CREATING PBC EMAIL LISTS

CREATING NEW LISTS IS RESTRICTED

If you need a new list, please contact a member of staff.

These instructions are only for staff with required access.

Context

PBC uses the Google Groups service to provide email lists for groups of people in the body to communicate with each other, and (optionally) to receive emails from those who wish to contact the group.

  • Anyone can be the owner of a list. Owners manage the list by doing things such as adding and removing members. Instructions for owners are on our website at pbc.org/owning-email-lists and readable by everyone.
  • You may create a list that you are not going to manage, for a group (e.g. a Connect group), just make sure that when you create the list you change the owner to someone who will manage the list.
  • Please make it clear what a list is for. If the name itself makes that obvious (e.g. [email protected]) that’s great. If the name is more obscure, please add a short note as the “Group description” to make the purpose clear.
  • The email address of a list is case-insensitive (using upper or lower case makes no difference) and will  commonly appear in lower case: if you name a list YouthTeam, for example, expect to see the address as [email protected]
  • Please remove lists when they are no longer needed (e.g. a group stops meeting). Any owner can delete the list. If a list is obsolete but no owner is available, an administrator can delete the list.
  • Documentation for getting started with Google Groups is available in the Learning Center, but covers more general cases than these instructions for PBC.

Creating a new list

1. First, log in to Google using your pbc.org account. These directions are for a desktop web browser; on a mobile device you may need to select the desktop interface (see access instructions at pbc.org/owning-email-lists)

At the top of the page, click on the menu icon:

In the menu, click on the Groups item:

2. On the Groups page, click the red button at the top:

3. Fill in the form with name, email address etc. Leave the group type set to Email list normally.

Set the basic permissions as follows – Post and Join the Group should change from the defaults (seen above):

4. Click the Create button at the top and you will see the following warning:

Go ahead and click on Create. For PBC, we typically need the flexibility for email to come from addresses that are not @pbc.org for all lists. We will cover restricting senders with a separate optional setting later.

You should see a confirmation like this:

Click on Okay. At the top of page you can adjust profile choices for yourself and click Save my changes.

5. Click on the Manage group menu item on the right side:

Under Permissions in the left side menu click on Basic permissions, and check the box for Allow new users not in pbc.org as shown here:

and click the Save button at the top of the form. In the rare case that the new list will never have a member address except those @pbc.org you may skip this step.

6. Consider whether it is appropriate to archive (save) messages sent to the list. Under Information in the left side menu click on Content control and set the Archive messages to the group checkbox appropriately:

If you make a change, be sure to click the Save button at the top as you did above when changing permissions.

Congratulations: at this point the list is ready and can be managed using the instructions at pbc.org/owning-email-lists

Optional Steps

If you want to restrict messages from non-members

When a list is intended to be used only for communication among the members, you can protect the group by having messages from non-members held. This is also covered in the ownership instructions linked above.

From the main list page, click on the Manage group menu item on the right side:

Select the Settings > Moderation page from menu on the left side, and select the option to Moderate messages from non-members of the group:

Then click Save at the top of the form.

If you want to give ownership of the list to someone else

From the main list page, click on the Manage members menu item on the right side:

Add the new owner email through the Members > Direct add member menu option in the left side menu. You will need to enter a welcome message to be sent to that owner address, and you may need to answer question(s) to prove you are not a robot.

After the member is added, select the Members > All members option from the menu on the left side to see the list of members. It should contain at this point only yourself (the initial owner who created the list) and the new member you just added.

Select the new member by checking the check box for that address (on the left side), then under the Actions drop-down menu at the top, select Add to role > Owner

Once the new owner appears in the list with the Role of Owner, you can select your own address and choose Actions > Remove from group.

If you get an error message about removing the sole owner even after a second user is listed as an Owner, you will need to wait briefly and/or change to a different menu option and return to All members before you can succeed in removing yourself.

 

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