# 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 **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 # 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](/books/shha-it-help-guide/page/quick-start-for-new-volunteers)[Volunteer without SHHA Email](/books/shha-it-help-guide/page/volunteer-without-shha-email) guide, [FAQ](/books/shha-it-help-guide/page/faq)
**New officer or committee chair** *(President, Treasurer, Chair, etc.)*[Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory) (mailing lists, SharePoint URLs)[Volunteer with SHHA Email](/books/shha-it-help-guide/page/volunteer-with-shha-email) guide, FAQ sections on [role mailboxes](/books/shha-it-help-guide/page/faq#i-have-a-role-mailbox-eg-president-treasurer-should-i-reply-from-my-personal-inbox) and [email transitions](/books/shha-it-help-guide/page/faq#how-does-the-email-transition-work-when-someone-enters-or-leaves-a-role-who-handles-it)
**New Board member** *(need meeting materials and agenda rhythm)*[New Board Member Guide](/books/shha-it-help-guide/page/new-board-member-guide)[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)
**New Board president** *(need the big picture)*[Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory)[Systems Inventory](/books/shha-it-help-guide/page/systems-inventory), [HR & Personnel Management](/books/shha-it-help-guide/page/hr-personnel-management), [Controls & Security](/books/shha-it-help-guide/page/controls-security)
**GRIT newsletter editor**[GRIT Layout Monthly Guide](/books/shha-it-help-guide/page/grit-layout-monthly-guide)FAQ section on [GRIT submissions](/books/shha-it-help-guide/page/faq#how-do-i-submit-an-article-for-the-grit-newsletter)
**Office staff** *(manage day-to-day IT operations)*[Staff Guide](/books/shha-it-help-guide/page/staff)[M365 Email Groups & Roles Reference](/books/shha-it-help-guide/page/m365-email-groups-role-inboxes-responsibilities), [Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory)
**Future IT help person** *(inheriting the IT admin role)*[M365 Email Groups & Roles Reference](/books/shha-it-help-guide/page/m365-email-groups-role-inboxes-responsibilities)[Staff Guide](/books/shha-it-help-guide/page/staff), [Systems Inventory](/books/shha-it-help-guide/page/systems-inventory), [Controls & Security](/books/shha-it-help-guide/page/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: - Committee mailing lists - Shared inboxes (officer roles) - File storage (SharePoint) - Internal collaboration 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: - Access committee SharePoint files - Receive group emails - Open shared documents 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: - `president@sandiahomeowners.org` - `vicepresident@sandiahomeowners.org` - `secretary@sandiahomeowners.org` - `treasurer@sandiahomeowners.org` **Best practice:** Reply from the shared role inbox, or CC it, so records are preserved for SHHA business. --- ## Board Materials and Calendar - Board materials should be uploaded directly to Board SharePoint. - Board meeting reminders are sent from a shared Google Calendar automation. 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 - Need quick commands and links? See [Quick Reference](quick-reference.html) - Need answers to common problems? See [FAQ](faq.html) - Need help with email, SharePoint, file sharing, or role transitions? See [FAQ](faq.html) - Want to submit a GRIT article or request an email blast? See [FAQ — Communicating with Residents](faq.html#grit-article) - Need role-specific instructions? Use [Staff](staff.html), [Volunteer (with SHHA email)](volunteer-internal.html), or [Volunteer (without SHHA email)](volunteer-external.html) - Need GRIT layout/design process details? See [GRIT Layout Monthly Guide](grit-layout.html) # 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 - Committee members - Project volunteers - Most external participants ### What you get - You are added to one or more SHHA mailing lists (Microsoft Groups), such as `csc@sandiahomeowners.org`, `acc@sandiahomeowners.org`, and `shha-all@sandiahomeowners.org`. - You receive messages at your existing email address. - You do not need a paid SHHA Microsoft 365 license. ### 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 - `accchair@sandiahomeowners.org` - `cscchair@sandiahomeowners.org` - `president@sandiahomeowners.org` - `vicepresident@sandiahomeowners.org` - `secretary@sandiahomeowners.org` - `treasurer@sandiahomeowners.org` These addresses are tied to the role, not the person. ### Important access rule - You do not sign in directly as the role address. - Access is