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
.
- With the
admin@sagamorehillspta.org
Google Account, sign into the Sagamore Hills PTA's Google Admin - Add a new user
- Be sure they're in the "email" organizational unit
- Last name can be "SagamoreHillsPTA"
- As the newly created account, sign into Google Mail
- Change the "From:" name
- Settings → Accounts → Send mail as: → Edit info
- Change name to something like "Amy Gabriel as Treasurer of PTA at Sagamore Hills Elementary School" (from something like "Treasurer SagamoreHillsPTA")
- Add a signature
- Settings → General → Signature
- Set to something like (including link):
- --
- Amy Gabriel
- Treasurer, 2013-2015
- PTA at Sagamore Hills Elementary School
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.
- 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
- Be sure you're using the
- Create group (red button at top)
- 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
- 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)
- Add and configure (at least) a couple members
- 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 ."
admin@sagamorehillspta.org
should not get email or be able to post- Group settings → Members → All members
- 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
- Save
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)- Group settings → Members → All members
- 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
- Save
- Primary user(s) (the personal address(es) added earlier) should be a manager (so they can send out messages as @sagamorehillspta.org)
- Using the checkboxes, select the primary users (users other than admin and sagamorehillspta @sagamorehillspta.org)
- Actions → Add to role → Manager
- Group settings → Members → Direct add members