Google Groups Collaborative Inboxes

Google Groups allows you to create and participate in email-based groups, providing shared access to a collaborative inbox without the need to share passwords.

For example, you could have a collaborative inbox for your support or school admin team email address, which enables different team members to see, manage and respond to emails sent to the group. Once inquiries are received, team members can assign each other tasks, categorize emails with labels, and mark emails as resolved.

You can also use Google Groups to create a mailing list for your team, and to add your entire team directly to a room in Google Chat or a community in Google Currents.

 

 

Video
Introduction to Google Groups Collaborative Inboxes (2:31)

A quick guide to the menu options and functions you can use for your team's collaborative inbox in Google Groups

» Watch more of our videos on YouTube


Open All
  • Manage access to your office emails without sharing of accounts or passwords.
  • Ensure all email enquiries are tracked and dealt with easily and efficiently.
  • Streamline the flow and processing of emails across your office, administrative or project team.
  • Track the status of all emails by seeing at a glance which emails are assigned and to whom, which emails are dealth with, or are awaiting attention.
  • Filtering, including quick filters for conversation status or to help users find conversations assigned to themselves, others, or that are unassigned
  • Advanced search, including for conversation status

Google Groups is available to all UCD staff for creating collaborative inboxes for their team email accounts. Find out how to get started by using these resources:

Articles (links open on Google Support website)

Videos (links open on YouTube)

Please note the following:

  • Your current generic email e.g. schoolofstudy@ucd.ie will be transferred to your new Google Groups collaborative inbox.
  • The old generic email account will be renamed e.g archiveschoolofstudy@ucd.ie and will contain the archive of emails for that email account.
  • It is not possible to migrate emails from your old generic email account to the new collaborative inbox. They will remain in the archive and will be accessible through that account.
  • There is no bcc field in Google Groups collaborative inbox
  • Custom footer are not visable to those not members of the Google Groups collaborative inbox
  • Frequently Asked Questions

 

Does the group have the ‘bcc’ option?

Which option is better for me: Delegated Email or Google Groups Collaborative Inbox?

With Delegated Email what rights do delegates have in my email account?

Our account has moved to a Google Group. How do we now access the Calendar and Drive associated with our archived account as it contains all our content?

Can we control who an email appears to be sent from? We do not want the email to show the delegate's personal email address?

Can Delegates still access the account Drive and Calendar?

Can the student type account @ucdconnect.ie be made a delegate of an @ucd.ie account?

Can I give access to someone outside of the Google Group?

Can you use the collaborative inbox along with Wufoo, Outlook or another connector?

What happens to our current Gmail account?

Do we hold on to the current email account name?

Can collaborative inboxes use Chat?

We are 3 team members using a shared email account: will a Google Groups Collaborative Inbox allow us to use Google Forms in a shared way too?

For Google Groups Collaborative Inbox can I give temporary access to someone outside of the group, for example to monitor the inbox while I am on leave?

Can I give access in Google Groups to someone with a ucdconnect@ucd.ie email address?

For Delegated Email how many people can you delegate the email access to?

Can I use the Group email address to share documents to the group. Who would own these documents?

In delegated email how does the address show for the recipient?

How do we apply for a Google Groups Collaborative Inbox?

Do we have to move to Google Groups?

Is there a deadline in which we have to move to Google Groups?

What if we want to stay in Gmail?

Can an email conversation commence within the group?

Who owns the group?

Does the group have a shared drive. Who owns the docs?

Can you reply to a group email that comes into your personal inbox?

Will there be expiry / renewal dates set on the new Group Accounts?

Will there be expiry / renewal dates set on Delegated Email Accounts?

We have switched to Google Groups. Emails to the Group are also coming to my personal staff account. How can I stop this?

Currently we are noticing that we are not receiving any emails to our Google Group, and a colleague who is not a member of our Google Group has informed us that our email address is not working when she tries to email us?

We switched from a shared email only account to a google group but an new email has arrived into our archived account. Why has this happened?

I am trying to add a UCD student as a member to my Google Group. But the Group keeps marking them as External. Why is this?

Our account has been archived and a new group was created. Will we still receive renewal notices from IT Services for the archived account?

 

Q. Which option is better for me: Delegated Email or Google Groups Collaborative Inbox?

A. Please see the Case Studies on our website, where we outline a couple of scenarios to help you decide on the best option for your shared email account. This page also has links for further information and video guides on Delegated Email and Google Groups Collaborative Inbox.

Q. With Delegated Email what rights do delegates have in my email account?

A. When you delegate your email account to a colleague, they can send emails and reply to emails that were sent to you. The recipient will see that it came from your email address and was "sent by [email address of delegated person]” or you can set it so they can only see the email address and not who sent it. In addition, the delegated person can read and delete emails in your inbox.

