Frequently Asked Questions
About GroupSpaces
General
Managing a Group
Using GroupSpaces for Specific Groups
Other
About GroupSpaces
What is GroupSpaces?
- GroupSpaces is an easy-to-use suite of tools that real-world groups use to save time managing themselves online. The suite of tools GroupSpaces offers includes mailing lists, newsletters, member databases, file sharing, wikis, event management and more. Take a Tour to see the tools.
Who is GroupSpaces aimed at?
- Real-world groups such as sports clubs, charities and university societies. GroupSpaces works particularly well for networks of groups.
Why should I use GroupSpaces for my group?
- We believe less is more - because GroupSpaces can do the work of 4 or 5 other websites and programs, you can spend less time administering your group and more time on what's important to you and your members.
General
How do I reset my password?
Managing a Group
How do I make someone else a manager of my group?
- Go to your group's Dashboard and click "Edit Managers"
- Enter the e-mail addresses of people you want to make managers and click "Make Managers"
How do I import a member database to my group?
- Microsoft Excel
- Choose "Save As" from the File menu in Excel
- In the "Save as type" field choose "CSV (Comma delimited) (*.csv)"
- Give your file a name and click "Save"
- Answer "Yes" if you are asked to confirm that you want to save in this format
- Once you have saved the file, click "Add Members" from your group's Dashboard
- Select "Import Members from a File" and select the file you have just saved
- Other Programs
- Most database and spreadsheet programs should have a "Save As" or "Export" function that allows you select CSV as the file type.
How do I import a Distribution List from Microsoft Outlook (desktop version) to my group?
- Click on "Contacts" in Outlook
- Double click on the Distribution List you wish to import
- Choose "Save As" from the File menu
- In the "Save as type" field choose "Text Only (*.txt)"
- Open the file and highlight all the e-mail addresses in it (don't worry if other text is also highlighted)
- Go to your group's Dashboard and click "Add Members"
- Select "Add E-mail Addresses" and copy and paste the contents of the .txt file
How do I import a Distribution List from Microsoft Outlook Web Access to my group?
- Log into Outlook, click "Contacts" and go to the Distribution List you wish to import
- Highlight the e-mail addresses (and names) of the people on the list
- Go to your group's Dashboard and click "Add Members"
- Select "Add E-mail Addresses" and copy-and-paste the highlighted e-mail addresses
- Click "Add Members"
- Done: GroupSpaces will pick out all the email addresses you pasted in and add them to the mailing list for your group.
How do I import a mailing list from Mailman to my group?
- Log into Mailman as an administrator for your list
- Change the word "admin" to "roster" in your browser's address bar i.e. the URL should change from http://www.../mailman/admin/YOURLIST to http://www.../mailman/roster/YOURLIST
- Highlight all the e-mail addresses on this page
- Go to your group's Dashboard and click "Add Members"
- Select "Add E-mail Addresses" and copy-and-paste the highlighted e-mail addresses
- Click "Add Members"
How do I import a mailing list from Gmail to my group?
- Log into Gmail and click "Contacts"
- Click "Export"
- Export the list you wish to import in Google's CSV format
- Go to your group's Dashboard and click "Add Members"
- Select "Import Members from a File" and choose the file you have just saved
How do I customise the appearance and "From" name for my group's e-mail newsletters?
- Select "Settings" from your group's Dashboard
- Click "Edit e-mail template"
What is the list of "Bounces" in my group?
- "Bounces" are members whose e-mail addresses have consistently returned errors when sent messages. Normally this happens because their e-mail address has expired or is mis-spelled.
How do I create a table of contents for my e-mail newsletters?
- After writing the opening message for your e-mail, click "Add new section" to add sections that you wish to appear in the newsletter's table of contents.
How do I remove the adverts from my group?
Can I customise the Welcome message new members see when they join my group online?
- Yes - you can do this by selecting "Membership Settings" from your group's Dashboard
How do I add a calendar of my group's events to our website?
- Select "Website Integration" from your group's Dashboard
- Click "customise the calendar appearance" and configure your calendar
- Once you are happy with how it looks, click "Generate code"
- Copy-and-paste this line of code into the appropriate page on your group's website
- For more information about integrating content from your group with your own website, see the "Website Integration" page, accessible from your group's Dashboard.
Using GroupSpaces for Specific Groups
How do I import my mailing list from Oxford University Herald?
- Log into your list on Herald at http://maillist.ox.ac.uk
- Click "subscribers" on the list you wish to import
- Highlight all the e-mail addresses on this page
- Go to your group's Dashboard and click "Add Members"
- Select "Add E-mail Addresses" and copy-and-paste the highlighted e-mail addresses
- Click "Add Members"
- Done: GroupSpaces will pick out all the email addresses you pasted in and add them to the mailing list for your group
Using GroupSpaces to power a JCR or MCR mailing list
Other
How do I delete a group?
- If you would like to delete your group, contact us and we will arrange this for you.
Please contact us if you have any questions, problems or suggestions.
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