Welcome to our digital workspace!
To ensure our Committee of Management (CoM) and operational volunteers can work together effectively, we use Google Workspace. This gives you access to:
- Google Chat: Real-time messaging for quick questions.
- Google Meet: Simple video conferencing for meetings.
- Google Groups: Discussion forums and group email archives.
- Shared Drives: A central place for all U3A documents (no more lost attachments!).
Table of Contents
Committee members and Volunteers with significant functional responsibilities
Option 1 — add your official @u3aboxhill.com.au email account to an existing Gmail account
Option 2 — You don’t have personal Gmail or you use a new browser profile
If another account has been delegated to you
Volunteers and active members who would like access to groups and mailing lists
Registering your non-Google email
Committee members and Volunteers with significant functional responsibilities
If you are new and have not yet received an official @u3aboxhill.com.au email address contact it@u3aboxhill.com.au.
Once you receive an invitation to activate your account activating it is much easier than creating a new personal email account yourself. This is because your IT support team has already set up your private email and phone number as account recovery options and access to groups and shared drives is pre-configured.
If you already have a Gmail account then you can “add another account”. Alternatively, you can create a new web browser profile — all browsers support this. Ask IT for help if needed.
Option 1 — add your official @u3aboxhill.com.au email account to an existing Gmail account
In your private Gmail account, click on your profile picture and select Add another account.
Then follow the prompts. Set a strong password when requested — use Diceware for inspiration.
Option 2 — You don’t have personal Gmail or you use a new browser profile
In your browser, navigate to mail.google.com then enter the email address that has been assigned to you.
Then follow the prompts. Set a strong password when requested — use Diceware for inspiration.
If another account has been delegated to you
If another account, such as info@u3aboxhill.com.au, has been delegated to you then you can access it by clicking on your profile picture and selecting it.
Shared Drives
Click on Drive, then Shared drives. Double-click on any shared drive to explore further.
Volunteers and active members who would like access to groups and mailing lists
Phase 1: Choosing Your Access Level
There are two ways to access these tools depending on your role:
Option A: Full Professional Access (Recommended)
We strongly recommend that all CoM members and volunteers with operational responsibilities use an official @u3aboxhill.com.au email address.
- Why? It provides the highest level of security and seamless access to all Shared Drives and Chat rooms.
- How? If you don’t have one, request it from it@u3aboxhill.com.au.
Option B: Limited Access (Personal Email)
If you do not need full functionality, you can still access some features (like Discussion Groups) using your private email address.
- If you already use Gmail: You likely already have access. Go to groups.google.com, click “My Groups,” and your @u3aboxhill groups should appear.
- If you use another provider (Outlook, BigPond, etc.): You must register your existing email as a “Google Identity” using the steps below.
Phase 2: Registering Your Non-Google Email
Follow these steps if you are using a personal, non-Gmail address to access U3A Box Hill tools.
Start the Setup: Go to accounts.google.com and click Create Account > For my personal use.
Use Existing Email: When asked to choose a Gmail address, click the link that says “Use my current email address instead.”
Enter Your Details: Enter your name and your current private email address.
Basic Info: Enter your date of birth and gender (this is required by Google for account security).
Verification Code: Check your private email inbox for a 6-digit verification code from Google. Enter it on the screen.
Pick a strong passphrase. Visit Diceware for inspiration (and to learn about password security).
Security Verification (QR Code): To keep your account secure, Google will display a QR Code.
Open the camera on your smartphone.
Point it at the screen to scan the code.
Follow the prompt on your phone to verify your identity.
Troubleshooting & Support
- “I can’t see the group”: Make sure you are signed in to the correct account. If you have multiple Google accounts, click your profile picture in the top right of the browser to switch.
- Access Denied: If you’ve followed these steps but still can’t enter a group or drive, contact it@u3aboxhill.com.au so we can verify your permissions.