The Catholic University of America

 Google Groups and Aliases

Definitions

Google Groups is the official University email distribution method for discussion groups.For example, if I send mail to testgroup@cua.edu, all email addresses that I have added as members will get an email sent directly to their inbox. There is also an option to have a web forum that all members can access. Lastly, if one member leaves the University, the group can still be used by the other members.  An alias is a forwarded email address for a one-to-one mapping for an individual.This can be used when there is a legal name change. For example, if I send email to newlastname@cua.edu, it can go to my personal email account that has already been established. When the individual with the alias leaves the University, the alias is automatically deleted. 

Creating a Group

Technology Services can create a group that would have the email address of groupname@cua.edu. This can survive when anyone leaves the University and new people can be added at any time. To request this, please send email to techsupport@cua.edu with the following;

  1. Name of the group you would like (this will be the email address). Please refer to the naming conventions below for our guidelines.
  2. Display name of the group
  3. Owner(s) of the group
  4. Settings you would like the group to have - see "Group Settings" below. The owner has the option of always changing these settings. 
  5. One True Owner - this is 1 person that will be responsible for this group. Should anyone need to be added or removed, this person puts in the request. 

Email Address Naming Conventions

  • Between 3 and 20 characters
  • Directly relatable to the group name or shorthand/acronym 
  • You can not use any of the following in the name of your account _ * $ # @ % ^ . + 
  • All lowercase
  • Groups need to follow a standard of department hyphen group name - for example cua-classes@cua.edu or ts-web@cua.edu. All groups MUST have this format. 

Group Members

If you are an owner of a group, you can add or remove members. If Technology Services created the group, the only members you can add are university email addresses that end in @cua.edu, @cardinalmail.cua.edu, @law.edu or @cua.law.edu. If you need to add members outside of our campus, you can email techsupport@cua.edu with the name of the group you would like the members to be added to and the email addresses you would like to add. You can put these in the body of the email, or attach them via a spreadsheet. 

To add members to your group:

  1. Navigate to https://groups.google.com/, or in your square of apps in the upper right-hand corner of your Gmail, you can select Groups. 
  2. Click My Groups
  3. Click the Manage link under the group you want to change
  4. On the left, click Members Invite members.
  5. Enter the email addresses of people to invite. Optional: Enter text in the "Write an invitation message" field.
  6. Click Send invites.

Group Settings

You can set up your group in a number of ways. If you are an owner, you can set the following:

Permissions - who can view, post, and moderate

Approve or block new posts

Add a forum to your group - this is helpful in that allows the owners and members to see all messages that have been sent to this group. 

All groups are created with the following settings below. If you want to have these changed, please indicate in the ticket that you create with techsupport@cua.edu

  • Allow External Members = No
  • Who can Join = invited can join
  • Who can view membership = Only manager and owners
  • Include a footer at the end of the message = No
  • Included in the global address book = Yes
  • Members can post as the group = No (allows messages to send messages to the group as though it's from the group name and not their personal email address)
  • allow posting to the forum = yes
  • moderation = none
  • where do replies go? = to the owner
  • who can contact the owner of the group = all members
  • who can add members = all managers and owners
  • who can post messages = all managers and owners
  • who can view the group - anyone in the domain
  • show this group in the directory = yes

Edit your Group

To change any settings or group members, you can do this yourself if you are listed as the owner of the group. To do this follow these instructions:

  1. Navigate to https://groups.google.com/, or in your square of apps in the upper right-hand corner of your Gmail, you can select Groups. 
  2. Click My Groups
  3. Click the Manage link under the group you want to change

Email address of your group

In most cases, the ending email address of your group will be @cua.edu. To see the full name, you can view this in your group settings. 

  1. Navigate to https://groups.google.com/, or in your square of apps in the upper right-hand corner of your Gmail, you can select Groups. 
  2. Click My Groups
  3. Click the Manage link under the group you want to change
  4. Click on Information on the left side of the browser
  5. Click on General Information
  6. Under the second setting down is the email address. It will list the first part in a text box window, followed by @cua.edu to the left. This is the full email address of your group. 

Creating an Alias

Aliases can be used if you legally change your name, or have a business use for a new address. In either case, the alias only sends a copy of the mail to one address that you list (not multiple like a group). When the individual who has the alias leaves the University, the alias is deleted. 

Removing access

If you need to change the owner or change who can access the shared account or alias - simply email techsupport@cua.edu and let us know who needs to be removed or added. We need their full name and email address. 

Shared Account

 To read more about what a shared account is  - please visit our Shared Account Google page here

Additional Support

Google Groups has great support pages where you can learn step by step how to manage your group. You can view this information here: https://support.google.com/groups/answer/46601?hl=en

For support from Technology Services, please send an email to: techsupport@lists.cua.edu