SHHA IT Help Guide

Help guide for SHHA volunteers, officers, committee members, and staff — covering Microsoft 365, email, SharePoint, file sharing, role transitions, GRIT submissions, and more.

Quick Links & Directory

Essential links, mailing lists, SharePoint sites, and chair inboxes — start here.

Quick Links & Directory

Quick Links & Directory

Bookmark this page. It has every link you need for day-to-day SHHA work.

What you needWhere to goWho uses it
Email (staff & role mailbox holders)outlook.comStaff, officers, chairs
OneDrive / personal filesonedrive.comLicensed users
Admin console (manage users & groups)admin.microsoft.comIT admins only
Committee files (SharePoint)See SharePoint Sites belowAll volunteers

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 volunteersSHHA-all@sandiahomeowners.org
Board of Directorsboard@sandiahomeowners.org
Architectural Control Committee (ACC)ACC@sandiahomeowners.org
Communications & Publications Committee (CPC)CPC@sandiahomeowners.org
Community Service & Membership Committee (CSMC)CSMC@sandiahomeowners.org
Covenant Support Committee (CSC)CSC@sandiahomeowners.org
Environment & Safety Committee (ESC)ESC@sandiahomeowners.org
Executive Committee (EC)EC@sandiahomeowners.org
Finance Committee (FC)FC@sandiahomeowners.org
Governance Committee (GC)GC@sandiahomeowners.org
Admins (Staff + IT)M365admins@sandiahomeowners.org
IT Help Deskithelp@sandiahomeowners.org

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
Presidentpresident@sandiahomeowners.org
Vice Presidentvicepresident@sandiahomeowners.org
Secretarysecretary@sandiahomeowners.org
Finance Chair / Treasurertreasurer@sandiahomeowners.org
Architectural Control Committee ChairACCChair@sandiahomeowners.org
Communications & Publications ChairCPCChair@sandiahomeowners.org
Community Service & Membership ChairCSMCChair@sandiahomeowners.org
Covenant Support Committee ChairCSCChair@sandiahomeowners.org
Environment & Safety ChairESCChair@sandiahomeowners.org

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 Directorshttps://shha.sharepoint.com/sites/BOARD/
Architectural Control Committee (ACC)https://shha.sharepoint.com/sites/ACC/
Communications & Publications Committee (CPC)https://shha.sharepoint.com/sites/CPC/
Community Service & Membership Committee (CSMC)https://shha.sharepoint.com/sites/CSMC/
Covenant Support Committee (CSC)https://shha.sharepoint.com/sites/CSC/
Environment & Safety Committee (ESC)https://shha.sharepoint.com/sites/ESC/
Executive Committee (EC)https://shha.sharepoint.com/sites/EC/
Finance Committee (FC)https://shha.sharepoint.com/sites/FC/
Governance Committee (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. See the FAQ for troubleshooting.

Other SHHA Email Addresses

AddressPurpose
office@sandiahomeowners.orgGeneral office inquiries, mailing list changes, GRIT submissions
ithelp@sandiahomeowners.orgIT support — access issues, SharePoint help, mailbox permissions
itadmin@sandiahomeowners.orgArchive-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

Task Group Email Help

Need to explain how to use a temporary task-group address? Share this page: Task Group Email Guide.

Quick Links & Directory

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

What This Address Is For

What This Address Is Not For

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.

Getting Started

Getting Started

Overview

Start Here — Find Your Path

Different people need different things from this guide. Find your role below and follow the links.

Who You AreStart WithThen See
New external volunteer
(just got a committee invitation)		 Quick Start for New Volunteers Volunteer without SHHA Email guide, FAQ
New officer or committee chair
(President, Treasurer, Chair, etc.)		 Quick Links & Directory (mailing lists, SharePoint URLs) Volunteer with SHHA Email guide, FAQ sections on role mailboxes and email transitions
New Board president
(need the big picture)		 Quick Links & Directory Systems Inventory, HR & Personnel Management, Controls & Security
GRIT newsletter editor GRIT Layout Monthly Guide FAQ section on GRIT submissions
Office staff
(manage day-to-day IT operations)		 Staff Guide M365 Email Groups & Roles Reference, Quick Links & Directory
Future IT help person
(inheriting the IT admin role)		 M365 Email Groups & Roles Reference Staff Guide, Systems Inventory, Controls & Security

This is the main orientation page for SHHA volunteers. You do not need to be technical to use this guide.

What System Does SHHA Use?

SHHA primarily uses Microsoft 365 for:

You may also see Google Calendar references for Board scheduling.

Do I Need a New Microsoft Account?

No. Use the same email address that received your SHHA invitation.

When first added, you receive a Microsoft invitation email and must accept it once. After acceptance you can:

If access fails, the most common cause is that the original invitation was never accepted.

Committee Mailing Lists (Microsoft Groups)

Each SHHA committee has a mailing list so one address reaches the whole committee.

Typical flow

  1. Committee chair informs office staff.
  2. Office invites volunteer as an external Microsoft user.
  3. Volunteer accepts Microsoft invitation.
  4. Volunteer is added to committee mailing list.
Invitation emails may mention Teams or other services. You can ignore those references.

Committee SharePoint Sites (Where Files Live)

Each committee has a SharePoint site that acts as its long-term file cabinet and working library.

Important: SharePoint navigation through Microsoft menus is often confusing. Use the direct SharePoint links provided in committee materials or this help guide.

File Sharing Rule (Most Important)

Do not try to share files directly with committee groups when members are external users. Instead:

  1. Upload the file to SharePoint.
  2. Use Share or Copy Link.
  3. Send the link to the committee mailing list.

Always share the link, not a stand-alone attachment, for long-term committee docs.

