How to Send an Official Notice Using Gmail

Google Groups for Official Notices

Members of senior staff and their executive assistants can use the email addresses below to send official notices to faculty, staff, students, retirees, and others. Please note that you should add “OFFICIAL NOTICE:” to the subject line of all messages that are deemed official notices.

These groups are:

• official-notices-administration@colby.edu
• official-notices-faculty@colby.edu
• official-notices-employees@colby.edu
• official-notices-instructors@colby.edu
• official-notices-retirees@colby.edu
• official-notices-staff@colby.edu
• official-notices-students@colby.edu
• official-notices-class-of-2018@colby.edu
• official-notices-class-of-2019@colby.edu
• official-notices-class-of-2020@colby.edu
• official-notices-class-of-2021@colby.edu

Note:

• There are other Google groups available for routine notices that aren’t official. For a full list of Google Groups available contact the Office of Communications.

How to Send an Official Notice to a Google Group Account

Create Email:

1. Open the Google email application.

2. Type the Google Group email address(es) in the “To” field.

3. Type “OFFICIAL NOTICE:” followed by a subject in the “Subject” field.
       (e.g. "OFFICIAL NOTICE: A Remarkable Gift for Colby’s Arts and Innovation Center.")

4. Create the message of the email in the body section or you may copy and paste it from Word or a Google Doc.

5. Proofread and edit as necessary.

6. Send.

Notes:

• When you send the message, it won’t appear in your Inbox (unless you are a member of that group) but will appear in the Sent Mail folder. You can confirm it was sent by checking Archives. See information on Archives below.
• You will receive messages to the Google Groups of which you are a part (e.g. employees). If you are an employee sending it to faculty, the message won’t appear in your inbox. However, messages are archived. Instructions for looking at message archives are below.
• If you are not allowed to post emails to the selected group, an error message will bounce back indicating that you need to be granted permission. Please contact the ITS Support Center (Ext. 4222 or support@colby.edu) for further assistance.

Archives:

• We archive all messages sent to the groups identified in this document. To see archived messages, go to groups.colby.edu, click on the respective group, then see if the message you sent is listed there.