Comparing Contact Groups and Google Groups in GAFE Domains

Google Contact Groups

Google Groups

Who can create?

Individual users

Domain administrators and/or individual users (depends on your domain setup)

Can they be shared?

Yes, but it is a multistep process.

A user needs to export their contact list as a Google Contacts file or CSV file and share it with another user who then imports it.

Yes - a Google Group email address is generated and can be used to share documents, resources, calendars and sites.

The email may be shared in the global address directory for your GAFE Domain.

Updating

If a user updates a contact group, the group is NOT updated for any other members.

Updates to members apply to all documents, resources, calendars and sites that have been shared with the group immediately.

Documents and Drive

Best used for:

  • Documents where different users need to have different levels of access.

Best used for:

  • Documents that you want to be able to change sharing permissions for a whole group quickly - i.e. give a class access to a document for co-editing during class time, but change back to view only access at the end of class. Using Google Groups means only changing the setting once, instead of for each student in your class.
  • Documents/folders that different people may need access to over time. This means that you won’t need to go change the sharing permissions on individual document each time a new person joins or leaves a team/network/staff/class.

Calendars

  • Must add individual users one at a time.  This can be tedious for large groups and if membership of the group changes over time.
  • Can share a calendar to a Google Group, thus giving every individual user in the group access to the calendar.
  • If some members of the group require elevated permissions, add them as individuals. The highest level of access will apply, whether that access is granted to the individual or the group.

Sites

  • Must add individual users one at a time.  This can be tedious for large groups and if membership of the group changes over time.
  • Can share a Google Site to a Google Group, thus giving every individual user in the group access to the site.
  • If some members of the group require elevated permissions, add them as individuals. The highest level of access will apply, whether that access is granted to the individual or the group.

Emailing

Groups are specific to each user’s Contact Group. Recipients cannot opt out of receiving updates.

Group email address will send an update to all members of the group. Individuals can change their notification settings to not receive any updates if they prefer. 

Access

No individual has access to all correspondence among members of a Contacts Mailing List

Group members have access to all messages sent to or replied to the group email address. Messages are made available on a web page, and can be embedded into another website, or made public if desired.

Google Classroom

What will happen?

What will happen?