Shared Role Inboxes (Officers)

Officer mailboxes stay with the role, not the person. Examples:

Best practice: Reply from the shared role inbox, or CC it, so records are preserved for SHHA business.

Board Materials and Calendar

If reminders are missing, contact office staff or ITHelp@sandiahomeowners.org.

Record-Keeping and Archive

All committee mailing lists include an archival account (itadmin@sandiahomeowners.org) for retention.

The archive inbox is not monitored and does not reply.

Next Steps

Getting Started

Quick Start for New Volunteers

Start Here: Which Type of Volunteer Are You?

  1. Volunteer without an SHHA email address
  2. Volunteer with a role-based SHHA address

Most volunteers are in Category 1.

Category 1: Volunteers Who Do Not Get Their Own SHHA Email Address

Who this is

What you get

If something is wrong

If you are missing messages, contact office staff so membership can be checked and updated.

Category 2: Volunteers Who Do Get a Role-Based SHHA Address

Who this is

Volunteers serving in specific leadership roles, such as committee chairs or executive roles.

Role-based addresses are shared inboxes

These addresses are tied to the role, not the person.

Important access rule

If something is wrong

If you cannot open the role mailbox, ask staff or IT admin to verify permissions.

Who Maintains This

There is an automated Power Automate notification whenever group membership changes.

Fast Checklist for New Volunteers

Getting Started

Quick Reference

Use this page as the central directory for links and addresses.

Full Email Directory

Mailing Lists

Shared Role Inboxes

Other Key Addresses

All Committee SharePoint Links

Quick Usage Rules

  1. Use committee mailing list addresses for group-wide communication.
  2. Use shared role inboxes for role-specific communication.
  3. Upload files to SharePoint first, then send a SharePoint link by email.
  4. External volunteers should use personal email and SharePoint links, not Teams.

Role Guides

Role Guides

Staff

This page is for office staff and operations support volunteers.

Primary Responsibilities

Monthly Staff Checklist

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

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

Staff Reminders

Role Guides

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

Shared Role Inbox Basics

If you hold an officer or chair role, you may be assigned a shared role inbox.

See FAQ — Reply from role mailbox for full instructions, and FAQ — Can't see shared inbox if the mailbox doesn't appear.

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

Role Guides

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 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:

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

Most Common Mistakes

Correct File Sharing Pattern

  1. Upload to SharePoint.
  2. Copy link.
  3. 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.

Frequently Asked Questions

Frequently Asked Questions

FAQ

Answers for SHHA volunteers, officers, and committee members. Find your question in the sidebar or scroll through the sections below.

I was invited but cannot access files. What is usually wrong?

The most common cause is that the original Microsoft invitation email was never accepted. Until you accept that invitation, Microsoft does not recognize you as an authorized guest, so SharePoint links and group emails will not work.

How to fix it — step by step

  1. Search your email (Gmail, Yahoo Mail, iCloud Mail, etc.) for a message from "Microsoft Invitations" with a subject like "You've been invited to access applications within the Sandia Homeowners organization." Check your Spam / Junk folder — these invitations often land there.
  2. Open the email and click the "Accept invitation" button or link.
  3. Sign in with your personal email address — the same one the invitation was sent to. If you already have a Microsoft account linked to that email, use its password. If not, Microsoft will walk you through creating one (free) or send a one-time passcode.
  4. Review and accept the permissions prompt. Microsoft will ask you to agree that SHHA can see basic profile information (name and email). Click Accept.
  5. Try opening your SharePoint link again. It should now work.

If you cannot find the invitation email or the link has expired, contact ITHelp@sandiahomeowners.org and they can resend it.

Microsoft help: B2B collaboration invitation redemption explains the full invitation-acceptance process.

Do I need a paid Microsoft license?

Usually no. Most SHHA volunteers are added as external guest users in Microsoft 365. Guest access is free.

As a guest you can:

Only SHHA office staff and IT administrators need paid licenses.

Microsoft help: What is guest access in Microsoft 365 Groups?

Do I need to create a new username or password?

No. Use the same personal email address that received your SHHA invitation (e.g., your Gmail, Yahoo Mail, Outlook.com, or iCloud address).

Microsoft help: How to create a new Microsoft account — only needed if Microsoft asks you to during the invitation process.

Can I share a file directly to the committee mailing list from SharePoint?

Not reliably when the group includes external (guest) members, which most SHHA groups do. SharePoint's built-in "Share" dialog sometimes cannot resolve external-member group addresses, and recipients may get "Access Denied" errors.

Use this reliable method instead

  1. Upload your file to the committee's SharePoint document library.
    • Open the SharePoint site link your committee uses.
    • Click Upload → Files, then select your file.
  2. Copy a sharing link for the file.
    • Select the file (click the circle icon next to its name).
    • Click the Share button at the top of the page.
    • In the sharing dialog, click Copy link. Make sure the link setting says something like "People in Sandia Homeowners with the link can edit". Click the gear icon to adjust permissions if needed.
    • Click Copy.
  3. Email the link to the committee mailing list.
    • Open your personal email (Gmail, Yahoo Mail, Outlook.com, etc.).
    • Compose a new message to the committee address (e.g., csc@sandiahomeowners.org).
    • Paste the SharePoint link into the email body. Add a brief description.
    • Click Send.
Microsoft help: Share SharePoint files or folders

Why should I send links instead of attachments?

Rule of thumb: If a document is SHHA committee business, it goes in SharePoint, and you email the link. Only use attachments for quick, one-off items that do not need to be retained.
Microsoft help: External or guest sharing in SharePoint

I have a role mailbox (e.g., president@, treasurer@). Should I reply from my personal inbox?

