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. Record unresolved access issues with the account, group or site, exact error, and last successful test. Then check the relevant Microsoft 365 setting before handing the issue to the next person listed in the ownership table. Add a New Volunteer Send Microsoft external-user invitation. Confirm volunteer accepted invitation. Add volunteer to committee mailing list. Provide direct committee SharePoint link. See also: SOP: Add a person to a committee mailing list Shared Role Mailbox Transition Remove prior role holder's access. Grant new role holder access. Confirm mailbox appears in new holder's Outlook. See also: SOP: Leadership transition for role inbox 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 FAQ Quick Reference M365 Email Groups & Roles Specialty Topics 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 Only the six officer roles have shared mailboxes: President, Vice President, Secretary, Treasurer, ACC Chair, and CSC Chair. Other committee chairs and task-force leads do not get shared mailboxes. An officer may also be included in a committee group using another email address, but shared-mailbox access always uses the officer's SHHA account. Sign in to Outlook with your own licensed @sandiahomeowners.org account. The office grants your account Full Access and Send As . Add the shared mailbox manually in Outlook; it may not appear automatically. Use the role mailbox for official role business, or copy it so the message is archived with the role. You cannot log in directly to a shared mailbox. It is not a separate person or password; it is a role inbox opened through your own account. See Microsoft's current instructions for opening and using a shared mailbox in Outlook , and see the FAQ for replying from a role mailbox or adding one that does not 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. Address What it is Use 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: Upload to SharePoint. Copy link. 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 FAQ Quick Reference Office Onboarding Email Templates Purpose: Copy-and-send welcome emails from SHHA Office or IT Help to the newly onboarded employee, volunteer, or committee members . Choose the matching scenario, replace every item in square brackets, delete lines that do not apply, and send the completed message to the new users. These are not internal setup notifications; they tell the recipients that setup is complete and explain what they should do next. Placeholder Key Placeholder Replace with [FIRST NAME] Recipient's first name [SHHA EMAIL] New internal @sandiahomeowners.org address [COMMITTEE NAME] Full committee or task-force name [MAILING LIST] Committee mailing-list address [SHAREPOINT LINK] Direct committee SharePoint site URL [ROLE MAILBOX] Officer role mailbox address, such as president@sandiahomeowners.org [WIKI LINK] The most relevant wiki page listed below the template [OFFICE CONTACT] Office staff contact name or email Before Sending Any Template Confirm the account, group membership, mailing list, and SharePoint permissions are already working. Test links before sending. Do not include passwords in the same email as usernames or account instructions. Send a temporary password through a separate channel. For external users, never include OneDrive instructions. External committee members use SharePoint in a browser. Keep the direct SharePoint link in the message. Do not make recipients hunt for it. Template 1: New Internal Staff User Use for: a staff member receiving a licensed @sandiahomeowners.org account. Suggested wiki link: Volunteer with SHHA Email or Quick Reference . Subject: Your SHHA Microsoft account Hi [FIRST NAME], Your SHHA Microsoft account is ready. Username: [SHHA EMAIL] Sign in: https://outlook.com Your temporary password will be provided separately. Microsoft will ask you to change it when you first sign in. After signing in, please confirm that you can open Outlook and any SharePoint sites needed for your role. Getting-started instructions are here: [WIKI LINK] If anything does not work, please contact ITHelp@sandiahomeowners.org and include a screenshot of the error. Thank you, [OFFICE CONTACT] Template 2: New External Volunteer Use for: a volunteer using Gmail, Yahoo, iCloud, Outlook.com, or another personal address. Suggested wiki link: Volunteer without SHHA Email . Subject: Welcome to SHHA - Microsoft invitation and committee access Hi [FIRST NAME], Welcome, and thank you for volunteering with SHHA. Microsoft will send an organization invitation to this email address. Please open that message and select Accept invitation. Sign in using the same email address that received the invitation. Microsoft may send you a one-time passcode. After accepting the invitation, you will receive committee email through: [MAILING LIST] Your committee documents are available here: [SHAREPOINT LINK] Please bookmark the SharePoint link. External volunteers use SharePoint in a web browser and should not add committee files to OneDrive. Step-by-step instructions are here: [WIKI LINK] If you have trouble, please contact ITHelp@sandiahomeowners.org and include the email address you used, the link you opened, and a screenshot of the error. Thank you, [OFFICE CONTACT] Template 3: New Committee Or Task Force Use for: the initial launch email after the