Google Tools for Groups
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Campus organizations who wish to use Gmail@Valpo resources have multiple options available to them. If you aren’t sure which option would be best for your needs, contact the Help Desk and request assistance. Student organizations wishing to use these resources must be recognized by Student Senate, and the adviser will need to approve all requests for the organization.
Google Group
A Google Group provides the opportunity for email correspondence and an online archive of message history. Members of the group can configure their membership settings to receive individual messages or read messages online. A Google Group has an owner (or multiple owners) who configures and manages the group. All Google Groups created within Valpo’s domain have an @valpo.edu email address. This Google help page gives a good overview of a Group. A Group does not require any special login information, you simply access the group through your Gmail@Valpo account.
To request a Group, contact the Help Desk to place a ticket and provide the following information:
- the name for the group (it does not need to end in -L);
- the name(s) of the Group owner(s); and
- (student organizations only) adviser approval to create the Group.
The easiest way for the adviser to provide approval is to email the Help Desk. If an ITicket has already been created, reference the existing ITicket number.
If the owner(s) of the Group needs to be changed at any time, this can easily be adjusted without IT staff intervention. Simply change the role of the person who should be the new owner; then that person can remove owner status from the outgoing owner. Do a Google search for "Assign group roles to a user" for help.
Information on how to configure Group settings is available at the following Google help pages:
- Start with Google Groups as an administrator (for owners)
- Start with Google Groups as a participant (for group members)
Google User Account
A user account in the Gmail@Valpo system provides different and additional functions beyond email messaging and archiving. All features found in a personal email account are also available in an organizational account, such as Calendar, Google Drive, Hangouts, Contacts, and so forth. You may choose to request a user account if you wish to publish a calendar on a website, take advantage of labeling messages, or controlling who has access to the messages sent to an address. A user account has a username and password associated with it that someone will need to maintain.
To request a user account, place an ITicket through the Help Desk and provide the following information:
- the name for the account;
- the name of the account owner (where we send the login information); and
- (student organizations only) adviser approval to create the account.
The easiest way for the adviser to provide approval is to email the Help Desk. If an ITicket has already been created, reference the existing ITicket number.
If the password on the account needs to be reset at any time, the adviser should email the Help Desk to make the request.
To login to the account from within your Gmail@Valpo account, click on your email address in the upper right corner of your Gmail screen and select “add account.” You will need to type in the username and password of the new account. The settings for these shared accounts are managed in the same way as for a personal account. You may find Google’s page Help for administrative assistants useful for tips on managing a shared account.
AMS Tip
You can login to the Account Management System at https://apps.valpo.edu/ams with a Valpo Gmail email address in order to manage the password for these shared user accounts.
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