# Quick Links & Directory Essential links, mailing lists, SharePoint sites, and chair inboxes — start here. # Quick Links & Directory **Bookmark this page.** It has every link you need for day-to-day SHHA work. ## Login Links
What you needWhere to goWho uses it
Email (staff & role mailbox holders)[outlook.com](https://outlook.com)Staff, officers, chairs
OneDrive / personal files[onedrive.com](https://onedrive.com)Licensed users
Admin console (manage users & groups)[admin.microsoft.com](https://admin.microsoft.com)IT admins only
Committee files (SharePoint)See [SharePoint Sites](#bkmrk-sharepoint-sites-%28co) belowAll volunteers
## SHHA Apps - [SHHA Reminders](https://reminders.sandiahomeowners.org) - automated meeting and event reminder emails. See [SHHA Reminders](/books/shha-it-help-guide/page/shha-reminders) for setup and troubleshooting. ## Mailing Lists (Committee & Group Email Addresses) Send an email to any address below to reach every current member of that group. You do not need to know individual email addresses.
Group / CommitteeEmail Address
All staff and volunteers
Board of Directors
Architectural Control Committee (ACC)
Communications & Publications Committee (CPC)
Community Service & Membership Committee (CSMC)
Covenant Support Committee (CSC)
Environment & Safety Committee (ESC)
Executive Committee (EC)
Finance Committee (FC)
Governance Committee (GC)
Admins (Staff + IT)
IT Help Desk
## Chair & Officer Inboxes (Shared Role Mailboxes) These addresses belong to the *position*, not the person. When leadership changes, the inbox (and its full email history) transfers to the successor.
RoleShared Mailbox
President
Vice President
Secretary
Finance Chair / Treasurer
Architectural Control Committee Chair
Communications & Publications Chair
Community Service & Membership Chair
Covenant Support Committee Chair
Environment & Safety Chair
## SharePoint Sites (Committee Document Libraries) Each committee has its own SharePoint site for storing documents, meeting minutes, and work products. Click the link for your committee below.
Committee / GroupSharePoint URL
Board of Directors[https://shha.sharepoint.com/sites/BOARD/](https://shha.sharepoint.com/sites/BOARD/)
Architectural Control Committee (ACC)[https://shha.sharepoint.com/sites/ACC/](https://shha.sharepoint.com/sites/ACC/)
Communications & Publications Committee (CPC)[https://shha.sharepoint.com/sites/CPC/](https://shha.sharepoint.com/sites/CPC/)
Community Service & Membership Committee (CSMC)[https://shha.sharepoint.com/sites/CSMC/](https://shha.sharepoint.com/sites/CSMC/)
Covenant Support Committee (CSC)[https://shha.sharepoint.com/sites/CSC/](https://shha.sharepoint.com/sites/CSC/)
Environment & Safety Committee (ESC)[https://shha.sharepoint.com/sites/ESC/](https://shha.sharepoint.com/sites/ESC/)
Executive Committee (EC)[https://shha.sharepoint.com/sites/EC/](https://shha.sharepoint.com/sites/EC/)
Finance Committee (FC)[https://shha.sharepoint.com/sites/FC/](https://shha.sharepoint.com/sites/FC/)
Governance Committee (GC)[https://shha.sharepoint.com/sites/GC/](https://shha.sharepoint.com/sites/GC/)
**Tip:** If you get "Access Denied" when clicking a SharePoint link, you likely need to [accept your Microsoft invitation first](#bkmrk-login-links). See the FAQ for troubleshooting. ## Other SHHA Email Addresses
AddressPurpose
General office inquiries, mailing list changes, GRIT submissions
IT support — access issues, SharePoint help, mailbox permissions
Archive-only — member of every group for recordkeeping (not monitored)
sandiahomeowners@gmail.comLegacy Gmail address — **TODO:** document current purpose and who monitors this
shhagrit@gmail.comGRIT newsletter Gmail — **TODO:** document current purpose, who monitors, and relationship to M365
## Committee SharePoint Help Committee and task-force members can use the [Committee SharePoint Guide](/books/shha-it-help-guide/page/committee-sharepoint-guide) for document access, uploads, and troubleshooting. Office staff setting up a new committee site should use [SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site). ## Office Onboarding Office staff can use [Office Onboarding Email Templates](/books/shha-it-help-guide/page/office-onboarding-email-templates) for new internal users, external volunteers, new committees, and newly launched SharePoint sites. ## Task Group Email Help Need to explain how to use a temporary task-group address? Share this page: [Committee and Group Email Guide](/books/shha-it-help-guide/page/committee-and-group-email-guide). **Need to understand where committee files belong?