Information TechnologyEmail > Creating A Contact Group

Creating A Contact Group
Gmail Groups will enable you to create Gmail Contact Groups with student e-mail addresses through groups created by you via the web; through batches created from reports in the Patriot system; or through specially created batches created by IT.

Gmail Groups can be used to quickly send e-mail to:
  • Individual students in any of your groups,
  • All students in one of your groups, and
  • All students in all of your groups.

From the Create a Gmail Contact File link within Sentry Secured Services, you can download a Gmail group file. You simply import this file into Gmail Contacts and all of your groups are ready for you to use.

Follow the instructions below to create your Gmail Groups.

Creating the File

You may create a Gmail Contact Group from a group/batch using this application. The group/batch may be created from:

  1. A Patriot Report or Batch Process
  2. An IT Request for designated students
  3. Through this application
The Gmail Contact Group may be imported into the Gmail Contacts.
  1. Go to http://www.rmu.edu/faculty and log into Sentry Secured Services.
  2. Select Create a Gmail Contact File
  3. If you do not wish to modify your group/batch:
    1. Select the group/batch name from the list of your available groups/batches below OR
    2. Enter the name of an existing group/batch name in the Group textbox below
  4. If you wish to modify a group/batch:
    1. Select the group/batch name from the list of your available groups/batches below OR
    2. Search for group/batch name that does not appear in the display list
    3. Add/Delete students as appropriate
  5. If you wish to to create a new group/batch:
    1. Enter your desired group/batch name in the "Group" textbox below
    2. Add students you wish to include in the group/batch
  6. Click "Create a Gmail Contact File" link
  7. The Gmail Contact Group Name will default to the name of the group/batch. Optionally, you may rename the Gmail Contact Group Name by entering a group name in the "Group Name (Optional)" text box
  8. Click "Export to CSV" and save file to desired location
  9. For more detailed instructions, click Here
  10. Click Export to CSV button and then click Download on the pop-up window. Depending on the browser you are using and its settings you may be asked to Save or Open the file. Save the file. If you do not know where the file is saved (your download default location) then you should open the file and save it in the location of your choice.
  11. After the Download is complete click Cancel to close the pop-up window.

Importing the File into Gmail Contacts

  1. Login to your RMU Gmail account at: https://www.google.com/a/rmu.edu
  2. Click "Contacts" in the top navigation bar above the RMU logo.
  3. Click "Import" on the right-hand side of the window, click Browse to select the file that you downloaded in step 4 above and click Open.
  4. Click Import. The Groups will display under "My Contacts".
    Note: Prior to importing, if you have imported these Groups previously, you must delete the Groups from Gmail Contacts before you import again. The import merges with the existing Groups so students who aren't in your group anymore will not be removed from their Groups.

More information: http://mail.google.com/support/bin/answer.py?hl=en&answer=14024

Updating Groups

Make sure you regenerate your Groups often, especially in the beginning of your courses, to account for students who add, drop or withdraw from courses.

  1. Open Gmail Contacts and click on "more" - "Contacts" in the top navigation bar above the RMU logo to see your current Gmail Groups.
  2. Click on a Group under My Contacts and select "Delete group" on the right-hand side of the window. Repeat for every Group which you will be uploading.
  3. Follow the steps above to download and re-import the Groups again.

Sending E-mails to Groups

  1. Open Gmail
  2. Click Compose Mail
  3. Enter the group name in the To:, CC: or BCC: field. BCC is recommended because it hides the student addresses and prevents "Reply All".
  4. You can also select recipients or groups from the contacts and click "mail" to send a message.