Learn about BCPost, BC's mailing list service (aka a listserv), and Campus Groups, which can enable filesharing via web-based collaboration. For support with existing group email accounts, contact the BC Help Center at 617-552-HELP (4357).
Collaborative Email Options
There are two collaborative email options:
- Collaborative Inbox (in Google Groups)
- Shared Mailbox Account (aka group account)
To determine which option is best for your group, please discuss with your TC or the Help Center.
You can create a Google Group and use it as a collaborative inbox. The collaborative inbox gives you many useful features, such as assigning incoming messages to group members, tracking status, and categorizing posts so they're easy to find later.
A shared mailbox (aka group account) may be used for managing departmental correspondence and general inquiries (e.g., email@example.com, firstname.lastname@example.org, etc.), but there are some restrictions (see below). Shared mailbox policies and restrictions (based on BC’s agreement with Google):
- Only one person can “own” the account. They alone have the password and are responsible for the account. Anyone else needing access would be set up as a delegate. Learn more about delegates. How to set up Gmail delegation (video by Google).
Security Note: Sharing passwords with others is not secure. If Google detects multiple logins from different devices at the same time, it will assume the account is compromised and suspend it. Please give anyone who needs access to the account delegate access.
- The “owner” of the shared account should set up Google 2-Step verification with multiple verification methods (and at least include a department phone).
- You cannot use a shared mailbox for sharing files in Google Drive. Instead, contact your Technology Consultant to request a Google Shared Drive.
Frequently Asked Questions
BCPost (Listservs) & Campus Groups
BCPost is Boston College's mailing list service, which is managed by Sympa mailing list software. A mailing list, also known as a listserv, is an email-based discussion group that allows members to send an email message to a group of people using a single address. When you post (send) an email to a listserv, your email is sent to all of the other people on that listserv. A listserv can be restricted, which means that only people approved by the list owner can join the list. A listserv can also be monitored, which means that all posts to the list must be approved by the list owner before being posted to the entire list.
BC Post Support
Campus Groups can be used to define a group of people that is available for emailing and for access control. Access control can include filesharing via web-based collaboration and website security. If you are a student or instructor, Campus Groups auto-generates Course and Advisee Address Groups for you. You can share groups you create with other BC community members. Campus Groups is updated automatically and contains the most up-to-date student, faculty, and staff information.
Campus Groups are a good option if you need to use the group for functions other than just email. However, Campus Groups do not have all the functionality of listservs, e.g. postings cannot be restricted and/or moderated.
Note: Campus Groups can only include BC addresses. If you want to create a group that includes non-BC email addresses, create a listserv mailing list.