** See [SharePoint Folder Organization](/books/shha-it-help-guide/page/sharepoint-folder-organization). # Committee and Group Email Guide This page explains what a committee/group email address is and how to use it. If you are a participant using a personal email (Gmail, Yahoo, etc.), this page is for you. ## Short Answer **Yes.** Use your committee/group mailing-list address as the preferred address for group-wide communication. When you email that address, your message goes to all current participants. ## Why This Is Useful - You send one email to everyone without typing each person's address. - Group correspondence is archived separately for record-keeping. - New participants can review ongoing conversations more consistently. ## What This Address Is For - Send updates to the whole committee/group - Ask the whole group a question - Share meeting notes or next steps with everyone - Keep group communication in one place ## What This Address Is Not For - Private one-to-one conversations - Sensitive information that should only go to staff or leadership - File attachments that belong in SharePoint long term For long-term files, upload to SharePoint first, then send the SharePoint link to the group. ## Which Email Address Should I Use To Send? Use your normal email account (your personal email). You do **not** log in directly to the group address as a mailbox. The group address is a distribution address, not a personal account. ## Quick Decision Flow 1. Need everyone in the committee/group to see this? Use the committee/group mailing-list address. 2. Need only one person to see this? Email that person directly. 3. Sharing a document people will keep working on? Put it in SharePoint and email the link to the committee/group address. ## FAQ ### "Should we use this as the preferred email address for the committee/group?" **Yes.** Use it for group-wide communication. ### "Can we send mail from this address?" **No.** Participants should send from their own email account to the group address. ### "Do I need to use Teams because Microsoft mentioned Teams in invitation emails?" **No.** External volunteers should use email and SharePoint links. If Microsoft emails mention Teams, that is default wording and can be ignored for this workflow. ## Related Pages - [Quick Reference](/books/shha-it-help-guide/page/quick-reference) - [Volunteer without SHHA Email](/books/shha-it-help-guide/page/volunteer-without-shha-email) - [FAQ](/books/shha-it-help-guide/page/faq) # SharePoint Folder Organization This page explains where committee materials belong, how committee members work with SharePoint files, and how internal office users keep group-owned document libraries convenient without sending external members into OneDrive. ## Short Version Every committee has two official places for committee-related materials: - An **Office folder** for staff-facing committee work. - A **SharePoint folder/site** for committee, volunteer, Board, and shared working materials. Those folders provide a consistent structure so staff, volunteers, committee members, and Board members know where to find information. To make that system work, committee-related materials need to stay in those locations. If there are office-only working documents, separate issues, drafts that do not belong in the committee record, or staff-only administration files, those should have their own workspace outside the committee folders. ## Sharing A File With The Board Or A Committee **Do not use the Share button to give a Board or committee group access to a file.** Instead, move the file into the SharePoint folder that belongs to that group. Access comes from membership in the group's SharePoint/Microsoft 365 group. This matters because many Board and committee members use personal email addresses, such as Gmail. The **Share** or **Copy link** method works reliably only for users with `@sandiahomeowners.org` accounts. External members should access group files through the appropriate SharePoint site. ### File-Sharing Decision Flow
Who needs the file?Where should it go?What should you do?
Office staff only**Board - Office** or the matching committee Office folderMove the file there. This is internal office working space.
Board members, including members using personal email addresses**Board - SharePoint**Move the file there. Board members open it from the [Board SharePoint page](https://shha.sharepoint.com/sites/BOARD).
Committee members, including members using personal email addressesThe matching committee **- SharePoint** folder/document libraryMove the file there. Members open it from their committee SharePoint site.