For SHHA business, always reply from the role mailbox (e.g., president@sandiahomeowners.org), or at minimum CC the role mailbox so the message is saved there.

Role mailboxes stay with the position, not the person. When leadership changes, the next officer inherits the full email history. Replies from your personal inbox are lost to the organization.

How to reply from the role mailbox using Outlook on the web

  1. Go to outlook.office.com and sign in with your SHHA licensed account (your @sandiahomeowners.org address).
  2. In the left sidebar, look under "Shared with me" (or right-click your account name → "Add shared folder or mailbox" → type the role address).
  3. Open the email you want to reply to from the role mailbox's Inbox.
  4. Click Reply. Check the From field — it should show the role address. If not, click From and select the role mailbox.
  5. Compose and click Send.
Microsoft help: Open and use a shared mailbox in Outlook

I cannot see my shared role inbox in Outlook. What should I do?

If the shared mailbox does not appear automatically, try adding it manually:

In Outlook on the web (outlook.office.com)

  1. Sign in with your SHHA @sandiahomeowners.org account.
  2. In the left folder pane, right-click your account name.
  3. Select "Add shared folder or mailbox."
  4. Type the role mailbox address (e.g., cscchair@sandiahomeowners.org) and press Enter.
  5. The shared mailbox should appear under "Shared with me".

In the new Outlook desktop app (Windows or Mac)

  1. Open Outlook → go to Mail.
  2. Right-click your account name in the folder pane.
  3. Select "Add shared folder or mailbox."
  4. Type the role mailbox address and click Add.

If it still does not appear, your account may not have been granted permission yet. Contact ITHelp@sandiahomeowners.org to verify your mailbox permissions.

Microsoft help: Open and use a shared mailbox in Outlook — see "What if it didn't work?"

Where should Board materials be submitted?

Upload directly to the Board's SharePoint site using the direct link from your Board materials or ITHelp.

  1. Open the Board SharePoint link in your web browser.
  2. Navigate to the appropriate folder (e.g., "Meeting Materials", "Agendas").
  3. Click Upload → Files and select the document.
  4. Once uploaded, copy the sharing link and email it to the Board mailing list if you need to notify members.

Only deviate from this if office staff specifically requests materials a different way.

Why am I not getting Board reminder emails?

Board meeting reminders are sent from a shared Google Calendar workflow, not Microsoft 365. Common reasons:

If none of the above resolves it, contact office staff or ITHelp@sandiahomeowners.org.

Where do I log in?

There is no single Microsoft website for everything. Which site you use depends on what you need:

What you need to doWhere to goWho uses it
Open committee files Your committee's SharePoint link (from your chair or ITHelp). You can also browse sandiahomeowners.sharepoint.com All volunteers
Read / send role mailbox email outlook.office.com — sign in with your @sandiahomeowners.org account Officers & chairs with role mailboxes
Manage your Microsoft account account.microsoft.com — reset password, update security info Anyone with a Microsoft account
Access personal OneDrive files onedrive.live.com (personal) or your SharePoint library (SHHA files) Limited use
Tip: Most volunteers just click a SharePoint link someone emailed them. You do not need to remember a general login page.
Microsoft help: Sign in to Microsoft 365

Do I have an official SHHA email address? How do I use it?

It depends on your role:

Not sure which category you fall into? Ask your committee chair or email ITHelp@sandiahomeowners.org.

Can I forward my SHHA role mailbox email to my personal email?

This is not recommended, and you cannot set it up yourself.

Role mailboxes are shared inboxes managed by the SHHA Microsoft 365 administrator. Only an admin can configure forwarding. It is discouraged because:

What to do instead

If you have an exceptional need for forwarding, contact ITHelp@sandiahomeowners.org.

Microsoft help: Add a shared mailbox to Outlook mobile

Can I access my SHHA email from my personal email app (Apple Mail, Gmail app, etc.)?

For the shared role mailbox — generally no. Shared mailboxes cannot be added to third-party email clients like Apple Mail or Gmail. They must be accessed through Microsoft Outlook.

Your best options

  1. Outlook on the web — outlook.office.com in any browser. Nothing to install.
  2. Outlook mobile app — free on iOS and Android. Sign in with your @sandiahomeowners.org account, then add the shared mailbox.
  3. New Outlook desktop app — free on Windows and Mac via outlook.com or your app store.

For regular committee email (external volunteers): Committee emails are delivered directly to your personal inbox. No special setup needed.

Microsoft help: Open and use a shared mailbox in Outlook

How do I see emails going between committee or Board members? Can I see older emails from before I joined?

Committee mailing list emails

If you need prior committee email history

Shared role mailbox emails

If you hold a role (e.g., committee chair, President), the shared role mailbox retains its full email history regardless of who currently has access. When you are granted access, you can scroll back through all prior sent and received messages — one of the major advantages of using role mailboxes.

How do I send an email to a specific group (Board, committee, or task force)?

For the complete directory of all mailing lists, chair inboxes, and SharePoint URLs, see the Quick Links & Directory page.

Each committee and the Board has a mailing list address. Sending to it delivers to all current members.

GroupEmail address
All Board and committee membersshha-all@sandiahomeowners.org
Board of DirectorsAsk office staff or your chair for the current address
Community Standards Committee (CSC)csc@sandiahomeowners.org
Architectural Control Committee (ACC)acc@sandiahomeowners.org
Other committeesEach has its own @sandiahomeowners.org group address — ask your chair or ITHelp

How to send

  1. Open your email (Gmail, Yahoo Mail, Outlook.com, Outlook on the web — whatever you normally use).
  2. Compose a new message.
  3. In the To field, type the group address (e.g., csc@sandiahomeowners.org).
  4. Write your message and click Send.
Tips: You do not need to know individual email addresses — the group address handles distribution. If sharing a document, paste a SharePoint link rather than attaching a file.

