# Role Guides # Staff *This page is for office staff and operations support volunteers.* --- ## Primary Responsibilities - Invite new volunteers as external Microsoft users. - Ensure invitation is accepted before troubleshooting deeper issues. - Maintain committee mailing list membership. - Coordinate shared role mailbox access changes during transitions. - Route technical issues to ITHelp. --- ## Monthly Staff Checklist - Review committee membership updates from chairs. - Confirm Board reminder workflow is sending as expected. - Verify role mailbox access for current officers/chairs. - Escalate unresolved access issues to IT. --- ## Add a New Volunteer 1. Send Microsoft external-user invitation. 2. Confirm volunteer accepted invitation. 3. Add volunteer to committee mailing list. 4. Provide direct committee SharePoint link.
**See also:** [SOP: Add a person to a committee mailing list](shha-microsoft-365-email-groups-roles.html#sop-add)
--- ## Shared Role Mailbox Transition 1. Remove prior role holder's access. 2. Grant new role holder access. 3. Confirm mailbox appears in new holder's Outlook.
**See also:** [SOP: Leadership transition for role inbox](shha-microsoft-365-email-groups-roles.html#sop-transition)
--- ## Staff Reminders - Most volunteers do not need paid licenses. - SharePoint links are preferred over attachments. - External users often cannot use direct group-sharing in file dialogs. ### Related Pages - [Overview](overview.html) - [FAQ](faq.html) - [Quick Reference](quick-reference.html) - [M365 Email Groups & Roles](shha-microsoft-365-email-groups-roles.html) - [Specialty Topics](specialty-topics.html) # Volunteer with SHHA Email *This page is for volunteers who already have an SHHA mailbox and may also have role-based inbox access.* --- ## What You Should Use - Your **SHHA email account** for routine communication. - **Committee mailing lists** for group communication. - **SharePoint links** for committee files. --- ## Shared Role Inbox Basics If you hold an officer or chair role, you may be assigned a shared role inbox. - Open it from your normal account at [outlook.office.com](https://outlook.office.com). - Reply from the role inbox for official role business. - Keep records in the role mailbox for continuity. See [FAQ — Reply from role mailbox](faq.html#reply-from-role) for full instructions, and [FAQ — Can't see shared inbox](faq.html#cannot-see-mailbox) if the mailbox doesn't appear. --- ## Why The President Has Two Email Addresses Short version: `robin.otten@sandiahomeowners.org` is Robin's personal SHHA account. `president@sandiahomeowners.org` is the President mailbox. One belongs to the person; one belongs to the office.
AddressWhat it isUse it for
`robin.otten@sandiahomeowners.org` Robin's own SHHA sign-in and personal work account Signing in to Microsoft, opening Outlook/SharePoint, and messages meant specifically for Robin as a person
`president@sandiahomeowners.org` The shared President inbox Official President business that future Presidents may need to see later
Yes, two inboxes is annoying. Think of it as a key and a filing cabinet: Robin's account is the key that lets her into Microsoft; the President inbox is the filing cabinet that stays with the office when the next President takes over. This is why SHHA keeps both addresses: - **Continuity:** President email history stays with the President role. - **Less confusion later:** The public address does not change every time the role changes. - **Record keeping:** Important President conversations are not stranded in one person's personal mailbox. - **Cleaner handoff:** IT can give the next President access to the same role inbox. **Simple rule:** if it is official President business, use `president@sandiahomeowners.org`. If it is about Robin personally, use `robin.otten@sandiahomeowners.org`. If you are not sure, the President inbox is usually the safer mailbox for SHHA business. --- ## File Sharing Rule For committee documents: 1. Upload to SharePoint. 2. Copy link. 3. Send link to committee list. Avoid one-off attachments for files that should remain in committee records. --- ## If You Are Not Seeing Something - Confirm you are signed in with your SHHA account. - Confirm your committee membership is current. - Contact **ITHelp@sandiahomeowners.org** if access is still missing. ### Related Pages - [Overview](overview.html) - [FAQ](faq.html) - [Quick Reference](quick-reference.html) # Volunteer without SHHA Email This page is for volunteers who participate using a personal email address. You usually do **not** need a paid Microsoft license. ## First-Time Setup 1. Look for the two Microsoft emails described below. 2. Open the organization invitation email and click **Accept invitation**. 