Creating Public Groups in OWA
OWA has a new feature that lets faculty and staff members create “Public Groups.” Public groups are distribution lists which give members the capability of sending e-mail to all group participants. These differ from the contact lists you may be familiar with in Outlook because they establish an actual e-mail address for the group.
* A group named “mathprofs” might be created for Math Professors to communicate with each other and share departmental information.
* A group named “bwcycle” could be established for faculty and staff members who are interested in bicycling to share schedules and events.
To Locate the Public Groups Feature in OWA:
* Log in to OWA (http://owa.bw.edu) with your user name and password.
* In the upper right corner, below your name, click on the “Options” pull down menu.
* Click on “See All Options.”
* Choose “Groups” from the menu on the left.
You will see “Public Groups I Belong To” and “Public Groups I Own” with the display names and e-mail addresses listed for each.
Public Groups I Belong To: Shows a list of the groups you already belong to.
*Click on the “Join” icon to view a full list of all groups that exist.
Highlight a group you are interested in and click “Details” to learn more. One of three messages will appear, depending on the group owner’s settings:
Requests to join are automatically approved
Requests to join are automatically rejected
Requests to join require approval
* To leave a group you are currently in, highlight the group name and click on the “Leave” icon.
* Type a name or key word into the “Search Groups” box to find a group you may be looking for. (Note: Only groups with open enrollment will be displayed.)
Public Groups I Own:
Shows a list of groups you have created or for which you share ownership.
* To create a new group, click on the “New” icon; choose the members and settings you desire.
- Choose a “Display Name” for the group. This is the name that will show up in the list of group names. (Note: The letters “DL” will show up in front of the group name indicating it is a Distribution List. Ex: DL_mathprofs.)
- Choose an “Alias” for the group. This is what will become the actual e-mail address for the group. (Note: No spaces can be included in the alias. Ex: email@example.com.)
- Add a “Description” of what the group is.
- Determine “Ownership” by adding additional owners, besides yourself. (Note: The owners of a group have control over management and settings.)
- Establish “Membership” by adding the members you desire from the B-W Global Address Book. (Note: Membership is limited to B-W faculty & staff.)
- Decide on “Membership Approval” (open, closed, or owner-approved).
- Click on “Save” and you’re done!
- Highlight any group in your list and click on the “Details” icon to review/modify the settings or members for the group.
- To delete a group you own, highlight the group name and click on the “X” icon.
NOTE: At this time, the function of creating a Public Group is only available in OWA. However, once a group is established, the e-mail address for that group may be utilized within your Outlook e-mail, as well. For example, you could send an e-mail in Outlook to: firstname.lastname@example.org (the sample group created above) and reach all the members of the group. Mail received from one of your Public Groups is also available via Outlook or OWA.