Q. Can Delegates still access the account Drive and Calendar?

A Delegate can no longer access the account Drive and Calendar so you need to add them to it directly. This is a simple process of sharing as follows:

Add Colleague to Calendar:

On your computer, open Google Calendar. ...

On the left, find the “My calendars" section. ...

Hover over the calendar you want to share, click the 3 dot more...

Click 'Settings and sharing'..

Scroll down to 'Share with specific people

Click '+ Add people'..

Add the person or Google group email address. ...

Click Send.

The recipient will need to click the emailed link to add the calendar to their list.


Add Colleague to Drive

On your computer, go to drive.google.com.

Right click the folder you want to share.

Click Share .

Type the email address or Google Group you want to share with.

To choose how a person can use the folder, click the Down arrow to choose Editor, Commenter or Viewer

You can add a note if you wish to those being added. If you don't need to notify them un-tick 'Notify people'

Click Send

Q. Our account has moved to a Google Group. How do we now access the Calendar and Drive associated with our archived account as it contains all our content?

A. In order for the new group to access the old Drive and Calendar you need to re-share them with the email address which is now the new group. Sharing them is as follows:

Add Google Group (ie: school@ucd.ie) to Calendar:
On your computer, open Google Calendar. ...
On the left, find the “My calendars" section. ...
Hover over the calendar you want to share, click the 3 dot more...
Click 'Settings and sharing'..
Scroll down to 'Share with specific people
Click '+ Add people'..
Add the person or Google group email address. ...
Click Send.

Add Google Group (ie: school@ucd.ie) to Drive
On your computer, go to drive.google.com.
Right click the folder you want to share.
Click Share .
Type the email address or Google Group you want to share with.
To choose how a person can use the folder, click the Down arrow to choose Editor, Commenter or Viewer
You can add a note if you wish to those being added. If you don't need to notify them un-tick 'Notify people'
Click Send

Q. Can we control who an email appears to be sent from? We do not want the email to show the delegate's personal email address?

A. Yes, 

On your computer, open Gmail. ...
In the top right, click Settings (the wheel symbol)
Click 'See all settings'
Click the Accounts tab.
In the "Grant access to your account" section:
Grant access to your account: Sender information... choose between the two choices as suits you

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Q. Can the student type account @ucdconnect.ie be made a delegate of an @ucd.ie account?

A. No, only an account from the same domain can be made a delegate. Ucdconnect.ie and any other addresses that are not ending with @ucd.ie cannot be a delegate for a shared email only account. If this is required then a Google Group would be the better option.

Q. Can I give access to someone outside of the Google Group?

A. Yes - the person(s) with Manager access to the group can add someone by their email address as they deem appropriate.

Q. Can you use the collaborative inbox along with Wufoo, Outlook or another connector?

A. We recommend you contact us in UCD IT Services so that we can see how your connector is currently being used and advise you accordingly.

Q. What happens to our current Gmail account?

A. Your current Gmail account will be renamed and archived. You will still have access to it and would be able to forward email from it to the new account, but it will no longer receive mail.

Q. Do we hold on to the current email account name?

A. Yes, your current account will be renamed and archived, and a new Google Groups account will be created with your email address.

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Q. Can collaborative inboxes use Chat?

A. The Google Chat functionality isn’t currently embedded in Google Groups, but this can be done in Google Chat by creating a Room and then adding the email address of the group.

Q. We are 3 team members using a shared email account: will a Google Groups Collaborative Inbox allow us to use Google Forms in a shared way too?

A. To collaborate on files in Google Forms (or Google Docs, Google Sheets or Google Slides) you should create a shared team or project folder in Google Drive and grant access to each person on your team. In this way, you can create and save the file centrally, work collaboratively and see real-time edits, while still being able to access the file as yourself.

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Q. For Google Groups Collaborative Inbox can I give temporary access to someone outside of the group, for example to monitor the inbox while I am on leave?

A. Yes, you can add someone to the group and then remove their access when required. You cannot currently set an end date for membership. Alternatively if it is regarding a specific email you can forward them that email for comment.

You can also choose to allow people outside the organization to be members of the group by changing the setting in ‘Group Settings’:

 

Q. Can I give access in Google Groups to someone with a ucdconnect@ucd.ie email address?

A. Yes with Google Groups you can also invite members from outside the ucd.ie domain.

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Q. For Delegated Email how many people can you delegate the email access to?

A. Each Gmail account can have up to 1000 users assigned as delegates.
With typical use, 40 delegated users can access a Gmail account at the same time. Higher than average use by one or more delegates might reduce this number. Automated processes that frequently access Gmail might also reduce the number of delegates who can access an account at the same time. These processes include APIs or browser extensions that access Gmail frequently.