### The Reliable Board Workflow 1. Find the file in OneDrive or the Office folder. 2. Move it into **Board - SharePoint**. 3. Tell Board members to open the [Board SharePoint page](https://shha.sharepoint.com/sites/BOARD) and locate the file. 4. If helpful, email the Board the folder name and file name. Do not use **Share** to create separate individual permissions. **Remember:** **Board - Office** is for office staff work. **Board - SharePoint** forms the Board SharePoint document library and is the correct place for files Board members need to access. The advantage of this slightly peculiar Microsoft arrangement is a clear separation between files intended for a specific group and files intended for general internal office use. The disadvantage is that Microsoft has once again made a folder name carry the emotional weight of a small policy manual. ## Why This Matters The goal is boring in the best possible way: people should know where things are. When committee files live in predictable places: - Staff can find the current working file without asking three people. - Volunteers and committee members can use the same SharePoint links over time. - Board members can review materials without hunting through personal folders. - Role transitions are less painful because files are not trapped in one person's OneDrive. - The committee record stays coherent. ## What Belongs In Committee Folders Use the committee Office folder or SharePoint folder for: - Meeting materials - Minutes and agendas - Committee reports - Working drafts that the committee needs - Reference documents - Photos or supporting materials for committee work - Files that future committee members should be able to find Do not keep committee materials only in a personal OneDrive folder, email attachment, desktop folder, or private side folder. ## What Should Live Somewhere Else Use a separate workspace outside the committee folders for: - Office-only working notes - Staff-only administration files - Personnel or confidential documents - One-off issues that are not part of the committee record - Drafts that are not ready to share with the committee - Separate projects that should not clutter the committee folder If in doubt, ask: “Will a future committee chair, staff member, or Board member reasonably expect to find this in the committee record?” If yes, use the committee folder. If no, use a separate workspace. ## Documents Shared With Board To help preserve institutional knowledge and make important committee information easier to find, each committee SharePoint site now contains a folder called **Documents Shared with Board**. These folders are linked from the [Board SharePoint site](https://shha.sharepoint.com/sites/BOARD), so Board members can access committee reference materials from a single location. This area is for documents that should be available to Board members but are not necessarily appropriate for public distribution. Useful examples include: - Legal analyses - Committee procedures - Information related to ongoing disputes or projects - Committee charters - Resident welcome materials - Other enduring reference documents At launch, these folders may be empty. Committee chairs should add useful files as they identify them. Office staff can also assist. In general, use this space for enduring documents that Board members may need to reference months or years later. The goal is to keep important information from being buried in monthly meeting folders or old email threads. Committee members have full read/write access to their respective committee SharePoint sites and can add documents as needed. For the full list of direct links to committee SharePoint sites and document libraries, visit the [Quick Links & Directory](https://wiki.sandiahomeowners.org/books/shha-it-help-guide/page/quick-links-directory) page and scroll to **SharePoint Sites (Committee Document Libraries)**. If you encounter issues or have suggestions for improvement, contact Anna or Heidi. ## How Committee Members Add Or Remove Files Committee members can create, upload, edit, move, and delete files within their committee's SharePoint document library. That includes members using SHHA Microsoft accounts and approved external accounts, as long as they are members of the committee's SharePoint/Microsoft 365 group. To add a file: 1. Open the committee SharePoint site. 2. Open the **Documents** library. 3. Open the correct folder. 4. Use **Upload** for an existing file, or **New** to create a new Word, Excel, PowerPoint, folder, or other supported file. 5. Confirm the file appears in the committee folder, not in a personal OneDrive folder. To edit, move, rename, or delete a file: 1. Open the file or select it in the **Documents** library. 2. Use the toolbar or right-click menu for actions such as **Rename**, **Move to**, **Copy to**, or **Delete**. 3. For shared committee materials, prefer **Move to** over downloading and re-uploading. That keeps version history and links more intact. **Small caution:** because committee members have write access, deleting or moving files affects everyone. If a folder looks old but might be part of the committee record, ask before tidying it into oblivion. SharePoint has a recycle bin, but “let's not test the recycle bin today” is usually the happier workflow. ## Office Staff: Adding A SharePoint Folder To OneDrive **This shortcut is for internal SHHA users only.** 1. Open the committee SharePoint site. 2. Open the **Documents** library. 3. Select **Add shortcut to OneDrive** or **Add shortcut to My files**. 4. Confirm the library appears under **My files** in that user's OneDrive. The shortcut points to the original group-owned SharePoint library. It does not create a copy. Each internal user must add the shortcut while signed in to their own account. **External committee members should not use OneDrive for committee documents.