Tech Corner – The Federation of Texas A&M University Mothers' Clubs

Streamline collaboration, save time, and keep everything in one secure place.

Key Benefits of Using Gmail and Google Workspace

Gmail & Google Chat — Keep all club discussions in one place, reducing missed messages.
Real-time Collaboration — Multiple members can edit Google Docs, Google Sheets, and Google Slides simultaneously – no more version confusion.
Secure File Storage — Organized, searchable storage with permission controls with Google Drive.
Easy Scheduling — Sync events, meetings, and reminders for all board members in Google Calendar.
Accessible Anywhere — Work from any device, anywhere, with automatic cloud backup.

Google Drive – Shared drive with organized folders. Create a Folder for the year with Subfolders for each position. Allow access across board members for file sharing. Set role-based permissions for added security.

Gmail – Send and receive emails; use labels, filters, and categories to keep your inbox organized automatically; find emails easily with search tool; stay safer with built‑in spam filtering and phishing detection

Google Docs, Google Sheets, & Google Slides –Real-time editing of documents, spreadsheets, and presentations. Permissions can be set for others to edit or read only.

Google Meet – host virtual meetings via audio, video, chat, and screen sharing with up to 100 people with no time limits.

Why You Should be Using AggieMoms.org Gmail Accounts

1. Continuity & Stability

No address changes with leadership turnover – the email stays the same year after year, even when officers change.
Avoids the hassle of updating contact lists, websites, and printed materials every time a role changes.

2. Shared Access & Collaboration

Multiple committee members can log in and see the same inbox, so important messages aren’t trapped in one person’s account.
Smooth handovers — new role‑holders can instantly access past correspondence, files, and contacts.

3. Privacy Protection

Keeps members’ personal email addresses private and off public listings.
Reduces the risk of personal inboxes being flooded with club‑related mail.

4. Better Organization & Record‑Keeping

All club communications are in one place, making it easier to search archives and retrieve past decisions or event details.
Gmail’s labels, filters, and search tools help keep things tidy.

5. Security & Scam Reduction

Centralized account management means you can change the password or enable 2‑step verification if there’s a security concern.
Reduces phishing risk by ensuring all official messages come from a trusted, consistent address.

6. Efficiency & Workload Sharing

Anyone with access can respond to inquiries, so the burden doesn’t fall on one person.
Emails can be archived instead of deleted, preserving history without taking up personal storage.

7. Professional & Branded Presence

A dedicated club address (e.g., beaumontpresident@aggiemoms.org) looks more official and trustworthy than a personal account.
Consistent branding helps with sponsorships, partnerships, and public perception.

If you are having trouble accessing your AggieMoms.org gmail account, please email ElectronicInfo@aggiemoms.org with an explanation and the error you are receiving.

To request new AggieMoms.org accounts for your club, please email your request to ElectronicInfo@aggiemoms.org

Google Meet Video Conferencing

As part of the Federation’s Google Workspace license, all clubs have access to Google Meet Video Conferencing via their aggiemoms.org account. You can schedule online meetings by going to calendar.google.com. When creating an event, choose the option to “Add Google Meet video conferencing”. A link to join the meeting will be provided.

Help file on Add or remove a video conference from your Calendar event

Google Drive

Quick How to Use Google Drive

Google Drive 101

Aggie Moms Member Club Websites

The web hosting program offered by The Association of Former Students is currently on hold as they reassess system infrastructure and demand. A message will be sent to clubs when this program is back and able to handle new requests.

Important: Email Etiquette in a Digital World

PLEASE think twice before hitting “Reply all” – No one wants to read emails from 20 people that have nothing to do with them.
Be cautious with humor – Humor can easily get lost in translation without the right tone or facial expressions.
Reply to your emails within 24 hours – even if the email wasn’t intended for you. Really, it’s the polite thing to do.
Proofread every message – Or you can melo up witlb flugo garble!!!
Double check that you’ve selected the correct recipient.
Nothing is confidential–so write accordingly – Every electronic message leaves a trail. A basic guideline is to assume that others will see what you write, so don’t write anything you wouldn’t want everyone to see.

Information Sharing Between Clubs

The following documents have been contributed by Aggie Moms Clubs in past years for the purpose of knowledge exchange only. Confidential, sensitive and personal data has been redacted.

Club eMail Changeover Procedures