Q. Can I use the Group email address to share documents to the group. Who would own these documents?

A. Manager(s) own the documents as owners of the group.

Q. In delegated email how does the address show for the recipient?

A. The recipient will see that the email came from the email account holder and was "sent by [email address of delegated person]” on their behalf. For example, if the account owner was Susan and the delegated person was David, the recipient would see the sender as “Susan <susan@ucd.ie> sent by david@ucd.ie”. Alternatively you can change the settings so the at email comes simply from the email address and doesn’t refer to who sent it.

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Q. How do we apply for a Google Groups Collaborative Inbox?

A. You can apply to UCD IT Services; we will shortly have an email address for you to apply through and will communicate that to you.

Q. Do we have to move to Google Groups?

A. You do not have to move to Google Groups if Delegated Email meets your needs and resolves the question of security.

Q. Is there a deadline in which we have to move to Google Groups?

A. There is currently no deadline but we are encouraging you to engage and either use Delegated Email or move to Google Groups Collaborative Inbox.

Q. What if we want to stay in Gmail?

A. You can continue using Gmail as normal for your own individual UCD email account. For access to generic or shared email accounts in your team, Google Groups and Delegated Email are our recommended ways for sharing email account access while ensuring data security and minimising risk. If you are currently sharing passwords and login details for an email account, this is a data security risk for you, your team and the University.

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Q. Can an email conversation commence within the group?

A. Yes.

Q. Who owns the group?

A. The owner is defined when requesting the account. Assigning someone with the manager role is essentially giving them ‘owner’ status.

Q. Does the group have a shared drive. Who owns the docs?

A. Create a shared drive and share it with the Group The Group will then always have access to the Shared Drive and members can leave without it affecting the Group's Shared Drive.

Q. Does the group have the ‘bcc’ option?

A. There is no ‘bcc’ option in google groups.

Q. Can you reply to a group email that comes into your personal inbox?

A. You can reply to the email version that comes into your personal inbox but, unless you cc the group, that email will not appear in the group email conversation.

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Q. Will there be expiry / renewal dates set on the new Group Accounts?

A. There is current no expiry dates on Google Group Accounts but it is likely there will be be expiry dates set on Group Accounts as part of this new project.

Q. Will there be expiry / renewal dates set on Delegated Email Accounts?

A. There is no expiry date set on people who are delegated to an account. However, if the account is a generic or shared one, it will still require annual renewal.

Q. We have switched to Google Groups. Emails to the Group are also coming to my personal staff account. How can I stop this?

A. You can manage your email subscription in the Group Settings.
On the left, click My membership settings.
Under Subscription, choose an option:

Each email—Messages sent individually as they’re posted to the group.

Digest—Up to 25 complete messages combined into single emails and sent daily.

Abridged—Summaries of up to 150 messages combined into single emails and sent daily.

No email—Messages from the group are not sent.

Click Save changes.

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Q. Currently we are noticing that we are not receiving any emails to our Google Group, and a colleague who is not a member of our Google Group has informed us that our email address is not working when she tries to email us?

A. The setting may have been changed in error by a manager of the group. To allow emails from non-members of the group the following setting is required. The 'Who can post' setting has to be set to ‘Anyone on the web’. IT Services would have set this to ‘Anyone on the web’ when first setting up the account. Account managers can change this setting if they wish to control who is able to email the group.

Q. We switched from a shared email only account to a google group but an new email has arrived into our archived account. Why has this happened?

A. If an email or emails are arriving into the archived (old) version of your account this would be due to one of those with access to the archived account emailing out FROM the account. It is important NOT to email from the archived account. The advice is that the password of the archived account is changed and only held by ONE person. Any other users should be Delegated users and should be kept to a strict minimum with the understanding that required emails should only be forwarded to the new google group. Those with access to an archived email account should never reply to an email from within the archived account.

Q. I am trying to add a UCD student as a member to my Google Group. But the Group keeps marking them as External. Why is this?

A. Student email addresses (ie: ending in @ucdconnect.ie) and any email addresses ending in anything other than @ucd.ie are considered as external but it will not affect their settings or their access to anything in the group.

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Q. Our account has been archived and a new group was created. Will we still receive renewal notices from IT Services for the archived account?

A. Yes, you will still need to renew your archived account as long as you wish to have access to the archived emails that are in that account. You will renew it in the normal way.

Formal Data Protection agreement between UCD and Google means you need have no concerns about privacy or the security of your work or private notes. Some other 3rd party applications will not have gone through a formal security review so do not come with the same level of reassurance.
Visit our Top Security Tips webpage to learn how to stay cybersafe while working remotely.