Yahoo! Groups 101 Workshop Transcript - The basics of starting a new group
Below is the complete transcript from the Yahoo! Groups 101 Workshop, held on 08/27/08. Be sure to check the Groups Blog for upcoming Workshop times and details.
*If you prefer to read just about “the basics” you can scroll to the bottom of this transcript to see step by step instructions.
YahooGroupsTeam: Hello everyone!
YahooGroupsTeam: Thank you for joining us! As a reminder, the topic of today’s Workshop is Groups 101. During this Workshop we’ll answer any questions you have related to starting an d setting up your new group.
YahooGroupsTeam: Let’s go ahead and get started with some of the pre-submitted questions.
mnboneill: How can I prevent non-members from seeing our messages? We use the calendar & the reminder messages give out information about where we will be without children and so on. This is not something we want to be general knowledge.
GroupsJami: Hello mnboneil, you can choose group settings that only allow members of your group to see messages and other elements of the group. To change these settings, you will need to go to Management on the left side of your group’s page, then Groups Settings and click on Messages. Click on Posting and Archives and then "edit". Under Archive options, you can choose who can view your groups message archives. Remember to click the button to Save Changes when you are done. Similarly, to change the settings for who can view your group web tools (calendar, databases, files, etc.) you will want to click on Web Tools in the Group Settings section and then click edit to see all of the options you have for who can see and access these tools.
YahooGroupsTeam: For those of you who are live with us now, feel free to start submitting your questions as well.
mark69christine2002: I would like to specify minimum mail delivery options for ALL of my group members. Is there any method to do this?
GroupsJami: Mark69christine2002 - The ability to allow moderators to customize email delivery options is something we’re looking at but it’s not available today.
elizlas3309: I created a new group but when I search by the title it doesn’t come up - WHY?
GroupsJami: Hi, we’re currently experiencing a bug that is causing some newly created Groups not to appear in the Groups Directory. If you give me the name Bug - if we get group name we can correct that for you.
ocabaron: Is there a way of registering or enrolling one whole group at once?
GroupsJami: Ocabaron - I recommend that you send an email to the group with a link to join your group and a personal message on why they should and what they’ll find.
Spirit-Dove: I have recently started a ‘group’ under ’spirituality,’ entitled "Spirit-Dove." I am unable to find this ‘group’ except by pressing the ‘my group’ button. Why can’t I find my group? llastop2@yahoo.com. Thanks
GroupsJami: Hi Spirit_Dove, as I just mentioned to elizlas3309, we’re currently experiencing a bug that is causing some newly created Groups not to appear in the Groups Directory. If you give me the name Bug - if we get group name we can correct that for you.
medievalbandit: Hi, is there a way we could upgrade our yahoo group storing capacity? We currently have 100mb for the Files. My former high school classmates are coming up with a project to post a photo album on our loop because we will be celebrating our 25th Jubilee Homecoming next year. We want to maximize our group site. Please help. Thanks and more Power!!!
GroupsJami: Hi medievalbandit - If you check out the recent post to the Groups blog entitled "What’s in store for Yahoo! Groups" which can be found here: http://www.ygroupsblog.com/blog/2008/07/14/whats-in-store-for-yahoo-groups/ . You will see that we’re actually planning to increase the storage size for all groups and allow you to decide what files you wish to store.
hgraem: Has there been any instance where a group was sued due the contents of a post to the group? What role would Yahoo take in such a suit?
GroupsJami: I’m sure there have been lawsuits (in America there are lawsuits about everything ), but Yahoo! would take no role in such a suit. Per our TOS, a group is responsible for the content posted to it (in the same way that the phone company is not responsible for what people say on phones).
nsdeg: Hi! In a time when our kids perform much better than adults when it comes to technology, How can a teacher approach his/her students in a way they like it?
GroupsGordon: I’m actually very interested in this question (have a long time interest in education reform and now two young children in schools).
