Google: Transition an Existing MCommunity Group to a Shared Account

Environment

MCommunity, Google Shared Accounts

Issue

I would like to transition my existing MCommunity group into a Google Shared Account. Is this possible?

Resolution

Yes, it is possible to transition an existing MCommunity group into a Google Shared Account to perform specific tasks, such as:

  • Access an email inbox associated with the group email address
  • Send email from an email inbox
  • Assign delegation to an email inbox

There are several important changes to be aware of when transitioning the group into an account. Before completing the Shared Account request form, ensure you understand the following:

  • Shared Accounts cannot be used to share access to items in Google with members of its associated MCommunity group, including:
    • Files/folders in Drive
    • Events/meetings in Calendar
    • Group/resource calendars in Calendar
  • To create a Shared Account as a Google account that can be logged into and receive email, the MCommunity group membership can no longer sync with U-M Google. This means:
    • Sharing files with the group will only share files with the Shared Account itself (not the group members)
    • Inviting the group to a calendar event will only invite the Shared Account (not the group members)
    • Sharing group/resource calendars with the group will only share it with the Shared Account itself (not the group members)
    • (Shared Account owners would need to log in to the Shared Account directly to access the shared files, events, and calendars.)

If you use an existing MCommunity group to share files with group members and/or invite group members to calendar events or group/resource calendars in Google, you should NOT use this existing group to create a Shared Account. Doing so will cause all group members to lose access. Instead, when filling out the request form, choose to create a new MCommunity group specific to this account (select "New MCommunity Group").

If you understand the repercussions and would still like to transition your existing MCommunity group into a Shared Account, you should complete the Shared Account request form, select "Existing MCommunity Group" when prompted, and use the existing group.

Additional Information

Emails sent to the Shared Account are also still delivered to the members of the associated MCommunity group.

Need additional information or assistance? Contact the ITS Service Center.

Print Article

Related Articles (1)

Google: Request a Shared Account
This article provides guidance for requesting a U-M Google Shared Account.

Related Services / Offerings (2)

ITS-Google at U-M
This service is software bundle that includes the core Google Apps of Email, Calendar, Docs, Sites, Contacts, and Chat as well as over 40 other apps designed to improve collaboration.
ITS-MCommunity Directory
This service is a directory of people and groups at the University of Michigan. All current members of the U-M community have profiles in the MCommunity Directory. This includes faculty, staff, students, retirees, alumni, and sponsored affiliates. Anyone who has a profile in the directory can create groups in the directory. It is an an enterprise directory; it covers the entire university. It is part of a larger identity management system that allows the university to know who is and is not a member of the U-M community so that central offices—as well as departments, schools, colleges, and campuses—can grant and remove access to their online resources as needed and appropriate.