Google Groups

Google Groups is a versatile tool used for everything from simple email lists and collaborative inboxes. Here is a quick-reference cheatsheet and a list of frequently asked questions to help you master the platform.

Every member in a group is assigned a role. Understanding these is key to managing your group effectively:

  • Owner: Can delete the group, change any settings, and manage all members.
  • Manager: Can add/remove members and approve messages, but cannot delete the group.

Member: Can post and view conversations (depending on group privacy).

  • Search: Use the top bar to find specific threads or members.
  • My Groups: Click the "My Groups" button on the left sidebar to see everything you've joined.

Settings: Click the Gear icon (Global Settings) or Group Settings (specific to one group) on the left panel.

Via Web: Click the + New Conversation button at the top left of the group's home page.

❓ Frequently Asked Questions (FAQ)

You can change your Subscription settings without leaving the group:

  1. Go to the group and click Member settings on the left.
  2. Under "Subscription," choose:
    • Each Email: Every post is sent individually.
    • Digest: Up to 25 complete messages bundled into one email.
    • Abridged: A summary of up to 150 messages in one email.

No Email: You only read posts via the web interface.

Yes. You will need to add a non-Columbia.edu address through Grouper as an external address.

Yes. While a LionMail account makes it easier to manage settings via the web interface, you can be added to the Google Group mailing list using any email provider (Outlook, Yahoo, etc.). You will receive and reply to messages just like a standard email thread.

For Barnard, Teachers College, and CUMC you will only need to use the UNI. Only admins of the Google Group, accessible through the Grouper console, can add or remove addresses.

A Collaborative Inbox is a Google Group configured with additional features that let multiple people:

  • Receive and reply to emails sent to a shared address
     
  • Assign conversations to themselves or other group members
     
  • Track status (e.g., New, Assigned, Taken, Completed, Duplicate)
     
  • Use labels (tags) for organizing and filtering conversations

If you are an owner, check your Posting Policies in Group Settings. Ensure that "Spam handling" isn't set too strictly. If you are a user, ensure you have "safesender" or have added the group's email address to your contacts.

You will need to contact the Owner or Admin of the Google Group.

It can take up to two hours for new memberships to fully propagate before mail delivery begins.

Because all membership changes must be managed through the Grouper console. Any direct changes made in Google Groups will not persist.

Confirm the user has:

  • Not set mail delivery to “No Email” in their Google Group subscription settings
  • No filters moving group mail to another folder
  • No full mailbox or related bounce conditions
  • Waited two hours after being added

Roles should only be changed through the Grouper Management Console. Updates made directly in Google Groups will revert back.

Google Group memberships are managed via Grouper.

Do not add members through the Google Groups interface; use the Grouper Console to make edits instead. Any updates made directly in Google Groups will not persist.

Yes, the only functionality that will work is receiving email, since they are not affiliated with the university. 

Some Google Groups are configured to restrict posting to internal senders only. Posting permissions must be updated if external senders need access.

There are many reasons why messages may be delayed. Common factors include large groups, high message volume, and Google’s spam or abuse checks. Delivery is usually quick, but timing can vary. This does not indicate a break in email flow.

 

 

Group renaming must be handled at the system level (not in the Google Group UI). Contact the Email Team if a rename is needed.

Yes. You can send a meeting invite to a Google Group as long as the group is configured to receive email. The invite will be delivered to all members of the group.