GroupsGordon: Unless you’re talking about a college classroom (or possibly high school), I actually think the best use of Yahoo! Groups for schools is as a way for teachers to communicate with parents and for parents to communicate with one another. My kids schools use Groups in that way.
GroupsGordon: However, if you really are committed to using Groups with a class of kids, I would suggest using it as a way to have online class discussions or for groups working on independent projects to communicate with one another.
G-236604017: How do I set up members so they can post messages without sending email to all? Because not everyone wants to receive email.
GroupsJami: Hello G-236604017 - It’s really up to your members to choose their preference of how they wish to receive messages from your group (including if they don’t want to receive emails at all and prefer to visit your group when they want to see the messages). That said, if you, as the group moderator wish to change the email delivery settings for your members, you can do so by clicking the Members link on the left side of your group’s page. On this page you will see a drop down with email delivery options in the third column. You can choose from individual email (which will send the member an email for every message that is posted to the group), daily digest (which will send a digest containing multiple messages posted to the group), special notices (when posting a message to the group, you as the moderator have the option of checking a box indicating that the message is a "special notice"), or no email. Be sure to click the Save Changes button when you are done.
ywebb: In moderated group, can the Moderator edit (clean up) the msg before posting it?
GroupsGordon: Yes you can. Click on "pending messages", click through to view the message in detail, and then click the "edit" button.
GroupsGordon: Just be sure, if the message has both HTML and Text versions, that you edit BOTH versions. You’ll see what I’m talking about if you view a message that has both types.
Greenman99: I’ve just set up my first group. It doesn’t easily fit any Yahoo! category. What’s a good way to promote it and start getting members?
GroupsJami: Greenmann99 - While it’s important to choose the right category, as it does help prospective members find your group when they browse, it’s not overly critical because we find that more prospective members find new groups by searching in key works related to the topic.
GroupsJami: Writing a detailed description is actually more important and helpful for prospective members to find your group when they search the Groups Directory. To write your group description, click "Management" on the left side of the group’s page. Under Group Settings, click "Description & Appearance." Next to Description, click "Edit" and add a compelling title and detailed description that clearly tells members the purpose of your group.
Mom: 1.) I need some ideas to SPUR CONVERSATION in a class group and get more involved. 2.) BOUNCING: what is safe practice for a ‘have to be approved before you can join’ group? I was afraid old, forgotten, and bouncing email addresses would someday be recycled and the group would end up with a stranger in our midst. I ended up putting a "bouncers will be deleted" warning on the homepage, trying to notify if possible, and deleting them after 6 months. I have the feeling that many of the original members forgot they created a yahoo email along the way to join and arent seeing the group’s emails at ALL! My solution (which wont help current members), was to create a file which is autosent when someone applies for membership. They MUST answer before they are accepted into the group.
GroupsJami: Mom - To respond to the first part of your question, some tips for engaging the members of your group include responding to members posts. If you notice that a member has posted a message for the first time but has not generated any responses, take a moment to welcome them to the group and thank them for taking the time to write. Acknowledging them in this way will encourage them to post again (and will also resurface their message making it more likely that they will get a response from someone else in the group).
GroupsJami: Another suggestion would be to use the tools available in your group. There are a number of tools available for communicating with the members of your group that encourage activity. These tools include Photo Sharing (share photos in albums), a Group Calendar (post upcoming events and include automatic email notifications), File Sharing (supports any file type including videos), Links (post links to any website and organize in folder), Polls (take the pulse of the group by asking questions related to topics of discussion) and Database (create online spreadsheets and lists that anyone can contribute to). All of these apps have the option to be “one way communication tools” (where only you as the owner of the group can contribute content) or open apps where anyone can post content (though as the owner of the group, you always have the ability to remove it from the group or block it from being posted in the first place).
ocabaron: How can we expedite enrolment of new members?
GroupsGordon: Ocarbaron - We’re currently working on improvements to the join flow as well as better indexing public groups to make them more discoverable through search engines which should help with this.
CheckingItOut: Is there a way to search for groups specifically in San Diego who are for parenting?
