Knowledgebase: General
Managing a Permissions Group
Posted by Jens Hieber on 07 April 2010 01:25 PM

If you have been delegated the control of a group that is either an email distibution group or a files permission group, you can view and modify the membership of that group as follows:

 

  1. Double-click the Helpdesk Tools icon on your desktop.
  2. Double-click the Employees folder to access employee-specific tools.
  3. Double-click the Group Manager icon to launch the "Find Users, Contacts, and Groups" window.
  4. Type the name of the group that you want to manage in the "Name" field and then click Find Now. You will see a list of matching names in the bottom half of the window. To avoid typing the entire name of the group, you can just type the first part of the name and search from among matching groups. You can also use the "Advanced" tab to search for other parts of the group name, other than the beginning.
  5. In the list of matches, double-click the name of the group you want to manage. A window titled "Properties" will appear. You will see a list of the current members of the group. If you are a manager of the group, you will be able to use the Add and Remove buttons to change the membership of the group.
    • Very imporant: see note below if you are trying to add student email addresses to an email distribution list.
  6. When you are finished editing the membership of the group, be sure to click OK to save your changes. If you click Cancel, changes will be lost.

 

Important Note: when adding students to an email distribution list there is one additional step you must perform. When you click the "Add" button to change the membership of the group, select the "Object Types" button at the top of the window that opens. Then change which options are selected until only "Contacts" is checked. Hit Ok. Now you can add students to the distribution list (typically in the format of "Firstname Lastname '12").

This step must be performed in order for student email addresses to be added to an email distribution list, otherwise the default settings will add a student's network account to the list (which is not directly linked to their email address). So if you forget this step then the student will not receive any emails sent to this distribution list. 

If you have any questions about this special case, please contact the Helpdesk and we can work with you to ensure you have the correct settings.

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