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, regist@drew.edu). 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

• A Google domain admin can add or remove delegates if you contact the University Technology Helpdesk at 973-408-4357 or via email at helpdesk@drew.edu 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 with 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 gbartle@drew.edu)

In an effort to reduce the many potential complications from too many email addresses, please consider carefully all new email account requests.

Is a departmental email address right for my office? What other options are there?

• 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 ut+moodle@drew.edu 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 business@drew.edu and studentaccounts@drew.edu can go to the same inbox), but might also apply to a use case in your office.
• See below for more information about Google Groups.

Requests for departmental email addresses must be made by the department head by emailing helpdesk@drew.edu, opening a support ticket online or by calling the University Technology Helpdesk at 973-408-4357. Questions about which solution is best for your office can also be submitted to the Helpdesk. Please provide the following information:

• Desired email address
• A minimum two word name for the account
• The email addresses of those who should be granted delegated access
  
• The purpose of the account (so that we can recommend an alternative if a different solution will better meet your needs)
• Do you intend to use Google Drive files with this account? If so, please review the information about Shared Drives as that solution will be set up with the delegates identified as managers. 

I was given delegated access to another Drew email account. How do I access it?

1. Navigate to mail.drew.edu.
2. Log in to your regular Drew account if prompted.
3. Click on the Drew logo in the top right (with your profile icon or initial) to expand the menu.
4. Under "Manage your Google Account", you will see listed any of the other email accounts you have delegated access to. Click on the one you need and it will open in a new tab.

Please note: You cannot access delegated email accounts using a mobile phone app or any third-party email software such as Outlook or Thunderbird.

Google Groups

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 a calendar invitation to an 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 each member's Drew email address.
• Group members who want to send emails from the group address will need to follow Google's instructions, which 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 emailing helpdesk@drew.edu, opening a support ticket online or by calling the University Technology Helpdesk at 973-408-4357.

Google Group Features

• Discussion board for group members.
• File-sharing and collaboration in Google Drive. 
• Group Invitations to Calendar events.

Reviewed 5/31/23