3. Use that same email address when prompted to sign in. 4. Open your committee SharePoint link from the [Quick Reference](/books/shha-it-help-guide/page/quick-reference) page. 5. Confirm you receive committee mailing list messages. ## The 2 Emails You Should Expect ### 1) Organization invitation email (expected but confusing) The subject is usually similar to **"Anna, SHHA invited you to collaborate with SHHA"**. The email usually includes: - A warning message telling you to proceed only if you trust the sender and organization - **Sender:** Anna, SHHA (anna.levchuk@sandiahomeowners.org) - **Organization:** SHHA - **Domain:** sandiahomeowners.org This is the important one. Click **Accept invitation** to activate your access. After you click **Accept invitation**, Microsoft may bring you to a page that does not make much sense. This is normal and is just a Microsoft quirk. Use the direct links on the [Quick Reference](/books/shha-it-help-guide/page/quick-reference) page for useful pages and mailing lists. ### 2) Group/team invitation email (expected but confusing) You may also get an email with a subject like **"You have been added to a team in Microsoft Teams"**. This is a default Microsoft message and cannot be customized by SHHA. For external volunteers, we do **not** recommend using Teams for SHHA work. Instead, follow the SharePoint links on the [Quick Reference](/books/shha-it-help-guide/page/quick-reference) page for the groups you are part of. ## What You Can Expect - You can receive committee group email at your personal address. - You can open SharePoint documents you were granted access to. - You may see references to Microsoft tools SHHA does not use (safe to ignore). - You may receive Teams-related emails even though your normal workflow is email and SharePoint. ## Most Common Mistakes - **Not accepting the invitation** — until you do, access will fail. - **Trying to use Teams** instead of using SharePoint links for committee files. - **Trying to share files directly with groups** instead of sharing links. - **Sending attachments** when the file belongs in SharePoint. ## Correct File Sharing Pattern 1. Upload to SharePoint. 2. Copy link. 3. Email link to committee list. See [FAQ](/books/shha-it-help-guide/page/faq#can-i-share-a-file-directly-to-the-committee-mailing-list-from-sharepoint) for step-by-step sharing instructions. ## Need Help? Contact if you cannot access files or receive committee messages. ### Related Pages - [Overview](/books/shha-it-help-guide/page/overview) - [FAQ](/books/shha-it-help-guide/page/faq) - [Quick Reference](/books/shha-it-help-guide/page/quick-reference) # New Board Member Guide *Welcome to the Board. The good news: there is no secret handshake. The mildly annoying news: Microsoft may still ask you to sign in like there is one.* ## Short Version 1. Use the [Board SharePoint site](https://shha.sharepoint.com/sites/BOARD/) for meeting packets, pre-reads, and Board working files. 2. Read the meeting pre-reads before Board meetings. 3. You can upload files to the Board SharePoint when you need to share material with the Board. 4. When Trish asks for agenda items, email her anything you want added about a week before the meeting. 5. If you cannot open something, contact **ITHelp@sandiahomeowners.org** and include the link that failed. ## Board SharePoint: Where The Board Files Live The Board SharePoint site is the Board's file cabinet. It is where meeting pre-reads, packets, drafts, and reference files should live. **Direct link:** [https://shha.sharepoint.com/sites/BOARD/](https://shha.sharepoint.com/sites/BOARD/) If Microsoft drops you into a confusing page, do not take it personally. Use the direct link above. It is the front door. ## Meeting Pre-Reads Before a Board meeting, check the Board SharePoint for the meeting materials. These are the pre-reads: the things everyone is expected to look at before the meeting so the meeting can be a meeting, not a dramatic public reading of PDFs. If a document seems missing, ask Trish or office staff. If the link opens for others but not for you, contact ITHelp. ## Uploading Files For The Board Board members can upload files to the Board SharePoint. 1. Open the [Board SharePoint site](https://shha.sharepoint.com/sites/BOARD/). 2. Open the document library or the folder Trish or the Board is using for that meeting/topic. 3. Click **Upload**, then choose your file. 4. After uploading, send the Board or Trish a SharePoint link instead of attaching a separate copy. When in doubt, use a clear file name with the topic and date. Future-you and future-neighbors will appreciate it. ## Agenda Items Trish will usually prompt Board members for agenda items before a meeting. When she does, send her any agenda item you want considered about a week in advance. A helpful agenda request includes: - A short title. - Whether the item is for information, discussion, or a decision. - Any file or background material as a SharePoint link. - Any timing concern, such as "needs a vote this month." ## Board Email Basics - Use **board@sandiahomeowners.org** when the whole Board should receive a message. - Use your own account for ordinary email and Microsoft sign-in. - If you also hold an officer role, use that role inbox for official role business so the history stays with the office. ## Quick Help - **Access denied?** Make sure you accepted the Microsoft invitation, then contact ITHelp if it still fails. - **Cannot find pre-reads?** Ask Trish or office staff where that meeting's packet is stored. - **Unsure where to upload?** Ask before creating a new folder. Tidier folders make calmer neighbors. ## Related Pages - [Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory) - [Volunteer with SHHA Email](/books/shha-it-help-guide/page/volunteer-with-shha-email) - [FAQ](/books/shha-it-help-guide/page/faq)