granted to your own licensed account. - You open the shared mailbox from your normal account. ### If something is wrong If you cannot open the role mailbox, ask staff or IT admin to verify permissions. --- ## Who Maintains This - Group membership updates: Anna (staff) - Technical escalation and access troubleshooting: IT admin There is an automated Power Automate notification whenever group membership changes. --- ## Fast Checklist for New Volunteers - Confirm which category applies to you. - Confirm you are on the correct committee mailing list(s). - If you hold a role, confirm you can open the shared role mailbox. - Report any missing access to office staff. # Quick Reference Use this page as the central directory for links and addresses. ## Direct Login Links - Email (internal users): [outlook.com](https://outlook.com) - Files (internal users): [onedrive.com](https://onedrive.com) - Microsoft admin portal (admins only): [admin.microsoft.com](https://admin.microsoft.com) ## Full Email Directory ### Mailing Lists - SHHA All Staff + Volunteers: **SHHA-all@sandiahomeowners.org** - Board of Directors: **board@sandiahomeowners.org** - Admins (Staff + IT): **M365admins@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** - IT Help Desk: **ithelp@sandiahomeowners.org** ### Shared Role Inboxes - President: **president@sandiahomeowners.org** - Vice President: **vicepresident@sandiahomeowners.org** - Secretary: **secretary@sandiahomeowners.org** - Treasurer / Finance Chair: **treasurer@sandiahomeowners.org** - ACC Chair: **ACCChair@sandiahomeowners.org** - CPC Chair: **CPCChair@sandiahomeowners.org** - CSMC Chair: **CSMCChair@sandiahomeowners.org** - CSC Chair: **CSCChair@sandiahomeowners.org** - ESC Chair: **ESCChair@sandiahomeowners.org** ### Other Key Addresses - Office staff: **office@sandiahomeowners.org** - IT support: **ITHelp@sandiahomeowners.org** - Archive account (not monitored): **itadmin@sandiahomeowners.org** ## All Committee SharePoint Links - Board: [https://shha.sharepoint.com/sites/BOARD/](https://shha.sharepoint.com/sites/BOARD/) - ACC: [https://shha.sharepoint.com/sites/ACC/](https://shha.sharepoint.com/sites/ACC/) - CPC: [https://shha.sharepoint.com/sites/CPC/](https://shha.sharepoint.com/sites/CPC/) - CSMC: [https://shha.sharepoint.com/sites/CSMC/](https://shha.sharepoint.com/sites/CSMC/) - CSC: [https://shha.sharepoint.com/sites/CSC/](https://shha.sharepoint.com/sites/CSC/) - ESC: [https://shha.sharepoint.com/sites/ESC/](https://shha.sharepoint.com/sites/ESC/) - EC: [https://shha.sharepoint.com/sites/EC/](https://shha.sharepoint.com/sites/EC/) - FC: [https://shha.sharepoint.com/sites/FC/](https://shha.sharepoint.com/sites/FC/) - GC: [https://shha.sharepoint.com/sites/GC/](https://shha.sharepoint.com/sites/GC/) ## 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. ## Related Guides - [Task Group Email Guide](/books/shha-it-help-guide/page/task-group-email-guide) - [Volunteer without SHHA Email](/books/shha-it-help-guide/page/volunteer-without-shha-email) - [FAQ](/books/shha-it-help-guide/page/faq) # 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) # 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
PlaceholderReplace 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
`[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](/books/shha-it-help-guide/page/volunteer-with-shha-email) or [Quick Reference](/books/shha-it-help-guide/page/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](/books/shha-it-help-guide/page/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](/books/shha-it-help-guide/page/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](/books/shha-it-help-guide/page/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] ``` ## Related Office SOPs - [SOP: New Users, Mailboxes & Groups](/books/shha-it-help-guide/page/sop-new-users-mailboxes-groups) - [SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site) - [Committee SharePoint Guide](/books/shha-it-help-guide/page/committee-sharepoint-guide) - [Quick Links & Directory](/books/shha-it-help-guide/page/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 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) # 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](https://learn.microsoft.com/en-us/entra/external-id/redemption-experience) 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: - Receive committee group emails at your personal email address - Open and edit documents shared with you on SharePoint - View files in your web browser without installing any software Only SHHA office staff and IT administrators need paid licenses.