How does the email transition work when someone enters or leaves a role? Who handles it?

This is NOT automatic. A human (office staff) must update group memberships and mailbox permissions.

When you are the incoming person (new to a role)

  1. Your committee chair (or the Board, for executive roles) notifies office staff that you are taking over.
  2. Office staff (currently Anna) adds you to the committee mailing list(s) and requests mailbox access from IT.
  3. ITHelp grants you permission to the shared role mailbox.
  4. You can then open the shared mailbox at outlook.office.com and see the full email history.
  5. You begin receiving all committee group emails.

When you are the outgoing person (leaving a role)

  1. Notify your committee chair and office staff of your departure date.
  2. Office staff removes you from the mailing list(s). You stop receiving group emails.
  3. ITHelp removes your mailbox access. You can no longer open it.
  4. The mailbox and all its history remains intact for your successor.

Overlap period

There is no automatic overlap. If you want your successor to start seeing emails before your access is removed, ask office staff to add them early. A brief overlap is good practice.

Who does what

ActionWho handles it
Notify staff of the changeOutgoing or incoming person, or chair
Add / remove people from mailing listsOffice staff (Anna)
Grant / revoke shared mailbox accessITHelp / IT admin
Preserve email history in role mailboxAutomatic — the mailbox retains everything
For the President and executive officers: You do not need to know the technical steps — staff and ITHelp handle them. Your job is to make sure the transition is communicated to office staff promptly.

Staff who need to administer these changes should see the Staff page and the M365 Email Groups & Roles reference.

How do I find phone numbers for Board, committee, and staff members?

There is no centralized online directory with phone numbers in the Microsoft 365 system. Most members do not list personal numbers publicly. Here are your options:

  1. Ask office staff. Email office@sandiahomeowners.org and request the phone number(s) you need. Staff maintain internal contact lists.
  2. Ask your committee chair. Chairs typically maintain a roster with phone numbers shared privately.
  3. Check the SHHA community directory (if available on the SHHA website or as a printed/PDF document).
  4. Board and executive contacts. Board members should receive a contact list at the start of their term. If you have not received one, ask the President or office staff.
For emergencies: Email ITHelp@sandiahomeowners.org and office@sandiahomeowners.org simultaneously, mark the subject as URGENT, and explain the situation. Staff can relay messages.
Suggestion for chairs: Maintain a simple phone/email contact sheet for your group and share it privately at the start of each term.

How do I find committee web pages on the SHHA website?

  1. Go to sandiahomeowners.org.
  2. Look for a Committees menu in the top navigation bar or sidebar.
  3. Click through to find the specific committee.
Note: Public committee web pages are informational (schedules, descriptions). Working documents are on SharePoint, not the public website.

Where do I find minutes from committee or Board meetings?

Meeting minutes are typically stored in the committee's SharePoint document library.

  1. Open your committee's SharePoint site (see SharePoint access above).
  2. Click Documents in the left sidebar.
  3. Look for a folder called "Minutes", "Meeting Minutes", or similar. Some committees organize by year (e.g., Documents > 2026 > Minutes).
  4. Click into the folder to see individual files.

If minutes are not in SharePoint: ask your committee chair. Board minutes may also be posted on the SHHA website once approved.

How do I submit an article for The GRIT newsletter?

The GRIT is SHHA's community newsletter. Articles go to the GRIT editor (Communication & Publication Committee) on a monthly cycle.

President's Letter

FrequencyMonthly — one per issue
Word countTypically 300–500 words (confirm with the editor)
FormatWord document (.docx) or email body text
DeadlineUsually mid-month for next month's issue (e.g., mid-Feb for March). Confirm with the editor.
ImagesAttach high-res JPEG or PNG as a separate file. Include a caption.

Tips for GRIT submissions

Not sure who the current GRIT editor is? Email office@sandiahomeowners.org.

For the layout/design process (GRIT editor only), see GRIT Layout Monthly Guide.

How do I send an email blast to all SHHA residents?

You cannot send an email blast yourself. Blasts to the full membership are sent by office staff using a bulk email system.

How to request an email blast

  1. Draft your message. Include any links or images.
  2. Email your draft to office@sandiahomeowners.org with a subject like "Email blast request — [topic]."
  3. Specify the audience. All residents? A specific section?
  4. Include your desired send date. Give staff a few business days lead time.
  5. Staff will review and send.

Who has oversight over email blasts?

Important: Do not send mass emails by putting all resident addresses in To or CC. This exposes everyone's email, triggers spam filters, and is not the proper process.

When should I contact IT Help?

Contact ITHelp@sandiahomeowners.org if:

Contact office staff (office@sandiahomeowners.org) if:

Needing help is completely normal. The Microsoft 365 guest system can be confusing. ITHelp and office staff are there to sort it out.

When you email ITHelp, include:

Gmail & Legacy Accounts

What are the SHHA Gmail addresses, and should I use them?

SHHA has two Gmail addresses that predate the Microsoft 365 system:

For most SHHA business, use your @sandiahomeowners.org addresses (committee mailing lists and role mailboxes). The Gmail addresses are legacy and may serve specific limited purposes.

Human Resources & Administration

How are volunteers added to or removed from committees?

TODO: Document the full appointment process. For now, the IT side works as follows:

For detailed information, see the HR & Personnel Management page in the Operations & Administration chapter.

