When to use this KB
Use this guide if you are replacing a Listserv list with a Google Group. This article explains when to create a Dartmouth-owned or personal (community) Google Group, how to set it up, and how to configure key settings like membership and moderation.
Overview
As Dartmouth phases out traditional Listserv lists, Google Groups provide a modern alternative for managing group communications. The type of Google account that owns the group depends on its purpose and intended audience.
Dartmouth Business or Oversight Use
- If the list supports Dartmouth-related communication or operational business (e.g., academic departments, committees, student organizations recognized by the College, or administrative functions), the Google Group should be created and owned by a Dartmouth account with a NetID.
- Ownership ensures proper oversight, data governance, and compliance with institutional policies.
- The group must use a @dartmouth.edu address and have at least one active Dartmouth employee or student as the owner.
- To create such a group, sign in with your Dartmouth NetID account at https://groups.google.com and click Create Group.
Community or Non-Dartmouth Communication Use
- If the list serves a broader community audience (e.g., professional associations, local interest groups, or regional clubs) and is not directly tied to Dartmouth’s mission or business operations, it should be created and owned using a private Gmail account.
- This prevents non-Dartmouth communications from being subject to institutional data policies and ensures continuity outside Dartmouth systems.
- To create such a group, log in with your personal Gmail account at https://groups.google.com and click Create Group.
Important Distinctions
- Dartmouth-owned Google Groups = for official or internal College communication, created with a NetID account.
- Privately-owned Google Groups = for external or community-based communication, created with a personal Gmail account.
- Groups created with personal Gmail accounts will not appear in Dartmouth’s directory or be supported by Dartmouth IT.
How to Create a Google Group
- Go to https://groups.google.com and sign in with the appropriate account (Dartmouth or personal Gmail).
- Click Create Group.
- Enter a Group Name and Group Email Address.
- Provide a brief description of the group’s purpose (this helps members understand the context).
- Click Next to configure privacy settings:
- Who can join the group: Choose “Only invited users” for closed membership or “Anyone on the web” for open discussions.
- Who can view conversations: Typically “Group members” for internal lists or “Anyone on the web” for public community lists.
- Who can post: Commonly “Group members,” but this can be adjusted later for announcements-only lists.
- Who can view members: Usually “Group managers” or “All members.”
- Click Create Group when finished.
Configure Moderation and Permissions
After your group is created, you can adjust settings to match your desired level of control and communication style.
Common Configuration Options
- Membership Approval: Under Group settings → Membership, set whether users can request to join and whether managers must approve new members.
- Posting Permissions: Under Group settings → Posting policies, choose who can post. For announcement-only lists, limit posting to “Group managers.”
- Message Moderation: Enable “Moderate messages from new members” or “Moderate all messages” if you want posts reviewed before distribution.
- Welcome Message: Add a welcome message under Group settings → Member management to orient new subscribers.
- Archiving: Enable conversation history if you want new members to see past discussions.
Tips for Transitioning from Listserv
- Export your Listserv subscriber list and import it into the Google Group using the “Add members” option.
- Consider whether your Listserv had an “open post” policy — you may need to enable similar permissions for your Google Group.
- Test sending and moderation behavior before notifying members of the transition.
Support and Questions