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 (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)

Colaborative 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.

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

Discussion Groups

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

Collaborative inboxes

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