Who manages SHHA staff? (evaluations, salary, hiring)

TODO: This is primarily a governance/operations question, not IT. Key sub-questions to answer:

See the HR & Personnel Management page in the Operations & Administration chapter for the full skeleton of questions to be answered.

What outside consultants does SHHA use?

TODO: Document current consultants (legal counsel, web consultant, others), how they are compensated, and who oversees their work. See the HR & Personnel Management page for details.

What insurance does SHHA have for volunteers and officers?

TODO: Document insurance coverage including E&O, general liability, D&O, and cyber liability. See the HR & Personnel Management page for the full list of questions.

Systems & Controls

What technology systems does SHHA use?

SHHA uses several technology systems:

For detailed information about each system (admin, login, backup status), see the Systems Inventory page in the Operations & Administration chapter.

How is SHHA data backed up?

Most SHHA data lives in cloud services (Microsoft 365, QuickBooks Online, Gusto) which provide their own redundancy and backups. TODO: Document whether SHHA has additional backup procedures, retention policies, or third-party backup solutions. See the Controls & Security page for the full assessment.

Who has admin access to SHHA systems?

TODO: Document who has administrator access to each system, ensure there is a primary and backup for each. See the Controls & Security page for the full access matrix.

Specialty Topics

Specialty Topics

GRIT Layout Monthly Guide

Use this page each month when preparing the GRIT issue layout.

Monthly Steps

Monthly Settings

Change monthly accent color

Folder Structure

Your local folder structure should look like this:

month_name
  - Ads
  - Images

Download Assets

Ads

Download prepared ads from OneDrive. Example path:

Communication & Publication Committee > Documents > GRIT Editor Workspace > Monthly Issues > 2026 > March > Ads

Images

Download all emailed images into the Images folder.

Skeleton and Layout Setup

Ensure all guides are visible

Insert pages

Insert enough pages so the issue ends on a multiple of 4.

Insert ads and images

Image fitting behavior

The image masters are created with an Object Style that fits the image you place into the largest dimension.

GRIT Layout FAQ

Do I need to use exact folder names?

Yes. Keep the month folder with Ads and Images subfolders so links and placement are predictable.

Why does Cmd+Shift+Click matter?

It unlocks master-page frames so you can edit a specific issue page without changing the master itself.

What if page count is not a multiple of 4?

Insert pages until the total is divisible by 4. Print layout and booklet flow depend on this.

Technical Reference

Technical Reference

M365 Email Groups, Role Inboxes & Responsibilities

Operational reference for office staff, IT admin, and future volunteers — mailing lists, shared mailboxes, licensing, SOPs, and governance.

Quick Overview

SHHA uses two different patterns for email collaboration:

PatternTechnologyExamples
Committee mailing lists Microsoft Groups shha-all@, csc@, acc@
Role-based addresses Shared mailboxes president@, cscchair@, accchair@

Design Principles

Microsoft Groups (Mailing Lists)

Each committee has a Microsoft Group that acts as its mailing list.

GroupAddress
All membersshha-all@sandiahomeowners.org
CSCcsc@sandiahomeowners.org
ACCacc@sandiahomeowners.org
OthersOne group per committee

Behavior: Sending to the group distributes to all members. Membership is maintained by staff (primary owner: Anna). External participants can be included.

Shared Mailboxes (Role Inboxes)

Chair and executive role addresses are shared mailboxes tied to positions, not people.

RoleAddress
CSC Chaircscchair@sandiahomeowners.org
ACC Chairaccchair@sandiahomeowners.org
Presidentpresident@sandiahomeowners.org
Vice Presidentvicepresident@sandiahomeowners.org
Secretarysecretary@sandiahomeowners.org
Treasurertreasurer@sandiahomeowners.org

Access model

When leadership changes

  1. Remove predecessor access.
  2. Grant successor access.
  3. Keep the role mailbox address unchanged.

Archive Mailbox (itadmin@)

Power Automate Membership Notifications

A Power Automate flow sends email notifications whenever group membership changes.

Licensing and External Volunteers

User typeLicense needed?Capabilities
External volunteersNoGroup email delivery, SharePoint guest access
Licensed staff / adminYes (paid M365)Group administration, shared mailbox access, full portal

Responsibilities Matrix

ResponsibilityPrimaryBackupNotes
Maintain committee group membershipAnna (staff)IT adminAdd/remove members, verify accuracy
Manage shared mailbox permissionsAnna + IT adminIT adminRemove predecessor, add successor
Ensure itadmin@ in all groupsIT adminAnnaRequired for archive continuity
Monitor membership-change notificationsAnnaIT adminPower Automate emails = operational signal
Troubleshoot delivery/access issuesIT adminAnnaIncludes mailbox permissions and group settings

SOP: Add a Person to a Committee Mailing List

  1. Confirm committee and target group address.
  2. Verify whether person is internal staff or external volunteer.
  3. Add to the correct Microsoft Group membership.
  4. Confirm itadmin@ remains a member.
  5. Verify Power Automate sends membership-change notification.
  6. Ask requester to test delivery (or send a test message).

SOP: Remove a Person from a Committee Mailing List

  1. Confirm removal request and effective date.
  2. Remove member from the Microsoft Group.
  3. Verify Power Automate notification is received.
  4. If person held a role, check related shared mailbox permissions.

SOP: Leadership Transition for Role Inbox

  1. Identify affected role mailbox (e.g., accchair@).
  2. Remove outgoing person's mailbox permissions.
  3. Grant incoming person's mailbox permissions.
  4. Validate that incoming person can open the shared mailbox from their own account.
  5. Keep address and historical content in place for continuity.

