Google has given the privilege to manage google groups to users (owners and managers). So owners and managers can manage members of groups. let see what settings we can do with members of group.
Welcome back guys to my tutorial in Google apps. In this tutorial we will talk about the members module in group settings.In last tutorial we talked about how we changed group info and other details of a particular group. So now we can go to the groups module. I go into a particular group by clicking group name.So i am into the group. I will click on access settings. It will redirect me to groups module, groups.google.com of that particular group. It will show me the settings now. So this is the access permissions, we already talked about in the previous tutorial. Now i will talk about the members module specially. So in members module you see different option (all member, direct add member, invite member) we will go one by one. Suppose i am clicking in all member, So this is the user which is a member of this group, so you can list the users whom you want to add into this group and every user will be listed here. Suppose you want to check the details of this user, the settings of this user in this particular group. So you can see the user has a role of member, to remind you there are three types of roles owners, managers and members. So this user has role of member, this is his email ID and delivery is set to All email, means user will get all the emails which is sent to the group id. The joining date is April 18 and posting is allowed.
Posting means users can post mails or post messages to the group. If i choose a particular user here, I will see here some options. In actions you can see i can change the roles. I will add the role to ..applying membership changes. So now the user’s role has been changed to owner. So similarly you can user’s role to manager, member whatever you like according to your requirements. Then you can remove from role. So now role owner is assigned to the particular user, i can remove the role owner if i like and again i can assign if i like. This is grad out because this is the current role of the owner of this particular user. Then i can remove user from group. If you click here this user has been removed. So i don’t want to remove this user as this is the only user in this group. But this should work for you.there is no reason not to work. Then you can ban this user means user will not be able to get mails or not be able to post messages to group. Then there is another option to change delivery setting option as i was telling. In delivery you can see it is set to All email So it is set to All email as in here that means user will all the mail which will sent to the groups. Suppose i want the user to be in the group, to post in the group, but user will not receive any mail So that you can set it to No email here. If i click on no email the delivery setting will be change to No email. Thus the user will not receive any mail that is sent to the group. Then there are other option, set posting permissions. Policy permissions can be defined as, you can defined as default group policy.
Here you have posting permission option. So what ever you set here that is the default group policy for this group. So i can over ride that policy here and allow posting , disallow posting or moderated posting for this particular user but i will keep as it is, otherwise i can change and show also for you for your understanding. I click on override dis allow posting. So this will be changed now. posting setting will change now. So its not allowed now for this particular user. If you add other members there default group policy will be posting is allowed. Because that is the posting permissions which you have set for the group. I will set it to default group policy. So its allowed now. Now you can click on find member. Suppose you have a particular group, where you have lot of member, you have added all members in your domain. Then you can search any member here. You can define permissions if you remember or otherwise if your username matches it will show up in the results. Then we will go to invite members module. Now you can invite the members who are not present in the group by entering their email IDs. Suppose i enter this email id here. You can enter as many as putting commas in between that Google will put in between, if it is not coming as default then you can put yourself. You can write an invitation message like HI, We are inviting you to join this group and anything you like according to your requirements and then you can send invites. So here invitation message is required. So i will just say Hi, Welcome to finance dept… SO if i send invites, Invitation send to 1 person. You can send as many people as you like. So this is the email ID to which the email is sent. Then direct add members. You can also directly add members to this group. I will add this member. This is the option where you don’t send invite to people rather then you add them because you know you require them, like in the finance department you have particular set of employees who should be added. So you can put those employees here. Suppose you have not put them while creating the group. Then you can put them here. You can add them here, add as members and you can define the email subscription levels so it may be no email or all email as we discussed or abridged or digest email too, they have particular settings you can check and you can add as per your requirements. Suppose i add this user now. So its saying no new people added to the group. We will check all members now, as the invitation sent to this particular user.
So its say that we have to invite someone else to the group. To check this settings. So if you add anyone else here, you see some users are outside the organisation, your organisational group is configured to allowed only organisational members to join. So this is again defined in the settings of this particular group. You can either allow member outside the organisation or outside the domain. You can see this is gmail.com (other domain) and this is my domain.com. For generally for security purposes you have to set that only people on your organisation will be allowed to join. So if you… actually i don’t have any other users here currently. So if you add members directly you should be able to add. You can ask questions in the comment section if you like. I will respond to that .This is outstanding invites, so i sent the invite in the invite member section i can check here, to whom i sent and if the user has accepted the invite or not. You can see the invitation status is pending here. If i click here i can see resend invitation or revoke invitation. I will revoke the invitation here. If you resend invitation another mail will be sent to the user.Now i will add that member here. ! person was added to the group. So you have no pending invites and you have successfully added the member of group. Now you see this user is listed to the member of group to this finance department. I think you understood what i meant to say. Then we will go to join requests. Join request are if a particular user found this group in your organisation and the user wants to join the group. Then you will see that entry here …pending member invites. And when you click on particular entry you will see approve applicant or reject applicant. If you want that user to be a part of your group or if you see that user being the part of the group does not cause any problems to on your end then you can approve the applicant or reject it according to your own free will, according to your requirements. This join requests will also depending upon the setting in groups we will talk about that later, that we will be in permission section again. Suppose you want a particular user to joining this group and you want to be auto approved, so like you don’t want to see any join request, any user who wants to join this group can join. So that setting also can be done. we will talk about this later in our next tutorial. If there are any question regarding tutorial, you can always comment and ask me question we will reply.
As videos are best way to learn/understand anything, But still you are little confused then please follow the below steps provided with screenshot:
For updating settings or info of group, you need to open the Groups console from admin dashboard.
Open the group profile by clicking on group name. and click on Access settings tab.this will redirect you to groups settings page of that particular group.
In this page you can see members section. we will going to discuss the manage members setting of the groups.
There you can see many options like All members, Invite members, Direct add members, outstanding invites, join requests.We will go one by one.
All Members:Here you can see all members of that particular group with his role, email address, delivery setting, joining date, and posting permission setting.
Invite members : Here you can invite users (who are not in the group) by putting email addresses(you can put more than 1 user by separating the email addresses with comma) in first box. and type invitation message in the 2nd box.
Direct Add member : Here you can add members(here also you can put more than 1 user by separating the email addresses with comma) directly without sending any invitation to them.Just put email address of the users whom you want to add and click on add.
Outstanding Invites: In this page you can see the status of sent invitation to join this group.
Join request : in this page you can see the requests sent by users to join this group and you can approve or reject as per your requirement.