GroupsJami: Three possible ways:
GroupsJami: - Do a search that includes both the words "San Diego" and "parenting"
GroupsJami: - Go into the "Family and Home" category; navigate down through the categories into the local categories
GroupsJami: - Navigate through the "Regional" categories
GroupsJami: Might lead you to:
GroupsJami: http://groups.yahoo.com/search?query=San+Diego+parenting
GroupsJami: http://dir.groups.yahoo.com/dir/1600148559
GroupsJami: http://dir.groups.yahoo.com/dir/1600043997
littlesnowlake: Hi everybody hope I can attend the meeting.. I will try to be there.. I have several questions.. I need to know how to get more people on my site.. I just have 4 now.. and really would like a whole lot. and can I improve my site some.. to make it better.. thanks.. littlesnowlake..
GroupsJami: Hello Littlesnowlake - I would recommend that you take a look at a recent Groups blog post called "Using Word of Mouth Marketing to get new members to your Groups" which can be found here: http://www.ygroupsblog.com/blog/2008/07/30/using-word-of-mouth-marketing-to-get-new-members-to-your-groups/ .You can also visit the Groups Discussion Boards and chat with other Groups moderators to see what types of things they are doing. You can find the Groups Discussion Boards here: http://messages.groups.yahoo.com/Groups/Moderators/forumview?bn=grp-groupmanagement
SusanS: I’m looking for the best way to publicize my groups
GroupsJami: Susan - the response I just posted to Littlesnowlake should also help you out with ideas of how to promote your group.
GroupsJami: And Susan, if you missed that part of the conversation you can click on the transcript button to review my response.
AshleyKeanMom: I want my group to be by invitation only. It doesn’t need to show up on any searches. How do I "hide" the group from the general public?
GroupsJami: AshleyKeanMom - There are two things you can do. The first is to make your group private. You can do this by going to Management on the left side of your group’s page, then go to Groups Settings and click on Description and Appearance. Click "edit" under Description and then select the button for "not listed in the Yahoo! Groups directory". Remember to click the button to Save Changes when you are done.
GroupsJami: There are also more options you can choose for who can join your group, and what messages get posted to your group by going to "Management" on the left side of the group’s page. Under Group Settings click Membership. Then click “edit” and you will see you can choose from three options, open (anyone can join), restricted (you approve all requests for members), or closed (only the people you invite can join).
YahooGroupsTeam: Hi all - just wanted to post a heads up that we’re halfway through the Workshop. If you have a question that you haven’t yet asked, I’d encourage you to submit it now!
Nate: How does Yahoo groups compare to My Space groups?
GroupsGordon: There are a bunch of differences, but I think the key ones are:
GroupsGordon: - It’s possible to participate (and moderate) Yahoo! Groups via email. On MySpace, you always have to go to the group on the web
GroupsGordon: - Yahoo! Groups has much more powerful moderation options
GroupsGordon: - Yahoo! Groups offers some features that MySpace Groups don’t (calendar, database, polls, etc.)
GroupsGordon: - MySpace Groups (at least currently) offer better profiles.
CheckingItOut: what if another group uses a name close to my group? Will you help me to have them remove it?
GroupsGordon: No. I’m afraid that there is no prohibition against having a name that is similar to the name of another group.
AA: When are you bringing features like tracking the receipts of sent emails via the group? There is currently no way to check if the receivers are reading emails or not. A stat or tracking feature is very much needed for long time. Thanks.
GroupsJami: AA - There are a lot of technical and privacy issues associated with sending notifications of email receipt which makes that really tricky. We are however, looking into making more stats available for group stats. Stay tuned for more details on that.
Sheila: If you belong to more than one group do you have to have different areas for blogs?
GroupsGordon: Sheila: Can you explain what you mean. Not sure I understand.
beach1florida: I am the moderator of a small (27 members) group of artists/crafters whose members seem to prefer to lurk than participate - that can be fine in a group of 500, but how do you get your membership to be more involved (e.g., answer questions when asked, join in trades, post pics, offer creative suggestions, etc.) - also trying to think of ways to reach out to new members to keep the conversations and input fresh. Thank you.
