Create, manage, and participate in Google Groups at IU

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Overview

You can use your Google at IU account to create, manage, and participate in Google Groups, a Google tool for online discussion and collaboration. Google Groups combine the functionality of a traditional mailing list with an online discussion forum. Group members can participate in the discussion via email or via a web-based interface that organizes discussions into threads. You can also use Google Groups to share many types of Google resources with the entire group. This ability to share Google resources with groups is what makes Google Groups especially powerful.

Create a Google Group

Note:
If you have never logged into Google at IU and agreed to the Google terms of use, do so before creating a Google Group. If you attempt to create a Google Group before activating your Google at IU account, you may encounter errors.

To create a new Google Group:

  1. Open a browser and navigate to the Create a Google Group form. If you are not already logged into CAS, you will be prompted to do so.
  2. Enter the requested information in each field. All fields are required.
  3. Read the agreement at the bottom of the page, check the box to consent to it, and click Review and Confirm.
  4. On the confirmation page, review your data. If you are satisfied, click Create Google Group. If you wish to edit the group information before proceeding, click Go Back.
  5. When the creation process is complete, you'll see a confirmation message on the screen, and you'll receive a similar confirmation message in your IU email account. Both messages will include the URL for accessing the group via the web and the email address for sending messages to the group. Keep this information in a safe place so you can share it with the people you add to your group.

Manage a Google Group

After you create your Google Group, you can customize the settings for the group and start adding members.

Notes:
  • Before you add people to your group, review the permissions and settings to make sure they are appropriate for your intended use.
  • This section covers the basics of managing your group. For details, see the Google Groups Help Center.

Access group management features

You can access your group's management features using the group URL or via the Google Groups page.

Via the group URL

To access group management features via the group URL:

  1. Refer to the email confirmation message you received when you created your site, which contains the group URL.
  2. Enter the group URL in your browser's location bar and, if necessary, log into Google at the upper right.
  3. At the upper right, click Manage:
    Manage button

Via the Google Groups page

To access group management features via the Google Groups page:

  1. Navigate to https://groups.google.com and, if necessary, log into Google at the upper right.
  2. Click My Groups. If you don't see "My groups in iu.edu" at the upper left, click iu.edu to the right of "Switch organization view to:".
  3. The IU groups you're in will display. Locate the group you wish to revise, and click Manage below its name.
  4. The group management menu will open on the left, with current group members listed on the right:
    Group management menu on left and list of current group members on right

Add members

You can add members to your Google Group either by inviting them or by adding them directly. When you invite members, they receive an email invitation and must accept it before participating in the group; recipients are not members until they accept. When you add members directly, they are added to the group and receive notification.

Note:
By default, your Google Group is visible only to group members, and the group's full membership is visible only to owners. Before adding members, you may wish to review and customize the many available privacy and configuration options in the Settings, Permissions, Roles, and Information menus to better suit the purpose of your group. For more, see Set who can view, post, and moderate.

Add members by invitation

To add members to a Google Group by invitation:

  1. In the group management menu, under Members, click Invite members.
  2. In the text box under "Enter email addresses to add as members", enter the Google account IDs of the people you want to add; separate the IDs with commas, or enter one per line.
    • To add someone who has a Google at IU account, enter the person's primary IU email address (such as username@indiana.edu, username@iupui.edu, username@iuk.edu, etc.) or username@iu.edu (this format will work regardless of campus affiliation).
    • To add a non-IU individual, enter the person's Gmail address.
  3. Under "Write an invitation message", enter the message you wish to send to the list of invitees. Click Send Invites.
  4. Complete the CAPTCHA form to prove that you are a human by entering the word or phrase that is displayed and clicking Continue. You will receive confirmation that your request was sent.
  5. To return to the home page, click Done. If you wish to send additional invitations, click Invite more.

Add members directly

To add members to a Google Group directly:

  1. In the group management menu, under Members, click Direct add members.
  2. In the text box under "Enter email addresses to add as members", enter the Google account IDs of the people you want to add; separate the IDs with commas, or enter one per line.
    • To add someone who has a Google at IU account, enter the person's primary IU email address (such as username@indiana.edu, username@iupui.edu, username@iuk.edu, etc.) or username@iu.edu (this format will work regardless of campus affiliation).
    • To add a non-IU individual, enter the person's Gmail address.
  3. Under "Write a welcome message", enter the message you wish to send to the list. Be sure to include the group URL and email address in the message so your group members have this information.
  4. Under "Email Subscription Options", leave the default setting selected if these members should receive a copy of every message sent to the group, or select a different option. Click Add.
  5. Complete the CAPTCHA form to prove that you are a human by entering the word or phrase that is displayed and clicking Continue. You will receive confirmation that your request was sent.
  6. To return to the home page, click Done. If you wish to send additional invitations, click Invite more.

Remove members

To remove one or more members from a Google Group:

  1. In the group management menu, under Members, click All members. A sortable list of group members will display.
  2. In the column on the left, select the individuals you wish to remove. From the Actions menu, select Remove from group:
    Actions menu open with Remove from group selected
  3. Click Remove to confirm, or Cancel to back out.

Participate in a Google Group

Group members can create, read, and reply to messages via email or by using the Google Group web interface. For step-by-step instructions, see Create & respond to posts in the Google Groups Help documentation.

Recover your group information

Group creators and managers

If you lose the confirmation message for a Google Group that you created or manage, to recover the group's URL and email address:

  1. Navigate to https://groups.google.com and, if necessary, log into Google at the upper right.
  2. Click My Groups. If you don't see "My groups in iu.edu" at the upper left, click iu.edu to the right of "Switch organization view to:".
  3. The IU groups you're in will display. Locate the group whose information you wish to recover and click Manage below its name.
  4. In the group management menu on the left, expand the Information menu (near the bottom), and click General information. The group email address and the direct URL for accessing the group will display on the general information screen:
    General information screen with group email address and direct URL highlighted

Group members

The person who invited you to the group should have provided you with the group's email and web address. If you lose this information, go directly to the group's webspace:

  1. Navigate to https://groups.google.com and, if necessary, log into Google at the upper right.
  2. Click My Groups. If you don't see "My groups in iu.edu" at the upper left, click iu.edu to the right of "Switch organization view to:".
  3. All the IU groups you're in will display. To enter a group to read, post, or reply, click the group's title.

Share Google resources with a Google Group

You can use the email address for your Google Group (groupname-iu-group@iu.edu) to share many types of Google resources (such as Google Drive files and folders, Google Sites, Google Calendars, etc.) with your group. To do so, when adding users via the sharing screen, enter the email address for your Google Group instead of individual usernames and choose the permission (such as View, Edit, Comment, etc.) that should apply to group members.

To learn about how to share specific Google resource types, see:

Learn more

To learn more, consult the Google Groups Help documentation below.

For group managers

For group members

Get help

For pedagogical or technical assistance with Google Groups, consult the resources below.

Teaching and learning centers

Instructors can get help using technology in their teaching at the teaching and learning centers on each campus.

UITS Support Center

For help using Google Groups, email the UITS Mission Critical team. You can also contact your campus Support Center directly.

This is document atod in the Knowledge Base.
Last modified on 2018-12-19 14:40:26.

Contact us

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