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Adding Emails & Groups

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Jakub Jurových edited this page Mar 2, 2016 · 3 revisions

Often, Hackers at Cambridge members will need email addresses to contact the outside world. When this is the case, we can give them one through Google Apps.

It is very straight forward to do this under users on the users page on the Google Apps admin console. It is important to only add users to the hackersatcambridge.com domain. Any other domains you want people to have access to (e.g. hackcambridge.com) should be added as aliases.

At present, we are using Google Apps for Work (paid) which means we want to add emails only when it is necessary. As we use different technologies for internal communication, it is not necessary to add everyone to Google Apps. In the future, we hope to be approved for Google Apps for Nonprofits (free) which means we won't have to place limits on accounts.

We have to pay for each user, so the number of users is limited. Until we move away from Google Domains, you will need to ask Jakub to increase the number of users.

Groups

The only accounts and inboxes that should exist are those for real people. If we want an outwards-facing email address for a context (eg sponsors@, team@, etc...), this should be done through groups. This will allow for a collaborative inbox that can have arbitrarily many people associated with it (and the groups UI if we ever want to use it).

So whenever we want a new outwards facing, role-based email address:

  1. Add a new group with a descriptive name
  2. Assign it an email address (at an appropriate domain), give it aliases if necessary
  3. Add owners and members as people who manage it and receive emails when it is posted to
  4. Allow the outside world to email to it. This is done by setting the "allow post" permission to public

Make sure to give it a quick test from an external email address so we know everything is working correctly.

[email protected]

This inbox will stick around for a while and is from an era when we did not obey the principle above. Log into it when you need to retrieve old emails. Eventually we will export the data somewhere else.

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