Sagamore email

Notes on how Sagamore (and it's Sagamore Hills online effort) does email.

Addresses

Sagamore uses email addresses powered in the following ways.

Google Apps

The Sagamore Hills PTA Google account allows for Gmail (Google email) at @sagamorehillspta.org , and the following are currently used.

• communications, treasurer

Sagamore email addresses will work as you're used to. Addresses are established for positions, such as president@sagamorehillspta.org . Your email interface—phone, web, desktop client—are configured to access that email account (in addition to your existing email) (I make house calls). Using both your personal and Sagamore email accounts is easy. Both the "From:" field and footer signature can be set to mention both your name and Sagamore position. Now when you roll off your position, your successor has access to your past activity (in your Sagmore email account) and you won't continue to be solicited by the wider world regarding Sagamore business. Light duty use might just have a Sagamore email address forwarded to a personal account instead of using the Sagamore email directly.

Conventional

Currently (2014-08), Sagamore uses the following email addresses (individual/personal accounts)

sagamoreelementarypta@gmail.com	Exclusive email address for the PTA. Often "From" address for Wildcat Updates.
sagamorephotos@gmail.com	Submit photos for school use (yearbook)

Discussion Groups

There are also Sagamore PTA discussion groups email addresses (e.g. garden@groups.sagamorehillspta.org) that facilitate many-to-many communication.

Setup

Here's how to establishing a new email address @sagamorehillspta.org .

1. With the admin@sagamorehillspta.org Google Account, sign into the Sagamore Hills PTA's Google Admin
2. Add a new user
   • Be sure they're in the "email" organizational unit
   • Last name can be "SagamoreHillsPTA"
3. As the newly created account, sign into Google Mail
4. Change the "From:" name
   1. Settings → Accounts → Send mail as: → Edit info
   2. Change name to something like "Amy Gabriel as Treasurer of PTA at Sagamore Hills Elementary School" (from something like "Treasurer SagamoreHillsPTA")
5. Add a signature
   1. Settings → General → Signature
   2. Set to something like (including link):

      --

      Amy Gabriel

      Treasurer, 2013-2015

      PTA at Sagamore Hills Elementary School

   3. Enable "Insert this signature before quoted text in replies and remove the "--" line that precedes it."

Historic

No longer used

Collaborative inboxes

2015-05-05 It was decided by Dave that collaborative inboxes used by communications and treasurer around 2014, be replaced by regular email accounts

Collaborative inboxes are actually specially configured (and used) Google Groups. See, Use a group as a collaborative inbox - Google Apps Administrator Help, for details.

Setup of collaborative inboxes

When establishing a new email address @sagamorehillspta.org , setup this Google Groups collaborative inbox.

1. • Be sure you're using the admin@sagamorehillspta.org Google Account (sagamorehillspta@sagamorehillspta.org won't work)
   • Go to Sagamore Hills PTA's Google Groups
2. Create group (red button at top)
3. Be sure of the following:

   Group name

   No commas because they don't get escaped and munge email addresses (Google Groups bug!)

   Something like, "Treasurer of PTA at Sagamore Hills Elementary School"

   Group email address

   @sagamorehillspta.org (not groups.sagamorehillspta.org)

   Group description

   Something like, "Collaborative email inbox for PTA Treasurer at Sagamore Hills Elementary School"

   Select a group type

   Collaborative inbox

   Post

   Public

   Join the group

   Only invited users

4. Then, in the group's settings:

   Don't force using Google Accounts

   Settings → Identity → Required forms of identity → Display names only

   Allow anyone to manage

   Permissions → Basic permissions → Allow members external to this organization (select)

   Don't advertise

   Information → Directory → List this group in the directory (de-select)

5. Add and configure (at least) a couple members
   1. Group settings → Members → Direct add members

      Enter email addresses to add as members (comma separated)

      • sagamorehillspta@sagamorehillspta.org
      • The email address(es) of who will be managing this inbox (e.g. the personal email address of the treasurer for treasurer@sagamorehillspta.org )

      Write a welcome message

      Something like, "The Sagamore Hills Elementary School PTA has connected you to treasurer@sagamorehillspta.org . Messages sent there will now forward to you and/or you can manage messages at https://groups.google.com/a/sagamorehillspta.org/d/forum/treasurer ."

   2. admin@sagamorehillspta.org should not get email or be able to post
      1. Group settings → Members → All members
      2. Click on the entry for sagamorehillspta@sagamorehillspta.org , do not select the checkbox

         Email delivery

         No delivery

         Posting permission

         Override: member is not allowed to post

      3. Save
   3. sagamorehillspta@sagamorehillspta.org should be a manager (so they can modify members), but not get email or be able to post (individual memebers can do that)
      1. Group settings → Members → All members
      2. Click on the entry for sagamorehillspta@sagamorehillspta.org , do not select the checkbox

         Role

         Manager

         Email delivery

         No delivery

         Posting permission

         Override: member is not allowed to post

      3. Save
   4. Primary user(s) (the personal address(es) added earlier) should be a manager (so they can send out messages as @sagamorehillspta.org)
      1. Using the checkboxes, select the primary users (users other than admin and sagamorehillspta @sagamorehillspta.org)
      2. Actions → Add to role → Manager