At Biola, there are three options for sending and receiving emails as a department or a group. Whichever method you choose, to create the shared email account for your office or department, you will need to contact the IT Helpdesk at it.helpdesk@biola.edu or by calling 562.903.4740.
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Currently, only IT administrators can create new Google accounts or Groups. If you need a new department account or group, please contact the IT Helpdesk at it.helpdesk@biola.edu or by calling 562.903.4740. |
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Department and Group Email Services
Department Google Account
This is a standard email account in Google with a single owner, who can delegate access to other group members. Please note that these delegates can only access Gmail. Other Google Workspaces apps (such as Google Drive and Google Calendar) are not available to delegates, and only the primary account owner can access them.
The department account owner creates the account password and manages 2SV for the account. This password may not be shared with anyone.
Google Group Collaborative Inbox
Collaborative inboxes allow a set group of users to receive messages to a shared email address. In additional to sending and receiving email, you can choose to treat messages as tasks and assign them to group members to handle.
Google Group members access the Group through their personal Biola Google account, and do not need to know a password or set up 2SV for the Google Group. Google Groups do not provide access to other Google Workspace Apps, like Drive or Calendar.
Google Group Mailing List
The most basic Google Group is simply a list with at least one user. Everyone in the group will receive any emails sent to the mailing list's email address. Mailing list managers may also send messages that appear to be sent from the mailing list email address.
Google Group members access the Group through their personal Biola Google account, and do not need to know a password or set up 2SV for the Google Group. Google Groups do not provide access to other Google Workspace Apps, like Drive or Calendar.
Comparing Options
Deciding which group email solution is right for your department or group is important, but it can also be confusing. This chart will help you determine which service is right for your department or group:
Which Option Is Right for You? | Department Google Account | Google Group Collaborative Inbox | Google Group Mailing List |
Summary/Description | A standard Google account, managed by a single individual. Can be delegated to additional users. | A collaborative inbox for receiving and sending email, accessible by a group. | A list of users who will each receive messages sent to the group address. |
Can have multiple owners/managers. | No. Every Google Account must have a single, primary owner. Additional users may be delegated. | Yes. Google Groups may have multiple managers. | Yes. Google Groups may have multiple managers. |
Requires a password and 2SV. | Yes. The account owner creates the password and manages 2SV for the account. This password may not be shared with anyone. | No. Google Group members access the Group through their personal Biola Google account, and do not need to know a password or set up 2SV for the Google Group. | No. Google Group members access the Group through their personal Biola Google account, and do not need to know a password or set up 2SV for the Google Group. |
Receive email to a shared email address (e.g., department@biola.edu | Yes. | Yes. | Yes. |
Respond to email sent from outside users | Yes. | Yes. | No, not by default. |
Send email (with the email address listed as the sender) | Yes. | Group members can choose to send as the group when composing messages in their personal Google account. Note: Sent messages cannot be seen from the collaborative inbox. | NoYes, for Group managers only. |
Sort and archive email in labels (folders) | Yes. | Yes. | No. |
Assign emails to other group members (like tasks) | No. | Yes. | No. |
Filter email by tags | Yes. | Yes. | No |
Share a calendar with group members | Yes. | Yes. Note: Calendars can be shared with a Group, but they cannot be created by the group account. | Yes. Note: Calendars can be shared with a Group, but they cannot be created by the group account. |
Manage group membership | Yes. The account owner delegates access to the account. | Yes. The group owner adds members to the inbox. | Yes. The group owner adds users to the mailing list. |
Create a mailing list of users for sending regular emails | No. | No. | Yes. |
Google Drive access. | Only the account owner can access Google Drive. For multiple users, A Google shared drive is recommended. | No. However, all Google Group members can be added to a Google shared drive. | No. However, all Google Group members can be added to a Google shared drive. |
Requires IT setup | Yes. Once the account is created, the account owner will be able to delegate access to additional users. | Yes. Once the Google Group is created, the group manager can update membership. | Yes. |