Sagamore email

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

Addresses

Conventional

Currently (2014-08), Sagamore uses the following email addresses, powered by individual/independent Google 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)

Colaborative inboxes

• treasurer@sagamorehillspta.org
• communications@sagamorehillspta.org

Collaborative inboxes

Collaborative inboxes are a way permanent email addresses for the PTA (and their collected messages) can be used easily utilized across years as volunteers rotate in and out of the PTA.

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

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

   Something like, "Treasurer, PTA, 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

Discussion Groups

See Sagamore PTA discussion groups