mailing list, membership, and SharePoint site have all been tested. Suggested wiki link: Committee SharePoint Guide . Subject: [COMMITTEE NAME] email and SharePoint information Hello everyone, The [COMMITTEE NAME] Microsoft group is ready. Mailing list: [MAILING LIST] Use this address when a message should go to everyone in the committee. SharePoint documents: [SHAREPOINT LINK] Use the Documents library for committee files, working documents, and enduring reference materials. All committee members have read/write access to the Documents library. Office staff manage membership, permissions, and changes to the SharePoint home page. Members using personal email addresses should bookmark the SharePoint site and use it in a web browser. External members should not use OneDrive for committee documents. Instructions for uploading, editing, moving, and deleting files are here: [WIKI LINK] Please contact [OFFICE CONTACT] for membership or site changes, or ITHelp@sandiahomeowners.org for access problems. Thank you, [OFFICE CONTACT] Template 4: New SharePoint Site For An Existing Committee Use for: a committee whose mailing list already works but whose SharePoint document site was created later or was never introduced properly. Suggested wiki link: Committee SharePoint Guide . Subject: New SharePoint document site for [COMMITTEE NAME] Hello everyone, The [COMMITTEE NAME] mailing list is not changing. You can continue using: [MAILING LIST] We have now set up the committee SharePoint site for shared documents: [SHAREPOINT LINK] Please use the SharePoint Documents library for committee files instead of personal OneDrive folders, email attachments, or individual Share links. All committee members have read/write access to the Documents library. Members using personal email addresses should bookmark the SharePoint site and access documents there in a web browser. External members should not use OneDrive for committee documents. Office staff will manage membership, permissions, and the SharePoint home page. Committee members can create, upload, edit, move, and delete files in Documents. Instructions are here: [WIKI LINK] Please contact [OFFICE CONTACT] with membership or organization questions, or ITHelp@sandiahomeowners.org if the site will not open. Thank you, [OFFICE CONTACT] Template 5: New Officer Shared Mailbox Access Use for: an incoming President, Vice President, Secretary, Treasurer, ACC Chair, or CSC Chair. Do not use this for an ordinary committee chair or task-force lead. Suggested wiki link: Volunteer with SHHA Email . Subject: Your SHHA officer mailbox is ready Hi [FIRST NAME], Your SHHA officer mailbox is ready: [ROLE MAILBOX] This mailbox belongs to the officer role, not to you personally. It keeps the role's email history available to future officers. You cannot log in directly to this mailbox. Sign in to Outlook with your own SHHA account: [SHHA EMAIL] The office has granted your account Full Access and Send As permission. Please add the shared mailbox in Outlook; it may not appear automatically: - In Outlook on the web, right-click Folders and choose Add shared folder or mailbox. - In new Outlook, right-click Shared with me and choose Add shared folder or mailbox. - In classic Outlook, use Account Settings, then More Settings, Advanced, and Add. For official officer correspondence, send from [ROLE MAILBOX] or copy it. The shared mailbox is the archive; your personal inbox is not. Microsoft's current instructions are here: https://support.microsoft.com/en-us/outlook/sharing/open-and-use-a-shared-mailbox-in-outlook Please test that you can open the mailbox, read a test message, and send with [ROLE MAILBOX] in the From field. If anything does not work, contact ITHelp@sandiahomeowners.org. More SHHA guidance: [WIKI LINK] Thank you, [OFFICE CONTACT] Related Office SOPs SOP: New Users, Mailboxes & Groups SOP: Create a Committee SharePoint Site Committee SharePoint Guide Quick Links & Directory 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 Look for the two Microsoft emails described below. Open the organization invitation email and click Accept invitation . Use that same email address when prompted to sign in. Open your committee SharePoint link from the Quick Reference page. 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 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 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 Upload to SharePoint. Copy link. Email link to committee list. See FAQ for step-by-step sharing instructions. Need Help? Contact ITHelp@sandiahomeowners.org if you cannot access files or receive committee messages. Related Pages Overview FAQ 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 Use the Board SharePoint site for meeting packets, pre-reads, and Board working files. Read the meeting pre-reads before Board meetings. You can upload files to the Board SharePoint when you need to share material with the Board. When Trish asks for agenda items, email her anything you want added about a week before the meeting. 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/ 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. Open the Board SharePoint site . Open the document library or the folder Trish or the Board is using for that meeting/topic. Click Upload , then choose your file. 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 Volunteer with SHHA Email FAQ