SOP: New Committee Creation

  1. Create new Microsoft Group for the committee.
  2. Add initial committee members.
  3. Add itadmin@ as member for archiving.
  4. Ensure membership-change notifications are active.
  5. Record the group in the committee/group inventory.

Governance Rules

Maintain a simple inventory table (in the wiki or internal operations file) with:

This makes volunteer/staff handoff much easier.

Common Issues and Checks

Person does not receive committee emails

New chair cannot open role mailbox

Missing archive history

Handoff Checklist (Staff / Volunteer Transition)

Key Contacts and Ownership

RoleContact
Group membership ownerAnna (staff)
Technical owner / escalationIT admin
Archive mailboxitadmin@ (not actively monitored)
If ownership changes, update this section immediately.
Technical Reference

M365 Email Building Blocks

SHHA uses four distinct patterns for email addresses in Microsoft 365. Before requesting any new address, understand which pattern fits your need. This page is the reference for anyone planning new committees, roles, or special-purpose addresses.

The Four Patterns at a Glance

PatternWhat it isExampleWhen to use it
Personal mailbox
first.last@sandiahomeowners.org		 A licensed M365 account owned by one person. Has its own login, calendar, OneDrive, etc. anna.smith@sandiahomeowners.org Office staff and IT admins who need to log in to Microsoft 365 and perform admin tasks. Costs a license.
Shared mailbox
role@sandiahomeowners.org		 A mailbox tied to a position, not a person. Multiple licensed users can open it from their own account. Retains full email history across holders. president@sandiahomeowners.org
cscchair@sandiahomeowners.org		 Any role where you need: (a) a stable address that survives personnel changes, (b) email history inherited by the next holder, (c) the ability for multiple people to send/receive as that address.
Mailing list (Microsoft Group)
committee@sandiahomeowners.org		 A distribution group. Email sent to the address is delivered to every current member — including external guests who have no M365 license. csc@sandiahomeowners.org
shha-all@sandiahomeowners.org		 Any group of people who need to receive the same email. Most committees have one. No license cost for external members.
Alias
(additional address on an existing mailbox or group)		 An extra email address that delivers to an existing mailbox or group. Not a separate mailbox — just an alternative address for the same destination. wildfire@sandiahomeowners.org → delivers to the ESC group or a specific shared mailbox One-off or special-purpose addresses (task forces, events, topical inboxes) where you do not need a separate mailbox with its own history. Use when you want a memorable address that maps to something that already exists.

Which Pattern Do I Need?

Walk through these questions when planning a new email address:

  1. Does one specific person need to log in to M365 and perform admin tasks?
    • Yes → Personal mailbox (requires a license; talk to IT admin)
    • No → continue
  2. Does the address need its own persistent inbox that survives personnel changes?
    • Yes → Shared mailbox
    • No → continue
  3. Does the address need to deliver to a group of people?
    • Yes → Mailing list (Microsoft Group)
    • No → continue
  4. Do you just need a convenient address that routes to an existing mailbox or group?
    • Yes → Alias on the appropriate existing mailbox or group
    • No → talk to IT admin to figure out the right approach

Combining Patterns

For a full committee setup you typically create all three:

WhatPatternExample for a new "Wildfire Preparedness" task force
Committee mailing listMicrosoft GroupWPC@sandiahomeowners.org
Chair inboxShared mailboxWPCChair@sandiahomeowners.org
Friendly alias (optional)Alias on the groupwildfire@sandiahomeowners.org → delivers to WPC@

You generally do not need to create personal mailboxes for the members — external volunteers receive group email at their personal addresses (Gmail, Yahoo, etc.) at no license cost.

Archive Rule

Every mailing list (Microsoft Group) must include itadmin@sandiahomeowners.org as a member. This is the archive account that preserves all committee email for continuity and records. It is not monitored for support.

Cost Summary

PatternLicense cost
Personal mailboxRequires a paid M365 license
Shared mailboxFree (up to 50 GB; no license unless it exceeds the limit)
Mailing list (Group)Free
AliasFree (added to an existing mailbox or group)

Where to Go Next

Technical Reference

SOP: New Users, Mailboxes & Groups

This SOP is written for SHHA staff who are comfortable with basic Microsoft admin work and need a reliable step-by-step process for setting up new groups, shared mailboxes, and related addresses.

Start here every time: admin.microsoft.com

Quick Start: What Are You Trying to Set Up?

If you need...Go to this section
A new task-force or committee mailing address that sends to all membersSOP A: Create a Microsoft 365 Group (Mailing List)
A role inbox for a chair or lead (keeps history when people rotate)SOP B: Create a Shared Mailbox
A friendly one-off address like wildfire@sandiahomeowners.orgSOP C: Add an Alias
An internal staff account with first.last@sandiahomeowners.org loginSOP D: Add a Licensed User
An external volunteer using Gmail/Yahoo/etc.SOP E: Add an External Guest

Task Force Fast Path (Most Common New Setup)

For a new short-term task force, the normal pattern is:

  1. Create a Microsoft 365 Group for the task-force mailing list.
  2. Add members (including external guests) and always include itadmin@sandiahomeowners.org.
  3. Create a Shared Mailbox for the task-force lead/chair if they need role continuity.
  4. Add an optional Alias (for example, wildfire@sandiahomeowners.org) if a friendlier address is useful.
  5. Test email delivery and update the Quick Links directory.

If you only need one address that emails the whole task force, do SOP A only.

SOP A: Create a Microsoft 365 Group (Mailing List)

Use this for: any committee/task-force address that should email all members.