**Microsoft help:** [What is guest access in Microsoft 365 Groups?](https://support.microsoft.com/en-us/office/adding-guests-to-microsoft-365-groups-bfc7a840-868f-4fd6-a390-f347bf51aff6)
--- ## 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). - **If that email is already a Microsoft account** (any @outlook.com, @hotmail.com, or @live.com address, or a personal email you previously registered), sign in with its existing password. - **If it is not a Microsoft account**, Microsoft will either send a **one-time passcode** by email each time you sign in, or prompt you to create a free Microsoft account.
**Microsoft help:** [How to create a new Microsoft account](https://support.microsoft.com/en-us/account-billing/how-to-create-a-new-microsoft-account-a84675c3-3e9e-17cf-2911-3d56b15c0aaf) — 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 members using personal email addresses, which most SHHA groups do. Do not use **Share** or **Copy link** to grant a Board or committee group access. Move the file into the correct group SharePoint document library instead. Access comes from membership in that group's SharePoint/Microsoft 365 group. - Board files belong in **Board - SharePoint**, not **Board - Office**. - Committee files belong in that committee's **- SharePoint** folder/document library. - Members using personal email addresses should open files through the appropriate SharePoint site. See [SharePoint Folder Organization](/books/shha-it-help-guide/page/sharepoint-folder-organization) for the decision flow and step-by-step instructions. --- ## Why should I send links instead of attachments? **First put the file in the correct SharePoint document library.** A link points people to the file; it does not replace group permissions or make a personal OneDrive file available to external members. - **One official version.** Everyone views and edits the same file — no outdated copies. - **Less confusion.** No multiple versions floating around in different inboxes. - **Centralized records.** The file stays in SharePoint, where future volunteers can find it. - **No file-size limits.** Email attachments can bounce if too large. SharePoint links have no such problem.
**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](https://support.microsoft.com/en-us/office/external-or-guest-sharing-in-onedrive-sharepoint-and-lists-7aa070b8-d094-4921-9dd9-86392f2a79e7)
--- ## 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](https://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](https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd)
--- ## Why does the President need both president@sandiahomeowners.org and robin.otten@sandiahomeowners.org? Because one address is for the person and one is for the office. It is a little like having a house key and a clubhouse mailbox. They are related, but they do different jobs. - `robin.otten@sandiahomeowners.org` is Robin's own SHHA account. She uses it to sign in to Microsoft and handle messages meant for her personally. - `president@sandiahomeowners.org` is the shared President inbox. It is for official President business and keeps the history with the role. The shared President inbox is what lets the next President inherit the useful history instead of starting with an empty mailbox and a hopeful shrug. For official President business, use `president@sandiahomeowners.org`. See [Why The President Has Two Email Addresses](/books/shha-it-help-guide/page/volunteer-with-shha-email#why-president-has-two-addresses) for the fuller explanation. --- ## 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](https://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](https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd) — 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: - **Check Spam / Junk.** Automated calendar reminders often get filtered. - **Verify your email address** in the Google Calendar sharing settings. If you changed emails, reminders may go to your old address. - **Confirm you accepted the Google Calendar invitation.** You may have received a separate sharing email from Google. 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](https://sandiahomeowners.sharepoint.com) All volunteers
**Read / send role mailbox email** [outlook.office.com](https://outlook.office.com) — sign in with your `@sandiahomeowners.org` account Officers & chairs with role mailboxes
**Manage your Microsoft account** [account.microsoft.com](https://account.microsoft.com) — reset password, update security info Anyone with a Microsoft account
**Access personal OneDrive files** [onedrive.live.com](https://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](https://support.microsoft.com/en-us/office/sign-in-to-microsoft-365-e9eb7d51-5430-4929-91ab-6157c5a050b4)
--- ## Do I have an official SHHA email address? How do I use it? **It depends on your role:** - **Most committee volunteers do NOT have an `@sandiahomeowners.org` email address.