Hello an welcome back - today we will look at creating users create mailing lists group individuals
in a common area for example everyone in the sales team everyone in the payroll
team can be in a group you can use groups to give access to different
applications like blogger or YouTube than the chief suite environment without
changing your entire organizational structure groups are very powerful and
that we're going to take a look at right now so as you can see we got the Google
admin juice suite admin interface on the page over to groups click on that and
you can see I've already created one for sales as you can see the group name is
called sales its sales at collaboration colonel calm it's the email address and
you can directly email that entire group from your email client and everybody in
that group will get that email currently there's one member as an access type
which will come on to a minute which we can view as have a look at that
so you can see it's got a custom access type and the access settings are you can
contact owners ok got all these access settings over here but we'll cover this
in a bit more detail in a minute and this is all very good if you new up
the icons and what all means but when you go and create a group you're given a
better insight into this but suffice to say you can change the access type for
this and you can change these details here
and right so we'll get back to that in a moment you can add members from this
group administration interface you can click on add and then say I don't know
Jeff bond flattening add to group and then you'll see where those who have two
members which is great you can then manage members so got Calabro colonel
collaborations in there as the owner and Jeff bond is a member you can change
them to be a owner or a manager as well all depending on what the access is like
click Save at the bottom you can also from this point here delete the group or
rename the group but like with everything within G suite nothing is
instantaneous and some renaming of groups will take a short while click
Save to add a Jeff bonding as a member click on sales sus to go back a level
and into groups right okay you can edit settings this is what I was
talking about editing settings custom settings and whereas the quick interface
bar that pops up from the right-hand side was really good and really helpful
did not any of these logo informations in front of them so let's go through
them again you can rename and delete the group let's talk about access type
you've currently got the access type as custom this access type determines the
access settings below right and click on the little pen and you can edit them so
your custom access it can be edited or you can go for any of the standard
access types for example public lets you pretty much do anything you can group
owners contact owners group managers entire organization you can publish
posts view topics group managers can invite and approve people into this
particular group now for example if it was a general interest group within the
organization say say was a group about I don't know scuba diving for example so
you know you're in a general interest group there wasn't work related about
scuba diving or the company picnic or something like that and that was general
or not work-related then perhaps you want group members to add people in and
you'd select that selection there I know it's a very powerful tool and
what you've got to consider with this access is how it could possibly be
abused so everyone can view topics everyone can publish posts but then
perhaps you don't want everyone the entire organization to look at this
particular team you just want group members fruit
managers and group owners to view topics there may be sensitive information in
here right that you don't want the general populace of the company to know
given that its sales it could be sales needs and you know you might not want
them everybody knowing that who you're pursuing for your latest sales gig you
know and for that information to turn up on L reg or the register or the layoffs
or something like that this could be you know a group about workforce management
a very nasty and horrible process to go through but when a Cessna Sesa T really
is all driven around keeping the business running as businesses you know
grow and contract as the business herbs and flows then you know people are and
really would have that sometime be let go and has to be a group where people
can share information about this safely without you know and delicately and
keeping the human factor so for example only the group members managers and
owners of that group who could be defined about that particular topic
would gain access to it so that's a little bit about settings as well here
you've also got the external settings right if you want to share this group
with external bodies say for example you are in partnership with another supplier
say you were a razor company alright and then you want it to partner with another
company who made shaving foam well then you go set up a group right with strict
protocols obviously and what could be shared within this group
and then share it with somebody outside of your organization interesting stuff
to consider who can join the group anyway in the organization can join at
the moment you know only invited users right get someone invited to the group
do all allow members outside your organization yes or no all depends
what's stored on the group like I say if it's a collaborative group where you
want to openly share information for transparency then use this setting if
not then think long and hard about you know what kind of access group
membership people should have now as we go through restricted you can see we've
got different things you can you can and can do externally the entire
organization can do anything really group members can announcement only you
can see you know group members view members can't do that you've got team
pretty much does it all and then public again is the sales team there's no real
difference All Things Considered though excellent
help involved with the Google interface click on learn more and I'll take you to
a webpage where you can typically go through the entire topic in detail how
to rename a group how to change a groups email address change the group settings
in new groups now as with users changing a groups email address quite a little
bit complicated the old email address becomes an alias so planning forward
planning about your group structure is very important okay
so we've decided that this is gonna be a restricted group and we're gonna click
Save we don't any external people on there we don't the entire organization
in there as well right we just want these people in here and we want only
invited people because it's sales right and sales that's your bread and butter
that's your company's light blue that's what we've been looking Save
excellent excellent stuff all done let's go back up so as we can see now we've
got two direct members one owner and one manager of the group can also find a
group description in there as well I mean should you want to hey you know
company sales funnel
nice and easy makes it a bit easier William when you're actually moderating
these groups and managing these groups got the aliases their sales at
collaboration Colonel calm test account race I got test google.com at the bottom
let's go back to sales also here we've got the settings you see our settings
have been put down access settings owners managers and members compose
content owners managers and members can view topics allowing themselves site
your organization know and then who can join the group it shows you who can join
the group only invited users and membership settings membership settings
as well so a few different ways on how you can get people into the group
so let's go back to the main main group let's create a group okay we're gonna
create a group we're gonna call it payroll okay when I give a company
payroll group perhaps one of the most important groups for all the employees
in the company we're gonna call this group email hey payroll and we're gonna
add somebody in there we're gonna call the now as for group owners typically
you haven't got to assign a group owner make things a little bit easier on group
setup but you haven't got to do it you can just bang through it there you go
who can do it of course this is going to be a pay royalty wholly restricted right
perhaps you don't want people contacting the entire organization or perhaps you
do hey you want everybody to turn around and say where's my pay slips or perhaps
you do want that section on external I would say oh no no just for example you
don't allow members outside your organisation and who can join the group
only invited users or you could say
well to be fair you don't anyone asking only invited users would be good in this
turn it really and create group so you can actually use team all right and then
change these settings that's making it custom another good way of doing it
anyway so we're going to create a group back barriers right so we've got payroll
see details cool everything step and you can create another group you can see the
details for that group as well typically that is groups nice and easy
a good logical way of grouping people together as you can see we've got quite
a few people there if you go back to our Google admin
let's log back in look at our user community of course we've got Jeff bond
there you know you go to more here click on Jeff we've got a number of groups
he's a manager of a group see all the information is linked together which i
think is good stuff okay so it all reflects through the entire organization
you get a real rich user and group experience so going back to users we're
gonna show Sara Dennis there you go she's she's so maybe our payroll person
so we'll pop back into admin and then we're gonna after the effect or post
creation go to groups over to payroll add a member sarahx Dennis or Sarah
Jeffery click Add to group and there you go then of course you can
edit settings effectively do what you want with it
so that was group settings group setup you can delete your groups you can edit
your groups all from these settings over here you know one of the columns do you
wanna do you want out you want to see in there add a new column who can view
members who compose who can join the group so you can effectively from this
section customize how much information you see on your group membership and
group administration part of the page anyway there you go that was a quick
talk about group membership you can also email the groups as well nice way of
getting hold of everybody should you have a query or should you have you know
a question you can turn that facility off of course if you don't have one to
be pastors but a good simple way of group administration hope you enjoyed
the video check back for more videos in the series
you