Groups in Google Apps

Training Home Google Apps Education Mail Calendar Docs Sites Other Tools Module 4: Docs > Chapter 2: Sharing, Privacy, Printing & Publishing Table of Contents Previous Chapter: Introduction to Google Docs » Chapter 2: Sharing, Privacy, Printing & Publishing Online collaboration Share and access docs in your school Share docs outside your school Share and access docs with groups » Groups in Google Apps Google Groups Shared collections with individuals and groups Advanced sharing permissions Email docs as attachments Publish docs to the web Embed docs into a blog or website Print options Next Chapter: Documents As reviewed previously in the section about sharing and accessing docs within your school, you can easily share with Groups created in Google Apps just as you would with an individual. If members to those groups are added or removed, their access to the document will also change accordingly. This is useful if you want a certain group, like faculty, to always have access to document. As faculty leave or join, you can modify the group and know that the right people will still have access to the document. Review Module 1, Chapter 3 for more information. To share documents with a Group created in Google Apps, follow these steps: Open the doc you want to share. Click Share in the upper-right corner of the doc. At the bottom of the Sharing settings window, under 'Add people,' type the email addresses of the single group alias you want to add as a collaborator. To the right of the group name, choose 'Can view' or 'Can edit' from the drop-down. Two quick options to consider (to share with default settings, feel free to skip this note): By default, people who can edit your doc will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share. By default, everyone you share doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send notifications' box. They'll have access the next time they sign in. Click Share. Please note: When you share the document with a group email alias, they will need to first open the document before it will appear in their doclist. Once they open the document, it will always appear in their doclist. You can share the document URL in an email, post it on a website, or send it in a chat. If you are often sharing documents with the same group, you might want to consider using a shared folder. If you selected to have an email notification sent, all the individuals in the group will receive an email message with a link to the shared document: Once they open the document, the document will stay in their doclist.