Creating, Renewing, and Deleting MCommunity Groups

Members of the U-M community can create MCommunity groups to use for sending email, sharing U-M Google resources, authorizing access to resources, and more.


Related documentation: To learn about managing your MCommunity groups and the responsibilities of group owners, see Managing MCommunity Groups that You Own.

Creating a Group

  1. Go to the MCommunity Directory and log in with your uniqname and UMICH (Level-1) password.
  2. On the directory's home page click Create a group.
  3. Enter a name. Group names:
    • Must be between 9 and 60 characters long.
    • Can contain any letter or number.
    • Can contain spaces, single quote marks (') and dashes (-).
    • Should be descriptive and easy to read.
    • Cannot contain other special characters, such as dots. If you enter a group name with dots, the dots will be replaced by spaces automatically.
    • Cannot end with a single quote mark, or the group creation will fail.
  4. We recommend that you separate words in your group name with spaces. Then, when you send email to the group, you can substitute dots (.) for the spaces in the email address. Once your group has been created, you cannot change the name, so choose it with care.
  5. Enter an email address for your group. The group email address:
    • Must be between 9 and 64 characters long (excluding the part).
    • Should be something that is quick and easy for people to type when sending mail.
    • Can contain letters, numbers, dashes (-), and dots (.), but no other characters.
  6. The will be added for you. The address you enter here will be reserved for your group; MCommunity makes sure the address is not already reserved for another group before saving it. Once your group has been created, you cannot change the email address, so choose it with care.
  7. Enter a description for your group, then click Continue.
    • You cannot change your group name once it has been created, so choose carefully. The name will be displayed in search results and on the group's profile page.
    • Enter the email address you'd like to use for sending mail to your group.
    • The description will appear on the group's profile page. You will be able to make changes to the description after you create the group.
  8. Select your group settings, then click Continue.
    Important! Your group members depend on you to protect their privacy regarding membership in your group. While it is appropriate and preferable for most groups used for university business to have public member lists, there are situations where it is more appropriate to make the member list viewable by members only. Please respect the privacy expectations and preferences of your group members when selecting how visible the member list should be.
    Screenshot of the three group settings: whether the group should be joinable, whether the members list is visible to the public, and whether only the members can send email to it.
  9. Add owners and members to your group. These can be people or groups. When you are done, click Finish.
    • For individuals affiliated with U-M, enter uniqnames.
    • For directory groups, be sure to enter the group's name (not its email address) exactly as it appears in its group profile. If, for example, the group name is made up of more than word with spaces inbetween, enter the spaces; adding dots between words will not work.
    • You can add external members who do not have a U-M email address. Add them by typing in their full email address.
    • It is a good idea to have several owners for your group in case one of you is away when a change needs to be made.You can have another group be the owner of your group if you wish. This allows the members of the owning group can make changes and renew the group.
    • There are two ways to add members to your group. You can enter uniqnames, group names, or, for people outside U-M, full email addresses.
  10. You will see your new group profile, along with a confirmation message that the group was created.
  11. When you first create your group, you will see a No next to Sent to U-M Google. It takes a few minutes or so for your group to be sent to Google. The No will change to Yes once the group information has been sent. It may take up to a day after that for Google to process the information and create your group in U-M Google. MCommunity can tell you when it has sent the information, but it cannot look inside Google to see when the group has been created there.

You can make changes to your group at any time:

Deleting Groups

Important! Only the owner of a group can delete it. If a group has multiple owners, please check with the other owners before deleting it. You must be logged in to the directory to delete groups.

To Delete a Single Group

  1. View the group's profile, and click the Group info tab. Then click the Delete Group button.
  2. In the confirmation dialog box asking if you are sure you want to delete the group, click OK.

To Delete Multiple Groups

You cannot delete multiple groups at once, but, depending on how you own the group's you may be able to delete them fairly quickly using the My Groups page. (To get to that page, click the My Groups link at the top of any page. You must be logged in to see this option.) A yellow star in the Roles column for a group indicates that you are an owner of that group. A blue star indicates that you own the group as member of an owning group; that is, the group is owned by a group of which you are a member.

  • Groups you own. On the My Groups page, click the X to the left of a group name to delete that group.
  • Groups owned by groups. You cannot delete groups owned by a group of which you are a member from the My Groups page. You must go to the group's profile page, then click the Delete Group button there.
    Screenshot of group list. Click the X next to a group to delete that group, and click the group name to go to the group profile to delete an owned group.

Renewing Groups

Important! You must be an owner of a group to renew it. You must be logged in to the directory to renew groups. Groups must be renewed on an annual basis. For details, see MCommunity Directory Group Expiry Policy.

To Renew a Single Group

  1. View the group's profile, and click the Group info tab. Then click the Renew Group button.
    Screenshot of the Renew Group button.
  2. You'll see confirmation that the group was renewed, along with the new expiry date one year from today.

To Renew Multiple Groups

You cannot renew multiple groups at once, but you can renew them fairly quickly by looking at the list of all your groups. Click the Renew icon (two arrows going in a circle) to the right of a group name to renew a group.
Screenshot of group list. Click the renew icon to the right of a group to renew that group.

Disabled Groups

Directory groups expire after one year unless they are renewed. When a group expires, it becomes disabled. At that point, all group functions stop working except the ability to find the group when searching the directory. Mail sent to the group will be returned to the sender as undeliverable; the error message will say that the group does not exist. If the group is used for authorization (for example, to allow access to a restricted web page), the authorization will fail.

The group owner(s) and the ITS Service Center can renew expired groups that are disabled.

You renew a disabled group the same way you renew any group that you own—by clicking a Renew Group button.

Note: Directory groups are sometimes disabled in response to complaints from group members when use of the group violates university policy. Owners are not able to renew groups that are disabled for policy violation.

Last Updated: 
Monday, April 23, 2018