Admin Guide: Google Groups

For whoever has Google Admin access

1. Setting Up a Group

  1. Go to admin.google.com
  2. Left sidebar → Directory → Groups
  3. Click Create group
  4. Fill in:
    • Name: OEFF Films (or OEFF Hosts)
    • Email: films@oneearthfilmfest.org
    • Description: e.g. "Filmmaker communications"
  5. Click Next

Access settings

Configure so external people can email in, but only team members see threads:

Setting Owners Managers Members Org External
Who can contact group owners ✓ ✓ ✓ ✓ ✓
Who can view conversations ✓ ✓ ✓
Who can post ✓ ✓ ✓ ✓ ✓
Who can view members ✓ ✓ ✓
Who can manage members ✓ ✓
Key: "Who can post" must include External so filmmakers/hosts can reply. "Who can view conversations" should be Members only.

Click Create group. Takes ~5 minutes per group.

2. Managing the Group

Enable "send as":

  1. Click into the group
  2. Settings → Posting policies
  3. Enable: Who can post as the group → select "All members"

Test it:

  1. Compose from Gmail
  2. Click "From" → select the group address
  3. Send yourself a test

3. Adding Users

  1. Click Members → Add members
  2. Add team members who need access
  3. Set roles:
    • Manager — can send as group + manage members (core team)
    • Member — can view threads and reply

4. Getting Users Set Up

Once you've added someone, share the setup guide so they can configure their Gmail.

The guide covers: