UD uses Google Groups to provide a convenient way for you to communicate and collaborate with groups of people. A Google Group contains the email addresses of its members, so you can send a message to all of the group’s members using the single address for the group. In addition, you can use the group’s email address to manage access to Google documents and calendars.
In general, UD has two types of groups:
- Ad Hoc groups -- these groups are created centrally by UDit at the request of a faculty or staff member. Once created, the requestor can manage the group’s membership and other settings at their convenience. The most common use of these groups is for lists of department members or committees.
- Computed groups -- these groups are created automatically based on information pulled from Banner or other systems. Membership in the group is based on specific parameters in an individual’s personnel or student record. The most common use of these groups is for class rosters or lists of students by major.
Access Google Groups
To access your Google Groups, click Groups in the menu bar (top left corner) of any Google App.
Difference between Google Groups and personal contact groups
Google Groups are different from personal contact groups:
- a Google Group is created centrally by UDit and is similar to a list-serv. It is assigned its own email address so others can send messages to it
- when you type the name of the Google Group in the "To" field of a new message, you will see something like "flyer_fans" <firstname.lastname@example.org>
- a message sent using a Google Group email address counts as one message against your email sending limits. However, each external member is counted as one recipient.
- a personal contact group is created by you and is like a nickname that represents multiple email addresses (i.e., you can type in the group name rather than typing in each individual email address). It does NOT have its own email address so can only be used by you.
- when you type the name of the personal contact group in the "To" field of a new message, you will see something like Lunch Buddies (group)
- a message sent using a personal contact group counts as X messages against your email sending limits, where X=the number of individuals in your personal contact group
Check out our Getting Started guides for general information about using your UDmail managing your Group memberships:
- Use Ad Hoc Google Groups -- access your Google Groups, manage your membership settings, send an email or calendar invite to a Group, share a calendar with a Group
- Manage Ad Hoc Google Groups -- (for group managers only) manage group settings
- Email class rosters -- email your class roster using Porches, Google, or Isidore
For general information on how to use Groups, visit the Google Apps Learning Center.