Group Accounts

Q: What will happen to group/organization email accounts in the switch to Google Apps?
A: If you had access to a group account (e.g. library@simmons.edu) before the switch to Google Apps, then during the pre-migration process, the manager of that group account will designate what users should have access to the group account. After migration, you should be able to access the group account by clicking on your name in the upper right-hand corner of the Gmail screen and selecting the group account from the drop-down menu that appears. The name that will appear in this drop-down menu will be the name of the group account that you have access to.


Q: Why is there not just a separate Google Apps account for groupaccount@simmons.edu that I can log into?
A: We have chosen to handle group email accounts in this manner due primarily to security concerns and to bring our process in-line with industry best practices. With a group account that has a single shared password, there is a higher chance of the password being compromised, as the password is usually written down and shared between multiple users. Additionally, if a group account were to be compromised, the password would need to be reset, which requires that everyone who accesses the account be informed of the password change, which could potentially impact access to the account for some people. In addition to increased security for group accounts, there is also the added convenience of only having your own password to remember.

Q: Do groups/organizations accounts get access to the entire core suite of Google Apps?
A: Group accounts will only have access to Gmail in Google Apps. All other apps should be used via personal accounts and shared to other accounts as appropriate.

Q: How do I request access to a group email account, or add someone who needs to have access?
A: Please call the Simmons College Technology Service Desk at 617-521-2222 or visit us at http://servicedesk.simmons.edu/getsupport/general.

Q: I used to have access to groupaccount@simmons.edu and now I don’t. How do I get access again?
A: Please call the Simmons College Technology Service Desk at 617-521-2222 or visit us at http://servicedesk.simmons.edu/getsupport/general.