How to Create Google Apps Shared Distribution Lists Using SherpaTools Free

Eliminate the confusion regarding Google Apps shared distribution lists following this easy to use guide with SherpaTools Free

 

One of the most common complaints regarding the implementation of Google Apps rests in the absence or lack of an easy to use tool for creating domain wide shared email distribution lists.  Prior to migrating to Google Apps, users are used to using shared distribution lists to send email to multiple external or internal recipients using one email address.  If these distribution lists are not migrated over during the Google Apps conversion or migration you, as an administrator, will be facing an onslaught of complaints and questions.  The following procedure outlines a simple approach to adding shared distribution lists to Google Apps using SherpaTools Free and the built-in Google Apps groups functionality.  With Google Apps Groups domain administrators can created shared distributions lists by adding external or internal email recipients to a Google Group with its own email address.  When users email that shared Google Groups email address all members will receive the email.  Usually a prefix (example the # - pound sign) is used so that users can differentiate Google Apps shared contacts from shared groups or distribution groups.  When a user types in the # sign a list of Google Groups will show in the auto complete section of the email.

 

Install SherpaTools Free in Google Apps

The first step to creating shared distribution lists in Google Apps is to to install SherpaTools for Google Apps FREE from the Google Apps Marketplace.  You can currently download the tool from the following link;  http://www.google.com/enterprise/marketplace/viewListing?productListingId=870+17558944828909963664  or go to http://www.google.com/enterprise/marketplace/  and search for sherpatools.  Once you are at the SherpaTools download page please follow the steps listed below to add the functionality to your domain.

     1) Click the "Add it Now" button on the right side to install SherpaTools for Google Apps

 

 

 

 

 

 

 

 

 

 

 

 

 

     2) Enter your Google Apps domain in the box and click "Go"

 

 

 

 

 

 

 

 

 

 

 

 

 

     3) Log in to your Google Apps administrator account

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     4) Agree to the terms of service that allows you to install Sherpatools Google Apps and click "i Agree. Continue"

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     6) On the next screen click "Grant data access" to allow you to use SherpaTools with Google Groups

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     7) Click the "Enable app now" button

 

 

 

 

 

 

 

 

 

 

 

 

     8) Once the SherpaTools are installed click the "Groups" tab to create a Google Group and add distribution list members

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     9) Click "Create a New Group"  This will allow you to create a new Google Group

 

 

 

 

 

 

 

 

 

 

 

 

     10) Fill in the appropriate boxes and then click "Create new group"  The email address that you specify the the Google Group will be the primary email address of the distribution group in Google Apps and Sherpa

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

    

    11) Under the "Members" tab add the email addresses of the users and/or recipients that you would like to add to the Google Apps Distribution list. You can add each email address individually or add them from a csv file. After you add the recipients click "Add" and then either select "Member" or "Owner" Most often you will add these email addresses as a member. You may add the user who will administer the Distribution List as the "Owner"

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     12) Click on the "Dashboard" tab for your Google Apps Domain and under the "Service Settings" you should now see "SherpaTools for Google Apps" Click the hyperlink below this

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     13) You will now see a "Welcome to SherpaTools" dialogue box. Fill in as much information as possible and select "Next"

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     14) Enter a password and select "Next"  After SHerpaTools verifies your domain agree to the terms of service and select "Finish"

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     15) You will then receive a "Welcome" box explaining that SherpaTools is synchronizing with your Google Apps account. You will receive an email when this process is completed.  Select "OK"

     16) After your account has been synched select "Group" under the "Directory Manager" tab in SherpaTools. Keep the # sign under "Select a Group prefix" Under the "Select Groups you wish to copy to corporate directory and move to right panel" highlight the Google Group you wish to add and click the "right arrow" button so your Google Group displays in the right box. Click "Save Groups"

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

     17) You will then see a "Confirm" box informing you that the selected Google Group has been copied into Shared Contacts and that the procedure may take up to 24 hours to show up in Google Groups. Click "OK" It will take a few hours to show up in Google Apps auto complete. To test, compose an email and in the "To" potion of an email type the # sign. You will then see a list of Google Groups Distribution List email addresses.