** Members using Gmail, Yahoo, iCloud, or another personal email address must bookmark the committee SharePoint site and work in the Documents library through their browser. ## Committee SharePoint Permissions Each committee SharePoint site is connected to its SharePoint/Microsoft 365 group. Membership in that group controls access to the committee document library. - **Committee members:** Contribute access to Documents. They can create, upload, edit, move, and delete documents. - **Office staff:** Owner / Full Control access. They manage membership, permissions, navigation, and the SharePoint home page. Committee chairs do not need site-owner access or an `@sandiahomeowners.org` account to work with documents. Keeping page administration with office staff avoids handing a volunteer an accidental cockpit full of Microsoft switches. Changes to Microsoft 365 group membership automatically update access to the committee's SharePoint documents. ## Group-Owned SharePoint Libraries Committee SharePoint Documents libraries are owned by the committee's Microsoft 365 group. They are not folders in Anna's personal OneDrive and should not be shared person-by-person. Office staff create or administer the group-connected site and manage membership. Committee members receive document access through group membership. Internal office users may add the Documents library as a OneDrive shortcut; external members use the SharePoint site directly. ## Important OneDrive Notes For Office Staff - OneDrive shortcuts are only for internal office users with SHHA Microsoft accounts. - Each internal user adds the shortcut while signed in to their own account. - Do not download and re-upload the library or create a separate copy. - Do not rename or move the top-level shortcut casually. - External committee members use SharePoint only and should never be given OneDrive instructions. ## Office Folder Versus SharePoint Folder Use the **Office folder** for staff-centered committee support work that needs to stay coordinated among office/admin users. Use the **SharePoint folder/site** for committee-facing materials and documents that volunteers, committee members, Board members, or future role holders need to access. Both matter. The main rule is not “everything goes everywhere.” The rule is “committee-related materials belong in the official committee structure, and unrelated/private work belongs somewhere else.” ## Related Guides - [Committee SharePoint Guide](/books/shha-it-help-guide/page/committee-sharepoint-guide) for committee members - [SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site) for office staff and IT ## If Something Looks Wrong Contact if: - You cannot see a shared folder Anna said she shared. - You accidentally made a duplicate copy and are not sure which one is current. - A committee folder seems to be missing expected files. - A folder appears under the wrong account. - OneDrive sync is showing errors. - A committee member was added but still cannot access the SharePoint site. Include the folder name, the account you are signed in with, and a screenshot if possible. # SHHA Reminders SHHA Reminders is the Sandia Heights Homeowners Association tool for sending automated reminder emails for meetings and events. The app does **not** replace Outlook, Teams, or Google Calendar. Office staff should keep creating and editing meetings in the existing calendar system. SHHA Reminders reads events from the Microsoft 365 calendar for `admin@sandiahomeowners.org`, then uses its own reminder rules, recipient groups, and email templates to send the right nudge at the right time. Production URL: [https://reminders.sandiahomeowners.org](https://reminders.sandiahomeowners.org) ## Who Can Log In Any valid Microsoft account ending in `@sandiahomeowners.org` can log in. The app uses Microsoft sign-in. There is no shared app password, which is good because shared app passwords tend to become office folklore with a login prompt attached. ## What Calendar Events Appear SHHA Reminders reads events from the calendar for `admin@sandiahomeowners.org`. To make a meeting appear in SHHA Reminders: 1. Create or edit the meeting in Outlook or Teams. 2. Invite `admin@sandiahomeowners.org` to the event. 3. Open SHHA Reminders. 4. Click **Sync Calendar**. If the meeting is not on the `admin@sandiahomeowners.org` calendar, it will not appear in SHHA Reminders. ## What The App Does SHHA Reminders lets staff: - View upcoming synced calendar events. - Attach reminder rules to individual events. - Attach reminder rules to recurring meeting series. - Manage recipient groups. - Manage email templates. - Send test emails for templates. - View upcoming scheduled reminders. - View logs as sending automation is expanded. ## Basic Workflow 1. Confirm the meeting exists in Outlook or Teams. 2. Confirm `admin@sandiahomeowners.org` is invited. 3. Open [SHHA Reminders](https://reminders.sandiahomeowners.org). 4. Click **Sync Calendar**. 5. Open **Set Up Reminders**. 6. Select the event. 7. Choose whether the rule applies to **All Future** occurrences or **This Event** only. 8. Choose when to send the reminder, such as 7 days before or 1 day before. 9. Choose the recipient group and email template. 10. Click **Add Reminder Rule**. 11. Use **Send Test** before relying on a new or edited template. Recurring events, such as regular Board meetings, can have rules that apply to all future occurrences. Ad-hoc meetings can have one-time reminder rules. ## Recipient Groups Use **Recipient Group** to manage lists of email recipients, such as Board, committee members, office staff, or CPC members. Reminder rules send to recipient groups, not to one-off typed addresses. This keeps the reminder rule tidy when people rotate on or off a committee. ## Templates Use **Templates** to manage the text of reminder emails. Templates support variables, including: ```text {{event.subject}} {{event.date}} {{event.time}} {{event.location}} {{event.joinUrl}} ``` Those variables are replaced with details from the selected calendar event when the email is sent. Example: ```text Hello, This is a reminder that {{event.subject}} is scheduled for {{event.date}} at {{event.time}}. {{event.location}} {{event.joinUrl}} Thank you, SHHA ``` ## Teams Meeting Links Teams links are available through `{{event.joinUrl}}`. The link comes from the Microsoft calendar event. If a Teams link is missing from a reminder, check the original Outlook or Teams event first. ## CPC And Irregular Meetings For irregular meetings such as CPC meetings, the recommended workflow is: 1. Manually create the event in Outlook or Teams. 