Create collaborative workspaces with new Google Sites

The new Google Sites tool offers non-programmers an interface for creating attractive, mobile-friendly websites. See below to learn how to combine a new Google Site with a Google Group and a Google Calendar to create collaborative workspaces for groups.

Note:
Beginning January 31, 2019, you will no longer be able to create new Google at IU groupspaces. Google is deprecating classic Google Sites, the underlying technology for groupspaces, and is encouraging customers to adopt new Google Sites for web publishing. To learn about converting an existing groupspace to a new Google Site, see Convert a Google at IU groupspace to the new Google Sites.

On this page:

  1. Create a new Google Site
  2. Create and add collaborators to a Google Group
  3. Share your Google Site with your Google Group
  4. Embed your Google Group discussion on a page in your site
  5. Create and share a calendar for your workspace
  6. Embed your shared calendar on a page in your site
  7. Share and embed other Google resources in your site

1. Create a new Google Site

Using the new Google Sites tool, create the structure and content for your Google Site. For instructions on how to create, share, and publish sites, see Google's documentation for the new Google Sites.

2. Create and add collaborators to a Google Group

Google Groups combine the functionality of a traditional mailing list with an online discussion forum. You can also use them to share other types of Google resources with all members of the group, rather than sharing with individual users. The group you create for your collaborative workspace will serve both purposes.

Note:
If the Google Group you wish to use already exists, you can skip this step.

For instructions on how to create and add members to your Google Group, see "Create a Google Group" and "Manage a Google Group" in Create, manage, and participate in Google Groups at IU.

3. Share your Google Site with your Google Group

Once you've added members to your Google Group, you can share the Google Site with the group. This will give all group members access to the site. Also, when you add members to or remove members from the group, they will gain or lose access to the site, respectively.

To share your Google Site with your Google Group:

  1. Make sure you have the email address for your Google Group (in the form groupname-iu-group@iu.edu), which you'll need to be able to share the site with the group. If you don't know the 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
    5. Write down your group's full address (in the format your-group-name-iu-group@iu.edu).
  2. Navigate to the edit view of your Google site.
  3. Click the Share with others icon (Person icon with plus over its left shoulder).
  4. In the "Invite People" field of the "Share with others" window, enter the email address for the group and select the desired level of access for group members (such as Can edit or Can view published).
  5. If you want to add a personal message to the notification that will be sent to group members, click Add Message, and add your message.
  6. Click Send.

Your group members should now have access to your Google Site.

4. Embed a Google Group discussion on a page in your site

Once group members have access to your site, you can embed the threaded discussion interface for your group within a page in your Google Site. This will allow group members to read and participate in group discussions while visiting the site instead of having to navigate to the group to read and post.

To embed the discussion in your site:

  1. Make sure you have the URL for your Google Group (groupname-iu-group@iu.edu), which you'll need to embed it in a page. If you don't know the URL:
    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
    5. Select the address with your mouse, and press Ctrl-c (Windows) or cmd-c (Mac) to copy it to the clipboard.
  2. Navigate to the edit view of your Google Site.
  3. Click Pages to view the current list of pages in your site, and click + (plus sign) to add a new page.
  4. Give the new page a name (for example, "Team Discussion"), and then click Done. The new empty page should now display at the right.
  5. Click Insert to display the insert options, and select <> EMBED.
  6. In the "Embed from web > web" pop-up, make sure By URL is selected.
  7. In the URL field, press Ctrl-v (Windows) or cmd-v (Mac) to paste the URL for the group, and then click Insert. The discussion forum for your Google Group should now appear on the page.
  8. Adjust the size of the embed box as needed by dragging the handles on the sides and bottom of the box.

5. Create and share a calendar for your workspace

To add a shared calendar to your collaborative workspace, begin by creating a Google Calendar and sharing it with your Google Group:

  1. Go to https://calendar.google.com.
  2. On the left side, above "My calendars", click Add other calendars (+) and then select New calendar.
  3. Add a name and description for your calendar, and click Create calendar.
  4. Your new calendar will appear in the list of calendars at the left, below your personal calendar. Click the title of the new calendar to open a list of options and select Share with specific people:
    Share with specific people window
  5. In the "Add email or name" field, enter the email address of your Google Group, and then select the desired level of access for the group:
    Share with specific people window, with email address and permissions highlighted
  6. Click Send to complete the action and notify group members.

6. Embed your shared calendar on a page in your site

To embed your shared calendar in your collaborative workspace:

  1. Navigate to the edit view of your Google Site.
  2. Click Pages to view the current list of pages in your site, and click + (plus sign) to add a new page.
  3. Give the new page a name (for example, "Team Calendar"), and then click Done. The new empty page should now display at the right.
  4. Click Insert to display the insert options.
  5. In the list of options below the page layouts, click Calendar. A list of your calendars will display.
  6. Select the calendar you shared with your group and click INSERT. The calendar for your Google Group should now appear on the page.
  7. Adjust the size of the embed box as needed by dragging the handles on the sides and bottom of the box, and then click the gear to open the settings menu and customize the view of the calendar.

7. Share and embed other Google resources in your site

You can embed other types of Google resources (Drive Folders, Drive Docs, Blogger Blogs, etc.) using the same techniques you used to embed your Google Group and Google Calendar in the site. First, share the resource with your group, and then embed it on a page in the site using the either <> EMBED option or the options for inserting specific types of Google Resources (for example, Calendar, Maps, Docs, Forms, etc.).

This is document atvm in the Knowledge Base.
Last modified on 2019-01-03 16:53:25.

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