Sagamore email

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Revision as of 15:36, 8 May 2015 by Dave (talk | contribs) (→‎Google Apps: Add garden account)
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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, garden

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.

Usage

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
  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.

  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)
      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
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