2. Invite `admin@sandiahomeowners.org`. 3. Sync SHHA Reminders. 4. Use a reminder rule for the matching event or meeting title. The Microsoft calendar remains the source of truth. ## Important Operating Rules - Do not create events directly in SHHA Reminders. - Change meeting dates, cancellations, titles, and Teams links in Outlook or Teams. - After changing calendar events, click **Sync Calendar** in SHHA Reminders. - Use **Send Test** before relying on a new or edited template. - Keep recipient groups up to date. ## Troubleshooting ### Event Does Not Appear Check: - Was `admin@sandiahomeowners.org` invited? - Has the app been synced? - Is the event within the configured sync window? - Is the event on the Microsoft calendar, not only Google Calendar? ### Reminder Email Looks Wrong Check: - The selected template. - The calendar event title, date, location, and Teams link. - The recipient group. - Send a test email. ### User Cannot Log In Check: - The user has a Microsoft account ending in `@sandiahomeowners.org`. - The site is being accessed through HTTPS: [https://reminders.sandiahomeowners.org](https://reminders.sandiahomeowners.org). ### Emails Are Not Sending Ask IT to check Microsoft Graph mail permissions, the `admin@sandiahomeowners.org` sending mailbox, and whether the Microsoft Entra client secret has expired. ## Ownership Office staff own: - Calendar event creation and edits. - Reminder rules. - Recipient groups. - Email templates. - Test sends. IT owns: - Hosting. - Microsoft Entra app registration. - Graph permissions. - Docker deployment. - Backups. - Secrets and environment configuration. - Caddy/reverse proxy configuration. # Committee SharePoint Guide **Audience:** SHHA committee and task-force members. Office staff handle site setup, membership, permissions, and changes to the SharePoint home page. ## Email And Documents Are Two Different Tools
ToolUse it for
Your committee mailing listEmailing everyone in the committee
Your committee SharePoint siteStoring and working on committee documents
Use the direct site and mailing-list links supplied by office staff or listed in [Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory). ## External Members: Use SharePoint, Not OneDrive If you use Gmail, Yahoo, iCloud, or another personal email address, access committee documents only through the committee SharePoint site in your browser. - Bookmark the committee SharePoint site. - Sign in with the same personal email address that received the SHHA Microsoft invitation. - Do not try to add the committee folder to OneDrive. - Do not move committee files into a personal OneDrive. This is the standard SHHA workflow for external committee members. It keeps everyone working from the same group-owned document library. ## What Committee Members Can Do Committee members have read/write access to the **Documents** library. You may: - Open and download documents - Create folders - Upload files - Create Word, Excel, or PowerPoint files - Edit and rename files - Move files within the Documents library - Delete files that should no longer be kept Deleting or moving a file affects everyone, so ask before reorganizing material that may be part of the committee record. ## What Office Staff Handle Contact office staff for: - Adding or removing committee members - Changes to the SharePoint home page or navigation - Permissions changes - Help recovering or reorganizing files The committee chair does not need an `@sandiahomeowners.org` account or site-owner access to work with documents. ## How To Open The Documents 1. Open the committee's SharePoint link. 2. Sign in using the same email address that received your SHHA Microsoft invitation. 3. If Microsoft emails a one-time passcode, enter that code. 4. Select **Documents**. 5. Open the folder you need. ## How To Add A File 1. Open **Documents** and the correct folder. 2. Select **Upload** → **Files**. 3. Choose the file from your computer. 4. Wait for the upload to finish and confirm the file appears. To create a file directly in SharePoint, select **New** and choose Word, Excel, PowerPoint, or Folder. ## How To Edit, Move, Or Delete A File 1. Select the file using the circle beside its name, or right-click it. 2. Choose **Open**, **Rename**, **Move to**, or **Delete**. 3. Use **Move to** when reorganizing files. Do not download and re-upload a file just to move it. ## Documents Shared With Board Use **Documents Shared with Board** for enduring reference material Board members may need later, such as procedures, legal analyses, project background, charters, or other non-public reference documents. If future Board members may need it, do not let it disappear into an old email thread. ## How To Share A File With The Committee Put the file in the committee SharePoint Documents library, then email the committee mailing list with the file name and folder location. Do not use the Share button to grant the committee access. Group membership already provides document access, including for approved members using personal email addresses. ## If Something Does Not Work Contact office staff or . Include: - The email address used to sign in - The SharePoint site or folder being opened - The exact error message - A screenshot, if possible