GroupsGordon: Think this question was partly answered above, but here are some additional ideas:
GroupsGordon: - Post a very provocative question or opinion. Deliberately pick a topic that folks have strong opinions about.
GroupsGordon: - Ask someone in the group to respond to a particular question
GroupsGordon: - Ask the group to ask questions that they would like to see answers to.
GroupsGordon: You can also get lots of great ideas on this topic by raising this issue on the Moderator Central discussion boards or on the "Groups about Groups!":
GroupsGordon: http://help.yahoo.com/l/us/yahoo/groups/original/ideas/index.html
superfly: What tips do you have for starting topics in our group?
GroupsJami: Hi superfly - It’s usually a good idea to start your group out with a welcome post from you summarizing what the purpose of your group and setting any expectations you feel are necessary.
GroupsJami: Next, I always recommend starting an “Introduce Yourself” post so new members can get to know a little about one another and learn of special interests or background that might be relevant to the group. It’s always a good idea to make your discussions conversational when possible and take the first stab at adding your input or two cents when it makes sense when you start a new discussion. For example, if you start an Introduce Yourself discussion, be the first to introduce yourself so your members get to know a little bit more about you.
GroupsJami: To start a new discussion, click Messages, then click the link that says Start Topic. Once you enter your topic and the content of your post, you can click preview to see what it will look like and then click the Send button which will post it to the group and send it via email to all the members of your group.
krazyginac: Can I have a blog for my group only?
GroupsGordon: Groups doesn’t currently offer any way to create "pages" or a blog within a group. But it’s a feature we’re definitely planing to add in the coming months.
ocabaron: What controls can be effectively imposed to ensure all communications are within the bounds of decency?
GroupsGordon: By moderating all messages, you can make absolutely sure that no inappropriate messages are posted to the group.
GroupsJami: In follow up to GroupsGordon’s suggestion, to set (or change) your preferences for how messages are posted to your group, go to Management and then under Group Settings, click Messages. Under Posting and Archives, click “edit”. Here you will see all of the message posting and archive options that you can choose from. Again, don’t forget to click the “save changes” button if you edit any settings.
ywebb: you said we can moderate the Y-Groups via Email. Where do I find the directions for it?
GroupsGordon: http://help.yahoo.com/l/us/yahoo/groups/original/ownmod/email/email-02.html
ywebb: I see CHAT option at the left of the Group Screen. Does it work the same way as this Chat right here?
GroupsGordon: Afraid Groups hasn’t offered chat for a couple of years (since we had to disable it for security reasons). We hope it is a feature we can bring back in a secure way in the coming months.
G-238523427: ow do I set my computer to receive and look at (or even see) attachments and photos that people put on the blog site? And how do I upload photos or files to the blog site for others to view? I was told I had to have Daily Digest, but I have already set that. Now what?
GroupsGordon: If you choose the daily digest option, you won’t get attachments. If you do wish to receive attachments, you need to switch to individual email delivery.
G-239574884: Can you add a moderated chat facility to the Yahoo group as well!!????
GroupsGordon: As mentioned above, we’d like to add Chat back to Groups. We will also consider offering moderation as an option depending on how many people would like that feature and how difficult it is to build.
YGroupsUser: Hi groups team! You mentioned in a blog post on July 14th some really cool features. Do you have any updates on when some of those may be coming out?
GroupsJami: Hi - No updates yet, although we’ve definitely made progress. Visit the Groups blog regularly where we’ll be sure to share updates as they come.
YahooGroupsTeam: Just a heads up that this Workshop will be ending in 10 minutes….
G-243578173: How can we expedite enrollment of new members? Is there a way to enroll them in groups?