** You use your personal email and receive committee emails there. No special login is needed. - **Officers and committee chairs** usually have access to a **shared role mailbox** (e.g., `president@sandiahomeowners.org`, `cscchair@sandiahomeowners.org`). These are shared inboxes tied to the position. Access them through [outlook.office.com](https://outlook.office.com) using your `@sandiahomeowners.org` licensed account. See [role mailboxes](#bkmrk--11) and [accessing shared inboxes](#bkmrk--13) above. - **Staff members** have full licensed `@sandiahomeowners.org` accounts and log in at [outlook.office.com](https://outlook.office.com). 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: - Replies from your personal inbox will not appear in the role mailbox, breaking record continuity. - Forwarded copies persist in your personal inbox after you leave the role. ### What to do instead - **Bookmark** [outlook.office.com](https://outlook.office.com) and check the role mailbox regularly. - **Turn on notifications:** in Outlook on the web, click the **gear icon** (⚙) → **View all Outlook settings** → **General** → **Notifications** → enable email notifications. - **Use the Outlook mobile app** ([iOS](https://apps.apple.com/app/microsoft-outlook/id951937596) / [Android](https://play.google.com/store/apps/details?id=com.microsoft.office.outlook)): sign in with your `@sandiahomeowners.org` account, then add the shared mailbox. If you have an exceptional need for forwarding, contact **ITHelp@sandiahomeowners.org**.
**Microsoft help:** [Add a shared mailbox to Outlook mobile](https://support.microsoft.com/en-us/office/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f)
--- ## 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](https://outlook.office.com) in any browser. Nothing to install. 2. **Outlook mobile app** — free on [iOS](https://apps.apple.com/app/microsoft-outlook/id951937596) and [Android](https://play.google.com/store/apps/details?id=com.microsoft.office.outlook). 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](https://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](https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd)
--- ## How do I see emails going between committee or Board members? Can I see older emails from before I joined? ### Committee mailing list emails - When someone sends to a committee group address (e.g., `csc@sandiahomeowners.org`), every current member receives a copy. - You can see emails sent **from the date you were added** onward. - **You cannot see emails from before you were added.** There is no self-service web archive for external members. ### If you need prior committee email history - Ask your **committee chair** or a current member to forward key threads. - Check the committee's **SharePoint document library** — important decisions should be saved as files, not just buried in email. - The SHHA **archive mailbox** (`itadmin@sandiahomeowners.org`) retains a copy of all group emails. Contact **ITHelp@sandiahomeowners.org** to request specific messages. ### 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](/books/shha-it-help-guide/page/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 members`shha-all@sandiahomeowners.org`
Board of Directors*Ask 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](https://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 lists**Office staff** (Anna)
Grant / revoke shared mailbox access**ITHelp / 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](staff.html) page and the [M365 Email Groups & Roles](shha-microsoft-365-email-groups-roles.html) 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](https://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](#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](https://sandiahomeowners.org) 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
**Frequency**Monthly — one per issue
**Word count**Typically 300–500 words (confirm with the editor)
**Format**Word document (.docx) or email body text
**Deadline**Usually mid-month for next month's issue (e.g., mid-Feb for March). Confirm with the editor.
**Images**Attach high-res JPEG or PNG as a *separate* file. Include a caption.
### Other articles (committee reports, events, features) - **Who can submit:** Board members, committee chairs, authorized volunteers. Ask your chair if unsure. - **Word count:** Short announcements 100–200 words; features 500+ words. Check with the editor. - **How to submit:** Same process — email article + images to the GRIT editor. - **Deadline:** Same monthly deadline as the President's Letter. ### Tips for GRIT submissions - **Submit early.** Late submissions may be held for the next issue. - **Proofread** before submitting. - **Include a headline/title.** - **Provide photo credits** if images are not your own. 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](grit-layout.html).* --- ## 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? - **Office staff** are the gatekeepers — they control the bulk email system. - **Board approval** may be required for policy statements, financial updates, or messages on behalf of the Board. Ask the President or office manager if unsure. - Routine operational messages (meeting reminders, committee announcements) typically do not need separate Board approval.
