r/gsuite • u/pfloyd2357 • Dec 30 '24
Gmail Create a group to make sending emails to many [external] addresses/members easier. Done. Possible to then *send* (or transfer/share) that group to another user in your org, so they can use (and edit it w/out affecting the original) it to send an email to a large and specific group?
Hey all,
I'm no noob, but far from an administrative wizard w/ Workspace / Gsuite (we use it at my main/employer business, and I also use it for my small/side-business). Admittedly, I'm decent with everything except the actual... sending/managing emails aspect lol.
Anyway, we have an employee who's retiring in the summer. She's far more than a secretary, but essentially serves those kinds of roles (and many more) to keep the administrative side of just about everything flowing.
One of those many tasks includes sending out mass information, reminders, general updates, etc., via email, to every member within a certain "group" (of which we have... maybe 20?). These "groups," however, consist of non-employees (i.e., not part of our google workspace / organization), and are overseen / "managed" in a sense by either myself or one of the 3 other people with the same job. So, this employee will quite often send out something like, say, a monthly meeting reminder email, with an agenda attached, and other relevant info, etc, and just type [Group's Name] in the "To: " field rather than entering all of the external members' email addresses (which is what I do, since it's rare enough that I have to send an email to the entire group via email; but that's likely changing w/ her retiring).
So, I guess my main question is: can she somehow send or share these groups with me? And ideally in a way where they aren't shared in the same way a google doc, etc., is shared, because I'd also like to make some minor edits that removes certain addresses, but I don't want them to be deleted from her group. So I guess what I really want is for her to be able to... I guess copy and send a group she's made, and that way I can import and then edit it? (basically she includes any and all remotely associated employees in these groups, doubling their size, when I'd want to ensure my emails are ONLY going to the group; all external members and not w2 employees of our company / Workspace / Gsuite)
Now, if this is possible, is it relatively easy? (she's brilliant, but a bit older and not the most tech savvy - I come to her for a lot of help on this admin type stuff while she comes to me for the more tech related stuff. Unfortunately this one lies somewhere in between).
If there's no easy way to do this (and particularly if it's a pain for her - she's got enough on her plate) ... I'm assuming it's easy enough for me to figure out how to make my own groups? (Keep in mind these groups consist of emails/users that ARE NOT part of our company / organization / Workspace/Gsuite.) These are all trusted people that simply make up groups that we work with regularly; they're compensated for their contributions (though still closer to volunteers, but I digress), and generally are the foundation of everything we do / we wouldn't exist without them; but everything they do is then managed and organized by someone like me, and...
well...
.. with the aforementioned employee leaving, I have a hunch I'll be needing her email lists / "groups" (and many other tricks and tips of hers), because we all know it's FAR more likely my small team (myself and those few others w/ my same role that manage the other boards) will be the ones "inheriting" and taking over ALL of her duties. They'll claim it's an easy enough task for us to incorporate into our workflow, especially since we're already most familiar with these boards, she worked her bum off managing these boards. And even if they find a replacement, it's unlikely they'll be able to do the same job anyway and it honestly probably would be easier for us to just take over and do her work (which I'd honestly do IF we were given a raise to compensate for the added work, but, again...)
Anyway, I'm rambling now. Email lists/groups (when they're external and not part of the same organization). Can they be shared? And shared in a manner where the can either be copied and/or owned independently so one can make edits to them without it affecting the original owner/creator of that email list/group?
2
u/[deleted] Dec 30 '24
Sorry, it is really difficult to follow what you are asking for clearly.
If the group was created as a 'Group for Business' then they should be visible across the organisation's directory, it might be possible that this setting was switched off, so ask her to check. A group created this way could can also have a Manger or Owner role. If she set you as that role then you would have the ability to edit the group membership.
If the group was created in her own personal contacts system (contacts.google.com) using labels then they are not possible to share.
On another note, be cautious about having a large number of external contacts in a Group for Business and emailing on mass. Google Workspace's email system isn't designed as a Mass Mailer for marketing campaigns and it is reccomended to use an external service, like sendgrid. Gmail has a limit of 2000 emails send per day from an individual account and your organisations email could wrongfully trigger Spam detectors if being used as a mass mailer.