Menu path: admin.microsoft.com → Teams & groups → Active teams & groups → Add a group

Step-by-step

  1. Open admin.microsoft.com and sign in.
  2. In the left menu, click Teams & groups.
  3. Click Active teams & groups.
  4. Click Add a group.
  5. Select Microsoft 365 as the group type, then click Next.
  6. Enter:
    • Name: Full task-force name (example: Wildfire Preparedness Task Force)
    • Description: Short purpose statement
    Click Next.
  7. Add at least one Owner (usually office staff), then click Next.
  8. Set:
    • Group email address (example: wildfiretf → wildfiretf@sandiahomeowners.org)
    • Privacy: usually Private
    • Leave "Create a team for this group" off unless Teams is explicitly needed
    Click Next then Create group.
  9. Open the new group, then go to Settings.
  10. Enable external email: turn on Let people outside the organization email this group.
  11. Enable inbox delivery: turn on Send copies of team emails and events to team members' inboxes.
  12. Go to Members → Add members.
  13. Add all task-force members (internal and external as available).
  14. Required: Add itadmin@sandiahomeowners.org as a member for archive continuity.
  15. Send a test email to the new group address and confirm delivery.

Done checklist

SOP B: Create a Shared Mailbox (Chair/Lead Inbox)

Use this for: role inboxes that must persist when people rotate (chair, lead, coordinator).

Menu path: admin.microsoft.com → Teams & groups → Shared mailboxes → Add a shared mailbox

Step-by-step

  1. In admin center, go to Teams & groups → Shared mailboxes.
  2. Click Add a shared mailbox.
  3. Enter:
    • Name (example: Wildfire Task Force Lead)
    • Email (example: wildfirelead → wildfirelead@sandiahomeowners.org)
  4. Click Save changes.
  5. Open the mailbox details and click Members → Edit → Add members.
  6. Add licensed users who should access the mailbox (usually current lead/chair and optional backup).
  7. Set Send As (or delegation) permissions for the same users.
  8. Ask one user to verify in outlook.com that:
    • The mailbox appears (or can be manually added)
    • They can receive mail
    • They can send with the shared mailbox in the From field

Important notes

SOP C: Add an Alias (One-Off Friendly Address)

Use this for: addresses like wildfire@sandiahomeowners.org that should route to an existing group or mailbox.

Menu path: admin.microsoft.com → select target group/mailbox → Email aliases / Email address settings

Step-by-step

  1. Decide destination first: should alias route to the group or the shared mailbox?
  2. For group destination:
    • Go to Teams & groups → Active teams & groups.
    • Select the group.
    • Open email settings and add alias address.
  3. For shared mailbox destination:
    • Go to Teams & groups → Shared mailboxes.
    • Select mailbox.
    • Open email settings and add alias address.
  4. Save changes.
  5. Send test email to alias and verify it arrives in the expected destination.

SOP D: Add a New Licensed User (Internal Staff)

Use this for: staff/admin accounts that need a personal Microsoft login (first.last@sandiahomeowners.org).

Menu path: admin.microsoft.com → Users → Active users → Add a user

Step-by-step

  1. Go to Users → Active users → Add a user.
  2. Enter name and username (first.last format).
  3. Generate temporary password and require password change at first sign-in.
  4. Assign correct M365 license.
  5. Finish adding user.
  6. Add user to appropriate groups/shared mailbox access as needed.

SOP E: Add an External Guest (Volunteer)

Use this for: most volunteers; avoids paid license cost.

Menu path: admin.microsoft.com → Users → Guest users (or Entra invite flow)

Step-by-step

  1. Invite external user with personal email address.
  2. Ask them to accept Microsoft invitation email.
  3. After acceptance, add them to needed Microsoft Groups.
  4. Verify they receive test group email.

Final Validation (Do This Before You Close the Ticket)

Where To Go Next

Operations & Administration

Systems inventory, security controls, HR and personnel management.

Operations & Administration

Systems Inventory

This page lists the technology systems SHHA uses. For each system, we document what it does, who administers it, and how it is accessed.

Items marked TODO need information filled in by someone with direct knowledge of that system.

1. Microsoft 365

Microsoft 365 is SHHA's primary platform for email, mailing lists (Microsoft Groups), shared role mailboxes, and file storage (SharePoint).

TypeCloud-based (Microsoft-hosted)
Primary adminAnna (office staff) handles day-to-day membership changes; IT admin handles mailbox permissions and configuration
Backup adminTODO: Identify and document a backup administrator
Loginadmin.microsoft.com (admin), outlook.com (email), SharePoint links (files)
LicensingOnly office staff and IT admin need paid licenses; volunteers are free external guests

2. QuickBooks

Used for SHHA financial accounting.

TypeCloud-based
Primary admin / userTODO: Who is the primary user? (Treasurer? Office staff?)
BackupTODO: Is there a backup user with access?
LoginTODO: URL and login method
NotesTODO: Version (Online vs Desktop), billing, who pays for the subscription

3. Membership Database

TODO: Document the membership database system.

System nameTODO: What system/software is used?
TypeTODO: Cloud-based or local?
Primary adminTODO: Is Ryan the primary outside admin?
Backup adminTODO: Is there a backup?
Data storedTODO: What member data is in this system? (names, addresses, dues status, etc.)

4. Gusto

Used for payroll and employee benefits administration.

TypeCloud-based
Primary adminTODO: Who manages Gusto? (Office manager? Treasurer?)
BackupTODO: Is there a backup admin?
Loginapp.gusto.com
NotesTODO: How many employees are on payroll? Billing responsibility?

5. SHHA Website

The public-facing website at sandiahomeowners.org.

