Departmental Email Address
A Departmental Email address is the best way for others to write to an entire department rather than to individual members (for example, firstname.lastname@example.org). All staff in the department can have access so that more than one person can read and respond to incoming email.
Managing Departmental Email Delegated Access
If you need to add or remove delegated access for a user, you have two options.
- Log in to the account directly.
- Go to http://mail.drew.edu in an incognito or private browsing window (instructions for all popular browsers can be found here).
- Log in using the departmental username (for example, stuactiv) and password. If you do not know the departmental account password, please contact the University Technology Service Center at 973-408-4357.
- Once you are logged into the departmental email, please follow Google's mail delegation instructions.
- A Google domain admin can do this for you if you contact the University Technology Service Center at 973-408-4357 or via email at email@example.com with the usernames (or email addresses) of the people whose access needs to be adjusted.
Departmental Email Address Features:
- One inbox which all members of the department who have been granted delegated access can see.
- Email sent from this address will list both the department name and the sender's email address. For Example: Instructional Technology and User Services (sent by firstname.lastname@example.org)
In an effort to reduce the many potential complications from too many email addresses, please consider carefully all new email account requests.
- Google offers features with labels and filtering that could prove very useful in a departmental account. Additionally, the tip at this post could help you automate organization by directing, for instance, vendor email to email@example.com and creating filters for all Moodle emails to go to our Moodle label. (Please note: The tip about dots will not apply to your departmental accounts; only the +.)
- Certain situations may be better suited to an alias than a new account. An alias is simply an alternate email address for receiving email. This solution applies in situations where offices change names over time (Business Office > Student Accounts; emails addressed to both firstname.lastname@example.org and email@example.com can go to the same inbox), but might also apply to a use case in your office.
Requests for departmental email addresses must be made by the department head by opening a support ticket online or by calling the University Technology Service Center at 973-408-4357. Questions about which solution is best for your office can also be submitted to the Service Center.
Google Groups are most useful as a discussion board for group members. They also allow for easy file-sharing in Google Drive. It is possible to send an invitation to the entire group list.
- The group leader is added as the owner of the group. The owner is responsible for management of the group.
- The owner is responsible for adding and removing members. By default, when members are added, they will be set to 'All Email', meaning any posts that go to the group also get sent to the member's personal email address.
- Group members who want to send e-mails from the group address will need to link their personal mailbox to the group. Instructions are at https://support.google.com/mail/answer/22370?hl=en
With the exception of Google Groups for Student Clubs, which are managed by Student Activities, University Technology oversees the creation of groups for the Drew community. Requests for a Google Group must be made by the group leader by opening a support ticket online or by calling the University Technology Service Center at 973-408-4357.
Google Group Features
- Discussion board for group members.
- File-sharing and collaboration in Google Drive.
- Group Invitations to Calendar events.