**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: - You **cannot access SharePoint** — "Access Denied" or "You need permission" error - You are **not receiving committee emails** - You **never received or cannot find** your Microsoft invitation email - You **cannot see a shared role inbox** after trying the steps above - You are **unsure which email address** to use - You are **stuck sharing a file** - You need your **invitation resent** - You see **unexpected Microsoft prompts** (Teams invitations, license warnings, etc.) - You need **prior email history** retrieved from the archive - You need **role mailbox access** set up or changed - You cannot find the **SharePoint link** for your committee ### Contact office staff (**office@sandiahomeowners.org**) if: - You need someone **added to or removed from** a committee mailing list - You need a **phone number** or contact info for Board / committee / staff - You want to submit a **GRIT article** but don't know the editor's email - You want to request an **email blast** to residents - You need to report a **leadership transition**
**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: - Your **full name** - The **email address** you use for SHHA - A **screenshot** of any error message (if possible) - A brief description of **what you were trying to do** and **what happened instead** --- # 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: - **sandiahomeowners@gmail.com** — **TODO:** Document the current purpose of this address. Who monitors it? Is it used for Google Calendar automation (Board meeting reminders)? Should new Board members be aware of it? - **shhagrit@gmail.com** — **TODO:** Document this address's purpose. Is it used for GRIT newsletter submissions? Google Drive access for GRIT files? Who monitors it? **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: - **Adding:** The committee chair (or Board, for chair appointments) notifies office staff. Staff sends a Microsoft invitation and adds the volunteer to the committee mailing list. See the *Quick Start for New Volunteers* page for the volunteer's perspective. - **Removing:** The chair (or the volunteer) notifies office staff. Staff removes the person from the mailing list and revokes SharePoint and mailbox access. - **Formal governance process:** Refer to the SHHA Bylaws for rules on committee appointments and chair replacements. **TODO:** Add a link to the Bylaws document. 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: - Who gives yearly evaluations? - Who sets salary and benefits? - Who hires new staff? - Who assigns day-to-day work priorities? - What is the President's specific role in staff management? 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: - **Microsoft 365** — Email, mailing lists, shared mailboxes, SharePoint (file storage) - **QuickBooks** — Financial accounting (cloud-based) - **Gusto** — Payroll and benefits - **Square** — Tram ticket sales and advertising payments - **SHHA Website** — Public-facing website at sandiahomeowners.org - **Membership Database** — **TODO:** identify the system - **GRIT Newsletter tools** — **TODO:** identify the production software 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 # GRIT Contributor Guide *Send this page to neighbors, committee chairs, Board members, and volunteers who want to contribute to the GRIT.* **Note:** This is practical writing and photo guidance, not the official publication policy. Official rules, approvals, and final editorial decisions live with the Communications & Publications Committee and the current GRIT editor. ## Welcome The GRIT is the community newsletter of Sandia Heights. It is not a newspaper, a social media feed, or an HOA enforcement bulletin. It is a place for neighbors to share information, ideas, stories, photographs, events, accomplishments, local history, and community knowledge. The best articles help residents feel more connected to the place they live and the people who live here. ## Quick Submission Tips - Write for a neighbor holding the printed GRIT in their hands. - Make the local connection obvious: why does this matter in Sandia Heights? - Send original image files separately instead of embedding them in a Word document. - Include captions and names for people in photos when possible. - Use a clear title and include dates, locations, and contact information when relevant. - Expect light editing for clarity, length, style, and available space. ## Know Your Audience The GRIT is primarily a print publication. Approximately 1,800 printed copies are distributed each month. A digital version is also emailed and posted online, but only a few hundred readers typically access the issue electronically. **Write for someone holding a printed copy in their hands.** If a link or QR code is useful, include it, but do not make the article depend on readers clicking around online. ## What Makes Good GRIT Content? Ask yourself: **Why should a Sandia Heights resident care?