Google Groups FAQs
What is the difference between a corporate Google Group and a personal group?
Simply put, corporate Google Groups are for business use, letting those involved in the Bible translation movement interact for work purposes. For any other purpose, private groups should be used.
- Corporate Google Groups can only be created by administrators for each of the three instances (Wycliffe USA, SIL, Global Alliance) and will have a business domain assigned to them. For example, a Google Group for SIL may be <something>@groups.sil.org; for Wycliffe USA, the name may be <somethingelse>@groups.wycliffe.org. Contact the appropriate Google administration team for instructions on how to request a new Google Group.
- Personal groups are appropriate as distribution lists for your newsletters, for interaction with others about non-business topics or other personal needs. The group you create will be <yourgroupname>@googlegroups.com. You create these groups yourself by visiting https://groups.google.com/forum/?#!creategroup.
Can I create my own Google Group?
Request a Google Group from the SIL Google Admin team for sil.org and SIL owned domains using the form mentioned above. These groups are in the form firstname.lastname@example.org (e.g., email@example.com ) or firstname.lastname@example.org (e.g., email@example.com).
Can people who don’t have Google Accounts be added to my Google Group?
Yes. With the proper settings for the Google Group, you can add people who don’t have Google Accounts to your Google Group. Group members may post without having a Google account by sending a message to the group address (or replying to a post). They cannot review archive messages or change their settings without a Google account though.
Can one Google Group be a member of another Google Group (nesting)?
Yes. For example, a Google Group for an organization may have a Google Group representing members, another Google Group for employees, and a third Google Group for partners. This allows you to send messages to any one of the sub-groups separately yet post a message to all three groups by using the main Google Group. The benefit is that you only need to add someone to one of the member Google Groups which will also include that person in the main Google Group.
Can people post to the group by just sending an email (or do they need to log in to a web page)?
Yes, people can post to the group by sending a message to the group address or replying to a post. The Web page login is needed only to view archived messages and change settings.
Can I moderate (approve) messages before they are posted to the Google Group?
Yes, messages can be moderated with the proper Google Group settings. You can moderate all messages to the group OR moderate messages from non-members of the group. And then on an individual basis, you can override the default for an individual member. So if your default was to moderate all messages (all messages must be approved by you (an owner) prior to posting), you could change the default for a specific individual so his messages posted without moderation (or he was prevented from posting).
Can I use the Google Group for granting access to a document?
Yes. A Google Drive document can be shared with a group (either read-only or read/write).
Can I include an Insite email distribution list in my Google Group?
No but Yes.
No: Insite email distribution lists are very nice in that they are dynamic (automatically update group members as their status/assignment changes using information HR enters in Insite) but they can no longer be used directly as of September 2016.
Yes: Instead, these lists may now be set up to synchronize with a special Google Group. The email address of these special Google Groups CAN be included in your Google Group. For information read about these Insite-based Google Groups.
Can multiple people administer my Google Group?
Yes, once a list is created and the owner is given rights, the owner can add additional “owners”. You can also assign these rights more specifically (e.g., you could give Bob access to moderate list messages without giving him access to add/remove subscribers).
If I have a Google Group, what happens if I send a calendar invite to that group?
Using Google Apps web to send a calendar invite, you'll have the option to expand your group if desired. This allows you to remove some group members from the invitation if desired. Google tracks acceptance by group members just as it tracks acceptance for individually invited members.
Who can answer my questions about Google Groups?
Google provides information about Google Groups in its documentation (search for "Google Groups" or for your specific question). Stuck? The Global Help Desk or SIL Google Admin may be able to help OR enter a help desk ticket in https://www.teamhelp.org to reach a technician.
Can people subscribe to my Google Group by sending an email?
The +subscribe email address works for only people in your organization (Google Instance) if the Google Group's subscription is set to “anyone in the organization can ask”. It can work for anyone at all if subscription is set to “Public”,.although public is a scary setting since anyone is allowed to join your Google Group unmoderated.
Subscription can be moderated: Setting > Permission > Basic Permission > Join the group: Anyone can ask (moderated) or Public (unmoderated).
Unfortunately it’s not possible to moderate public and automatically subscribe internal. It’s either all auto-subscribe (unmoderated) or all moderated.
If people reply to a group email post, can the reply be sent to the original sender rather than the group?
Yes. You may set your Google Group to post replies to the entire group, to the author of the message only, to the owners of the group, or to a custom email address you specify.
Are there ready-made groups for sharing outside my instance?
Yes, there are some groups that include everyone. in SIL, Wycliffe USA and Global Alliance to avoid potent misuse, contact SIL Google Admin.