TypeTODO: What platform/CMS runs the website? (WordPress, Squarespace, custom?)
HostingTODO: Where is it hosted? Cloud-based?
Primary ownerTODO: Who manages content updates?
Backup ownerTODO: Is there a backup person?
Outside consultantTODO: Is there a web consultant? If so, who? How are they paid?
LoginTODO: Admin URL and login method

6. GRIT Newsletter

The GRIT is SHHA's community newsletter, currently produced monthly.

Production toolTODO: What software is used for layout? (InDesign, Canva, Google Docs, etc.)
Distribution methodTODO: Print, email, or both?
Editor / layout personTODO: Who currently does layout and editing?
Gmail accountshhagrit@gmail.com — TODO: document what this Gmail is used for (submissions? Google Drive access? legacy?)
Related pageSee the GRIT Layout Monthly Guide in the Specialty Topics chapter for the step-by-step production process

7. Square

Used for Sandia Tram ticket sales and advertising payments.

TypeCloud-based
Primary userTODO: Who manages Square transactions?
BackupTODO: Is there a backup?
Loginsquareup.com
NotesTODO: What specific transactions go through Square? Revenue amounts?

8. Other Systems

TODO: Are there additional systems not listed above? Examples might include:

Operations & Administration

Controls & Security

This page documents access controls, cybersecurity practices, and data backup procedures for SHHA systems.

Items marked TODO need information filled in. These questions originated from Andrea's controls review.

Access Controls — Who Has Access to What?

Microsoft 365 Admin Access

Global AdministratorTODO: Who currently has Global Admin access? (There should be a primary and a backup.)
User / Group managementAnna (office staff) manages day-to-day membership. IT admin handles mailbox permissions.
Who manages access?TODO: Is there a documented process for granting/revoking admin access? Who approves changes?

Other System Access

SystemPrimary AccessBackup Access
QuickBooksTODOTODO
Membership DatabaseTODOTODO
Gusto (Payroll)TODOTODO
SHHA Website (admin)TODOTODO
SquareTODOTODO
Domain registrarTODOTODO
Google accountsTODOTODO

Cybersecurity

Current Practices

Data Access

Data Backup

Cloud-Based Systems

Most SHHA data resides in cloud services. Each provider has its own backup/redundancy:

SystemBackup Approach
Microsoft 365 (email, SharePoint)Microsoft provides built-in redundancy and retention policies. TODO: Do we have a separate backup solution (e.g., third-party M365 backup)? What are our retention policy settings?
QuickBooks OnlineIntuit maintains backups. TODO: Do we also export periodic backups locally?
GustoGusto maintains payroll records. TODO: Do we keep local copies of payroll reports?
SHHA WebsiteTODO: Who backs up the website? How often? Where are backups stored?
Membership DatabaseTODO: How is the membership database backed up?

Local Data

Other Security Considerations

Operations & Administration

HR & Personnel Management

This page covers staff management, outside consultants, and volunteer administration. Much of this is non-IT operational information.

Items marked TODO need information from someone with direct knowledge (e.g., Jim Stewart, current President, or office manager).

Staff Management

Current Staff

TODO: List current office staff positions and names (e.g., Office Manager, Administrative Assistant).

Evaluation & Compensation

Who gives yearly evaluations?TODO: (President? Executive Committee? Office manager for junior staff?)
Who sets salaries?TODO: (Board approval required? Budget process?)
Where are salary and benefits records?TODO: (Gusto? QuickBooks? Paper files?)

Hiring

Who hires new staff?TODO: (President? Executive Committee? Board vote?)
What is the hiring process?TODO: (Job posting, interviews, background check, Board approval?)

Work Priorities & Training

Who assigns work priorities?TODO: (President? Office manager self-directs?)
Who trains new staff?TODO: (Outgoing staff? Office manager? Written procedures?)
President's specific roleTODO: Does the President have a defined role in day-to-day staff management, or is it delegated?

Outside Consultants

TODO: Document each outside consultant or contracted service provider.

Firm / attorney nameTODO
CompensationTODO: Hourly, per project, or retainer?
Who oversees / approves work?TODO: (President? Board?)
Who manages expenditure rate?TODO

Web Consultant

Consultant name / firmTODO
CompensationTODO: Hourly, per project, or retainer?
Who oversees / approves work?TODO
Scope of workTODO: Website maintenance? Design? Both?

Other Consultants

TODO: Are there other outside consultants (accounting/audit, landscaping, etc.)? List them here.

Volunteer Management

Adding Volunteers to Committees

Who appoints committee members?TODO: President? Committee chair? Both? (Refer to SHHA Bylaws for the formal process.)
ProcessTODO: Document the step-by-step process for adding a new volunteer (nomination → approval → IT setup)
IT setup when addingCommittee chair notifies office staff → staff sends Microsoft invitation → volunteer accepts → staff adds to mailing list. See the Quick Start for New Volunteers page.

Removing Volunteers from Committees

ProcessTODO: Who initiates removal? (Chair? Volunteer self-removal? Board?)
IT cleanupOffice staff removes from mailing list; IT removes SharePoint and mailbox access if applicable.

Replacing a Committee Chair

ProcessTODO: (Refer to Bylaws — link needed.) Who nominates the new chair? Board approval required?
IT transitionShared role mailbox access is transferred (revoke outgoing, grant incoming). See the FAQ section on email transitions.

Insurance

E&O (Errors & Omissions) insuranceTODO: Do we have E&O coverage? What does it cover? Policy details?
General liability insuranceTODO: Coverage details? Does it extend to volunteers?
D&O (Directors & Officers)TODO: Do we have D&O insurance?
Cyber liabilityTODO: Do we have cyber liability coverage?
Insurance broker / carrierTODO: Company name and contact