** Good topics often include: - Local wildlife - Gardening in Sandia Heights - Hiking and trails - Neighborhood history - Volunteer efforts - Community events - Local organizations - Wildfire preparedness - Astronomy and dark skies - Interesting neighbors - Practical homeowner knowledge - Kids' activities - Seasonal topics The strongest articles are relevant to both place, meaning Sandia Heights, and time, meaning what is happening now. ## Avoid HOA Nag-Grams Readers generally do not enjoy being scolded. Instead of "Residents should stop doing X," try "Here is why X matters." Teach. Explain. Entertain. Tell stories. Share useful information. A reader who learns something interesting is more likely to change behavior than a reader who feels criticized. ## Bring Your Personality The GRIT does not need to sound like a government report. Humor, storytelling, local anecdotes, and personal experiences are welcome. Articles can be informative while still being warm, neighborly, and enjoyable to read. ## Photographs Matter The printed GRIT is black and white. An image that looks beautiful in color may become muddy and difficult to understand when printed. ### Good Photos Useful photos usually have: - Strong contrast - A clear subject - Simple composition - A large foreground object - Distinct separation between subject and background ### Photos That Are Hard To Print Photos often print poorly when they have: - Distant subjects - Heavy shadows - Low contrast - Busy backgrounds - Lots of similar colors that become the same shade of gray ## Image Guidelines Whenever possible: - Submit original image files. - Do not embed images inside Word documents. - Provide captions. - Identify people in photographs. - Submit multiple image options. The editor may crop, resize, or adjust images for publication. ## Length Shorter is usually better. - **Announcement:** 50-150 words - **Short article:** 200-500 words - **Feature article:** 500-1,000 words If an article is longer, the editor may shorten it for space. ## Final Thought The best GRIT articles answer one question: **What would make a neighbor stop flipping pages and read this?** If the article is local, timely, useful, interesting, or amusing, you are probably on the right track. # GRIT Internal Production Reference Internal reference for the Communications & Publications Committee, GRIT editor, layout volunteers, and office staff. This page tracks the working rhythm and handoffs behind each issue. ## Purpose The Communications & Publications Committee produces the GRIT, the monthly community newsletter of the Sandia Heights Homeowners Association. This page is an internal operating reference. It is not the public contributor guide and it is not a replacement for official publication policy. ## Audience And Format - **Primary medium:** printed newsletter, approximately 1,800 copies distributed monthly. - **Secondary medium:** digital PDF distributed by email and posted online. - **Digital reach:** email distribution reaches approximately 3,000 subscribers, with typical open/click rates of 200-300 readers per issue. Because most readers receive the printed edition, publication schedules and content selection should prioritize the print audience. ## Monthly Schedule ### 1st-15th: Content Collection Committee chairs, Board members, residents, and staff submit articles, announcements, photographs, classifieds, and other content. Submissions should be entered through [sandiaheightsgrit.app](https://sandiaheightsgrit.app). ### 20th: Submission Deadline Content should be submitted by the 20th of the month preceding publication. Late submissions may be held for a future issue. ### 20th-25th: Editorial Review The Editor: - Reviews submissions - Performs copy editing - Requests revisions if needed - Selects photographs and artwork - Determines article placement - Resolves layout constraints The Editor may shorten or edit submissions for clarity, space, style, and consistency. ### 25th-29th: Layout And Proofing The Editor and layout volunteers: - Assemble the issue in Adobe InDesign - Verify links, captions, dates, and contact information - Prepare advertisements and classifieds - Generate proof PDFs Committee members review proofs and provide comments. ### Final Board / Secretary Review And Printer Access When the final issue is ready for Board review, the GRIT editor will copy the printer on the message that sends the final issue to the Board for review. This gives the printer direct access to the final PDF in Google Drive and avoids passing large PDF files around as email attachments. It also lets the printer prepare the proof in parallel while content review is finishing. The Google Drive link should be treated as the authoritative file for the issue. Avoid sending large PDF attachments unless there is a specific reason. ### Proof Approval Anna continues to review and approve the printer proof, but only after the Secretary has approved the issue content. Normal path: 1. Editor sends the final issue to the Board / Secretary for review and copies the printer. 2. Printer uses the Google Drive PDF to prepare the proof in parallel. 3. Secretary approves the content. 4. Anna reviews the printer proof. 