Google Groups

Google Groups

Google Groups can be accessed both on and off campus by staff and students. Google Groups enables collaboration across work teams, projects and classmates to work and communicate with ease. You can email all members in the group, create calendar events and share documents.

How do I access Google Groups?

Staff and Students can access their Google Applications by logging into MUSE with their university credentials and accessing My Services then selecting any of the highlighted Google Apps, from here you can access all Google Applications by clicking on the 9 dotted square in the top right hand of the screen as pictured below.

MUSE Login

Please note: Your Google menu may look different to the screenshots below, you can rearrange your Google menu by dragging and dropping the applications if needed. Please also be aware that not all of the applications on this Google menu are available to all users.

Google Apps

Help & Support

For further help and support with using Google Groups you can access the Google Suite of help and support materials by clicking on the link below.

If your problem cannot be resolved by searching the Google Suite help pages listed below please do use the contact details listed below to contact the CiCS Helpdesk and they will direct your call to the appropriate team.

CiCs Help and Support

Google Suite Help and Support

Google Groups Training Videos

Note on LinkedIn Learning training videos: if you have not gone though MUSE to access LinkedIn Learning, you can sign in using the button in the top right, however once you have done so, use the link "Sign in with your organization account" to access training under the University's training licence.

Getting Started with Google Groups

Getting Started with Google Groups

Your Groups

Predefined Groups for Departments and Faculties

There are predefined groups for all staff, for faculties and for departments. They are automatically created and maintained and you can only interact with predefined groups that you are a member of. To see which ones you belong to go to your My Groups list in Google Groups.

All Staff

staff@sheffield.ac.uk

Faculty Groups

For all staff faculty groups use the faculty name and append '-faculty-staff@sheffield.ac.uk'.

Here is the full list:

> Arts and Humanities: art-humantities-faculty-staff@sheffield.ac.uk

> Engineering: engineering-faculty-staff@sheffield.ac.uk

> Medicine, Dentistry and Health: medicine-faculty-staff@sheffield.ac.uk

> Science: science-faculty-staff@sheffield.ac.uk

> Social Sciences: social-sciences-faculty-staff@sheffield.ac.uk

Departmental Groups

For all staff departmental groups use the three letter code and append '-staff@sheffield.ac.uk', for example

> Human Resources Staff hur-staff@sheffield.ac.uk

Your Group Email Subscription Settings

In Google Groups you can set your email preferences:

> Don't send email updates: Do not receive email for group posts. Participate in this group through only the web interface.

> Send daily summaries: Receive one summary email of new activity per day.

> Send combined updates: Receive one email for every 25 new messages.

> Send me an email for every new message: Receive an email for every new post.

To set your email preferences:

  1. From your Google Groups home page click 'My Groups'
  2. Select the group you want to change your settings for
  3. Click on the 'My Settings' icon to open your settings menu and select 'Membership' and email settings
  4. On the 'Group Membership' settings screen, select how you would like to receive email for the group from the drop down menu and click 'Save'
Creating a Group

Requesting a Google Group

At the University of Sheffield you can request a Google Group by filling out the below request form.

Request a Google Group

Create your own Group

You can create your own Google Group as and when you need them. Any group you create yourself will have '-group' added to the end of the email address e.g. 'example-group@sheffield.ac.uk'.

If you don't want the '-group' addition to your email address for the Google Group then you should request a group from us and we can set this up for you without the '-group' added into the mail address.

  1. From your Google Groups home screen, click on the 'Create Group' button.
  2. The 'Create' a group page is displayed
  3. Fill in your group name and add in the group email address.
  4. Enter a description of your group in the group description box. Your description should tell people what the purpose of the group is.
  5. Select a group type.
  6. Set basic permissions for your group.
  7. Click the 'Create Group' button at the top of the page.
Managing Groups

Adding New Members to your Google Group

As a group owner or manager you can add people to your group using the Google Groups web interface. You can do this either by inviting them to join, or by directly adding them.

Invite people to your Group:

  1. From your My Groups list, click 'Manage' below the name of the group you want to add members to.
  2. You will be taken to the 'All Members' list of the group.
  3. Click on 'Invite Members' in the left hand menu to be taken to the 'Invite Members' page.
  4. In the 'Enter email addresses' field, type the email address of the users you wish to invite to your group. Make sure to separate the email addresses of multiple users by commas.
  5. You can type an email to the users you are inviting in the 'Write an Invitation Message' field.
  6. You then need to click the 'Send Invites' button to invite the users to the group.
  7. The users you have invited to the group will then receive an email message alongside your invitation message asking them to join your group.

Add people to your Group:

  1. From your My Groups list, click 'Manage' below the name of the group you want to add members to.
  2. You will be taken to the 'All Members' list of the group
  3. Click on 'Invite Members' in the left hand menu to go to the 'Invite Members' screen
  4. In the 'Enter Email Addresses' field, type the email address of people to invite to your group. Ensure you separate the email addresses of users by a comma.
  5. You can write a welcome message in the 'Write a welcome message' box. Your group members will see this when they go to the group page.
  6. Click on one of the options under 'Email subscription options' to set how the group members will receive email notifications for your group. Your members will be able to change this later if they want to.
  7. Click the 'Add' button to directly add people to your group.

Request a Google Group

Google Groups

Alternatively, a Google Group may be more suitable to your needs. This allows a group of people to share documents and collaborate as well as having group email functionality. Full information can be found on the link below.

Request a Google Group

Please Note: this is for a Google Group. If you wish to have a generic email address and mail inbox that is accessible by a group of people please use the link under 'Generic Email Accounts & Mailboxes'.