "Reply to author" will use your personal EMU email address. Selecting "Reply all" allows the response to be sent from groupname@emu.edu.

Per Google's design, the original recipient will appear in the "cc" field, and the Google Group will be listed in the "To" field. This ensures the continuity of the shared mailbox workflow.

Collaborative Inbox Setup

After Collaborative Inbox features are enabled by a group owner or manager, members can utilize these tools to manage and track group conversations collectively.

Before You Begin

• Enable Collaborative Inbox features for a new or existing group.

• Configure the appropriate member permissions for managing metadata and content.

Managing Conversations

Assign​​​​​​​​​​​​​​ing Conversations

• Sign in to Google Groups and select the specific group.

• Click on a single conversation or select multiple conversations using the checkboxes.

• Select "Assign to" and choose yourself or another group member.

Resolving Conversations

• Sign in to Google Groups and select the group.

• Open the desired conversation or select multiple messages.

• Click the appropriate action icon: Mark as complete, No action needed, or Mark as duplicate.

Filtering Conversations

• Sign in to Google Groups and select the group name.

• Use the search bar at the top and click the Down arrow to filter by resolution status or assignment.