GroupsGordon: One way is to "add" members to your group rather than "inviting" them (though you should be sure you have the permission ahead of time from everyone you’re adding). If you "add" folks, they are then "email only" members, but it’s simple for them to become "full members" (and you can speed that process along by going to the Members page and clicking the "request profile" link next to their names).
faisalsultanm: How can we give a new look to our yahoogroups community service?
GroupsJami: By using HTML in the "group description" area, choosing a group picture, and customizing the colors of your group, you can give it a unique look and feel.
G-247051931: How can I use my yahoo group as an online discussion forum, but only members of that group can post and view?
GroupsGordon: You can definitely customize your group to only allow your members to post or view the discussions. All you have to do is go to the Management area, then click "Messages", and then click "Edit" next to
GroupsGordon: "Postings and Archives" and then choose the settings you are looking for.
YahooGroupsTeam: We’re at the end of our Workshop, thank you so much for joining us today, we hope this Groups 101 Workshop was beneficial for you.
YahooGroupsTeam: In closing, we wanted to highlight several resources available to you when you need help with your group:
YahooGroupsTeam: Yahoo! Groups Blog: http://www.ygroupsblog.com/
YahooGroupsTeam: Groups Help: http://help.yahoo.com/l/us/yahoo/groups/original/
YahooGroupsTeam : Moderator Central: http://tech.groups.yahoo.com/group/moderatorcentral/
YahooGroupsTeam: Groups about Groups: http://help.yahoo.com/l/us/yahoo/groups/original/ideas/ideas-01.html YahooGroupsTeam: Yahoo! Answers about Groups: http://answers.yahoo.com/dir/;_ylt=AuHxP2fb5q9Vlr7_wtw5GygP.Bd.;_ylv=3?link=list&sid=396546285 YahooGroupsTeam: We’ll post the full transcript of this Workshop to the Groups blog shortly. You can find the Groups blog here: http://www.ygroupsblog.com/
YahooGroupsTeam: Also, for those of you who have more advanced questions, don’t feel left out. Future workshops will be geared toward more advanced topics, including "How to Be a Better Moderator." So stay tuned!
Step by Step instructions on the basics of setting up a new group
Choosing a category
When starting a new group, one of the first things you have to do is choose the category (Music, Games, etc.) and potential subcategory where your group will live. While it’s important to choose the right category, as it does help prospective members find your group when they browse, it’s not overly critical because we find that more prospective members find new groups by searching in key works related to the topic.
Choosing a name
The next thing you’ll want to do is think of a name for your group and write a detailed description on what members can expect. Choose a group name your members will identify with and use the description to differentiate your group from others in the category. You’ll also choose an email address for your group at this time.
Writing a good group description
As mentioned above, writing a detailed groups description is extremely helpful in aiding prospective members in finding your group when they search the Groups Directory (http://www.groups.yahoo.com ). To write your group description, click "Management" on the left side of the group’s page. Under Group Settings, click "Description & Appearance." Next to Description, click "Edit" and add a compelling title and detailed description that clearly tells members the purpose of your group.
Select your profile and email address
Next, select the profile and email address you want to use with the group. Group messages and notifications will be sent to this address, so make it one you check frequently. After you confirm your group settings your group is officially created.
Choosing whether or not you want your group to be listed in the Groups Directory
You’ll also have to decide if you want your group listed in the Groups Directory so people can find it when they search or browse for groups.
Choosing who can join your group
The next thing you want to think about is how you want to manage members and messages within your group, in other words, how you wish to moderate your group. You’ll be asked to choose whether you wish to allow anyone to join, or limit it to the people you invite or approve.
Choosing who can post messages to your group
Next, you’ll need to decide who can post messages to your group. You can choose to let anyone post, only group members, or only you. The next steps ask you about additional settings for your group messages and choosing/customizing features within the group (files, calendar, polls, etc.). You’ll choose which features you want to enable and decide who you’d like to give permissions to read, post, etc.
You’ll also need to choose whether you want to make your message archives public or private. If you want your group messages to be indexed in search engines and have the ability to enable RSS feeds, you’ll want to make your messages public.
