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 IT Service Desk and they will direct your call to the appropriate team.

IT 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 membership settings' option in the left hand menu.
  4. On the 'My membership settings' screen, select how you would like to receive email for the group from the drop down menu and click 'Save changes'.
Creating a 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'.

  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 display name, email address and a description, then click 'Next'.
  4. Chose the privacy settings for your group (these can be modified later), then click 'Next'.
  5. Add any additional Members to your group and send them a welcome message (this can also be done later and if you are new to Groups it might be worth starting with a few close colleagues).
  6. Click the 'Create Group' option at the bottom of the popup window.
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.

Add people to your Group:

  1. From your My Groups list, click on the name on the right of the group you wish to add members to.
  2. From the left hand menu select 'Members'. This will take you to a list of current members.
  3. Click on 'Add Members' button.
  4. Here you can add members, mangers or additional owners, and send them a message so they know why they have been added.
  5. Using the 'Directly add members' switch you can choose:
  • 'On' This will add people to the group straight away and they will start to receive emails sent to the group address, but they can opt out if they wish to do so.
  • 'Off' This will send an invite asking people if they would like to join the group, but they won't become a member or receive group emails unless they choose to do so.

Request a Google Group

Google Groups

In exceptional cases you may wish to create a group without "-group" in the address. To request such a group, please click below.

Request a Google Group without "-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'.