In many instances, volunteers will either take on multiple roles within the PTA or share a position with another volunteer. To ease communication in these situations we use committee email addresses, which are also especially helpful in volunteer succession.
How will committee members collaborate?
Each office or committee will have its own email address, whether they are one person or multiple. These addresses may always be found on our directory.
As an example, an email sent to firstname.lastname@example.org will be received by all members of the grounds committee at their individual PTA accounts.
Committee colleagues will also be able to take and assign conversations as needed. All committees will have this ability, by using their committee address as a collaborative inbox.
Why use a committee address for only one person?
1. This will ease handoffs from year to year. An outgoing officer can remain in the group as long as necessary to aid their successor's transition.
2. Officers will be able to view prior years' messages, another tool to ease transitions.
Questions? Email us at email@example.com
Sending email from your committee address
At times, PTA volunteers will want to send emails out from their office or committee's address. This is especially the case when the volunteer wants their committee colleague to receive any replies.
Example: Treasurer sends email from firstname.lastname@example.org to Presidents at president@. In turn, President replies to finance@ and email is received by Treasurer, Check Writer, and Deposits Committee.
This can be achieved by doing the following:
Go to Gmail and log in with your PTA credentials.
Click the gear icon in the upper-right and then click See all settings.
Click Accounts and click Add another email address in the “Send mail as” section.
Enter the email address of the Google Group, leave Treat as an alias checked, and click Next step.
Click the Send Verification button to receive an email confirmation. This message will go to the Google Group.
Close the window.
Return to your Google Group (or your Gmail inbox if your Google Group subscription is set to email you) to click the verification link. Click the Confirm button when prompted.
Now when sending new messages from your Gmail account, you can select either your Gmail account or your Google Group email address as the sender in the From field.
In order to send messages from your committee address while using your mobile device, we recommend downloading the Gmail app (iOS, Google). This function is not available from within an iPhone's standard Mail app.