Additionally, you will have the option to customize the “welcome message” all new members receive and add a custom message in the footer (bottom portion) of your group emails.
There are more options for who can join your group and what messages get posted to your group by going to "Management" on the left side of the group’s page. Under Group Settings, to set your preferences for who can join your group click Membership. Click “edit” and then you will see you can choose from three options, open (anyone can join), restricted (you approve all requests for members), or closed (only the people you invite can join). This is also where you can choose whether or not your members must display their email address within the group and also where you write the “welcome” message your members will receive when they join your group. Don’t forget to click the “save changes” button if you edit any settings.
To set your preferences for how messages are posted to your group, under Group Settings, click Messages. Under Posting and Archives, click “edit”. Here you will see all of the message posting and archive options that you can choose from. Again, don’t forget to click the “save changes” button if you edit any settings.
Choosing the colors you want your group to be
A color scheme enhances a group’s identity (and helps to make it fun and inviting). To choose a color scheme, go to the Groups Settings page and click "Edit" under Colors and Photo. Choose your palette from the selection.
Choosing a picture to represent your group for the homepage
The other element that helps to enhance your group’s identify and is one of the first things a potential new members sees when searching for groups in the Groups Directory is your group photo. To add a photo, go to the Management page, under Groups Settings click "Description & Appearance." Next to Photo click "Edit." Browse for a .jpg-formatted image you’ve uploaded to your computer. Add it and voila! You’re ready to tell the world about your group
Inviting members
Once you have your group set up and your moderation settings in place, it’s time to invite people to join your group. To invite members to your group, click “Members” in the list on the left side of any page. In the upper right, click “Invite People”. In the first box, enter the email addresses or Yahoo! IDs of the people you want to invite to your group, one per line. Click Submit Invite. Preview your invite. If you’d like to send it, click Invite People.
Starting discussions
It’s usually a good idea to start your group out with a welcome post from you summarizing what the purpose of your group and setting any expectations you feel are necessary. Next, I always recommend starting an “Introduce Yourself” post so new members can get to know a little about one another and learn of special interests or background that might be relevant to the group. It’s always a good idea to make your discussions conversational when possible and take the first stab at adding your input or two cents when it makes sense when you start a new discussion. For example, if you start an Introduce Yourself discussion, be the first to introduce yourself so your members get to know a little bit more about you.
To start a new discussion, click Messages, then click the link that says Start Topic. Once you enter your topic and the content of your post, you can click preview to see what it will look like and then click the Send button which will post it to the group and send it via email to all the members of your group.
Engaging your members
Set the tone you would like in your group from the beginning. It’s difficult to change a group’s personality once it’s established because members tend to model their contributions to a group based on what they see is already there. So if a group is filled with long, thoughtful posts, you are likely to get (relatively) long, thoughtful posts from new users. Similarly, if the tone that is set is for lots of short questions, new users are also likely to post short questions. The tone that is right for your group will depend on what you’re trying to accomplish. The key point is to be aware of the tone you’re trying to set and to make sure you do so from the beginning.
Respond to new members. Given that relatively few members will post at the start, it’s important to reward those who do, and most members want a response. So if you notice that a member has posted a message for the first time but has not generated any responses, take a moment to welcome them to the group and thank them for taking the time to write. Acknowledging them in this way will encourage them to post again (and will also resurface their message making it more likely that they will get a response from someone else in the group).
Use the tools available in your group. There are a number of tools available for communicating with the members of your group that encourage activity. These tools include Photo Sharing (share photos in albums), a Group Calendar (post upcoming events and include automatic email notifications), File Sharing (supports any file type including videos), Links (post links to any website and organize in folder), Polls (take the pulse of the group by asking questions related to topics of discussion) and Database (create online spreadsheets and lists that anyone can contribute to). All of these apps have the option to be “one way communication tools” (where only you as the owner of the group can contribute content) or open apps where anyone can post content (though as the owner of the group, you always have the ability to remove it from the group or block it from being posted in the first place).