Sagamore email: Difference between revisions

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(→‎Setup: Change account name emphasis)
(→‎Setup: Add members details)
Line 53: Line 53:
#;Don't advertise
#;Don't advertise
#: Information → Directory → List this group in the directory (de-select)
#: Information → Directory → List this group in the directory (de-select)
# Add and configure (at least) a couple members
# Membership
## Add (at a minimum) a couple members
## Group settings Members Direct add members
### Group settings → Members → Direct add members → Enter email addresses to add as members (comma separated)
##;Enter email addresses to add as members (comma separated)
##:
###* [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code>]]
##:* [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code>]]
###* The email address(es) of who will be managing this inbox (e.g. the personal email address of the treasurer for treasurer@sagamorehillspta.org )
##:* The email address(es) of who will be managing this inbox (e.g. the personal email address of the treasurer for treasurer@sagamorehillspta.org )
##;Write a welcome message
##: Something like, "The Sagamore Hills Elementary School PTA is connecting you to communications@sagamorehillspta.org . Messages sent there will now forward to you and/or you can manage messages at https://groups.google.com/a/sagamorehillspta.org/d/forum/communications ."
## [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code>]] should not get email or be able to post
## [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code>]] should not get email or be able to post
### Group settings → Members → All members
### Group settings → Members → All members

Revision as of 14:16, 6 August 2014

Notes on how Sagamore (and it's Sagamore Hills online efforts) does email.

Currently (2014-08), Sagamore uses the following email addresses, powered by individual/independent Google Accounts.

Addresses

Conventional

sagamoreelementarypta@gmail.com Exclusive email address for the PTA. Often "From" address for Wildcat Updates.
sagamorephotos@gmail.com Submit photos for school use (yearbook)

Colaborative inboxes

  • treasurer@sagamorehillspta.org
  • communications@sagamorehillspta.org

Collaborative inboxes

Collaborative inboxes are a way permanent email addresses for the PTA (and their collected messages) can be used easily utilized across years as volunteers rotate in and out of the PTA.

Collaborative inboxes are actually specially configured (and used) Google Groups. See, Use a group as a collaborative inbox - Google Apps Administrator Help, for details.

Setup

When establishing a new email address @sagamorehillspta.org , setup this Google Groups collaborative inbox.

  1. Create group (red button at top)
  2. Be sure of the following:
    Group name
    Something like, "Treasurer, PTA, Sagamore Hills Elementary School"
    Group email address
    @sagamorehillspta.org (not groups.sagamorehillspta.org)
    Group description
    Something like, "Collaborative email inbox for PTA Treasurer at Sagamore Hills Elementary School"
    Select a group type
    Collaborative inbox
    Post
    Public
    Join the group
    Only invited users
  3. Then, in the group's settings:
    Don't force using Google Accounts
    Settings → Identity → Required forms of identity → Display names only
    Allow anyone to manage
    Permissions → Basic permissions → Allow members external to this organization (select)
    Don't advertise
    Information → Directory → List this group in the directory (de-select)
  4. Add and configure (at least) a couple members
    1. Group settings → Members → Direct add members
      Enter email addresses to add as members (comma separated)
      Write a welcome message
      Something like, "The Sagamore Hills Elementary School PTA is connecting you to communications@sagamorehillspta.org . Messages sent there will now forward to you and/or you can manage messages at https://groups.google.com/a/sagamorehillspta.org/d/forum/communications ."
    2. sagamorehillspta@sagamorehillspta.org should not get email or be able to post
      1. Group settings → Members → All members
      2. Click on the entry for sagamorehillspta@sagamorehillspta.org , do not select the checkbox
      3. Email delivery
        No delivery
        Posting permission
        Override: member is not allowed to post
      4. Save
    3. Make primary user(s) (the personal address(es) added earlier) owner
      1. Select user(s) (use the checkbox(es))
      2. Actions → Add to role → Owner
    4. Remove the Admin account (it will actually retain privilages though because it's admin)
      • Select admin@sagamorehillspta.org (user the checkbox) → Actions → Remove from group

Discussion Groups

See Sagamore PTA discussion groups