Committee Addresses

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.

As an example, the Deposits team always consists of two volunteers - one who makes check deposits in odd-numbered months, and the other in even-numbered months.

How will committee members collaborate?

Each office or committee will have its own Google Group, whether they are one person or multiple.

As an example, Paul and Rose are no longer sharing the PTAPresident@ account - it has been converted to rose.caudillo@ while PTAVicePresident@ has become paul.coleman@.

Together, they now have the president@ address/Google Group. If you need to contact both Paul and Rose, email president@supportabernethy.org - the message will get to each of them separately, and it won't matter who reads it first. They will each read the message at their own convenience and reply as necessary. There's also no more deciphering whether the email you just received is from Paul or it's from Rose.

Paul and Rose will also be able to take and assign conversations as needed. All committees will have this ability, by using their Google Group as a collaborative inbox.

What if I have multiple roles or belong to multiple committees?

Here's where using Groups will be especially useful for our PTA! Volunteers often wear many hats, and until now, that's meant multiple PTA accounts. But PTA officers can be part of as many Google Groups as they'd like or is necessary.

For example, Kate Sullivan is our new Fundraising Chair, which means she'll be involved in Annual Appeal, Tour de Ladd, Fund Run, and Auction.

Annual Appeal is co-chaired by Emily Moore and Julie Humsi. In the past, an email to PTAannualappeal@ would have gone to Emily and Julie at their shared account, and they'd have forwarded it on to Kate. How messy!

Going forward, an email sent to annualappeal@ will be received by Emily, Julie, and Kate - each at their respective PTA accounts. Any of those three will then be able to reply, either from their own PTA account or the annualappeal@ account.

Why use a group 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.

What about file sharing?

If you currently share a PTA account with someone else, please move any pertinent files from My Drive into a Shared PTA Drive. Once the account is yours and only yours, your co-chair will lose access to any files in the committee's My Drive. Relocating the files to a Shared Drive is a simple solution.

Questions? Email us at help@supportabernethy.org

Sending email from your Google Group

At times, PTA officers will want to send emails out from their office or committee's address. This is especially the case when the officer wants their committee colleague to receive any replies.

Example: Treasurer sends email from finance@supportabernethy.org to Co-Presidents at president@. In turn, President replies to finance@ and email is received by Treasurer, Check Writer, and both members of Deposits Committee.

This can be achieved by doing the following:

  1. Go to Gmail and log in with your PTA credentials.

  2. Click the gear icon in the upper-right and then click See all settings.

  3. Click Accounts and click Add another email address in the “Send mail as” section.

  4. Enter the email address of the Google Group, leave Treat as an alias checked, and click Next step.

  5. Click the Send Verification button to receive an email confirmation. This message will go to the Google Group.

  6. Close the window.

  7. 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.

  8. 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 Google Group email 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.