5. Anna approves the proof if it matches the approved content. If the Secretary requests changes, which should be infrequent: 1. Anna does not approve the proof. 2. The editor makes the requested content change. 3. A revised final PDF is uploaded to Google Drive. 4. The printer prepares a revised proof. 5. Anna reviews and approves only after the corrected content is approved. ### Printer Handoff The printer should have access to the final Google Drive PDF link as early as practical once the issue goes to Board / Secretary review. Office staff and the editor should confirm: - The printer can access the Google Drive file. - The printer knows which PDF is the final/current version. - The proof is based on the Secretary-approved content. - The expected print completion and delivery timing are clear. ### Distribution Office staff: - Coordinate printed newsletter distribution. - Send email distribution. - Post the digital version online. ## Working Roles - **Communications & Publications Committee:** owns the GRIT as a committee function and supports editorial direction. - **Editor:** reviews submissions, edits copy, selects content, resolves fit/placement, sends the final issue for review, and gives the printer direct Google Drive access. - **Secretary:** approves the content before the proof is approved. - **Printer:** uses the Google Drive PDF to prepare the proof in parallel with final content review. - **Anna / office staff:** reviews and approves the printer proof after Secretary approval, coordinates print/distribution handoff, and holds approval if content changes are requested. - **Layout volunteers:** assemble the issue in InDesign and prepare proof PDFs as needed. ## Internal Checkpoints - Are events still timely by the time the printed GRIT reaches residents? - Are dates, locations, names, contact details, and URLs checked? - Are photos likely to work in black-and-white print? - Are ads and classifieds in the correct issue folder? - Is the final Google Drive PDF link clearly identified as the authoritative version? - Has the printer been copied or otherwise given direct access to the Google Drive PDF? - Has the Secretary approved the content? - Is Anna approving the proof only after content approval? - If changes are requested, has proof approval been held until the revised content is ready? ## Goal The purpose of the schedule is to ensure that: - Events are announced before they occur. - Information remains timely and useful. - Print readers receive current content. - Workload is distributed among volunteers and staff. - Publication is not dependent on any one individual. - The printer can work from the current Google Drive file instead of oversized email attachments. # GRIT Layout Monthly Guide *Use this page each month when preparing the GRIT issue layout.* --- ## Monthly Steps - Copy the template into the month folder. - Rename the file for the current month. --- ## Monthly Settings ### Change monthly accent color - In InDesign: **Window → Color → Swatches** - Select **Issue Accent Color**. - Enter RGB value, or use the eyedropper tool. --- ## 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 - **View → Grids & Guides → Show Guides** - **View → Screen Mode → Normal** ### Insert pages Insert enough pages so the issue ends on a multiple of 4. ### Insert ads and images - Use ads in planned ad frames. - Use Cmd+Shift+Click to turn a master frame into an editable box. - Use Cmd+D to place the image. ### 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. ### Related Pages - [GRIT Contributor Guide](/books/shha-it-help-guide/page/grit-contributor-guide) - [GRIT Internal Production Reference](/books/shha-it-help-guide/page/grit-internal-production-reference) - [Quick Reference](/books/shha-it-help-guide/page/quick-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 - **Role continuity over individual ownership** — email addresses stay constant when people rotate in/out. - **Least cost for volunteers** — external volunteers do not require paid M365 licenses. - **Operational traceability** — group membership changes trigger Power Automate notifications. - **Institutional archive** — `itadmin@` is included in all groups as a permanent archive recipient. --- ## Microsoft Groups (Mailing Lists) Each committee has a Microsoft Group that acts as its mailing list.
GroupAddress
All members`shha-all@sandiahomeowners.org`
CSC`csc@sandiahomeowners.org`
ACC`acc@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 Chair`cscchair@sandiahomeowners.org`
ACC Chair`accchair@sandiahomeowners.org`
President`president@sandiahomeowners.org`
Vice President`vicepresident@sandiahomeowners.org`
Secretary`secretary@sandiahomeowners.org`
Treasurer`treasurer@sandiahomeowners.org`
### Access model - People do **not** log in directly as the role mailbox. - Authorized users open the shared mailbox from their own licensed account. - Example: `phil.krehbiel@sandiahomeowners.org` can open `accchair@sandiahomeowners.org`. ### When leadership changes 1. Remove predecessor access. 2. Grant successor access. 3. Keep the role mailbox address unchanged. --- ## Archive Mailbox (`itadmin@`) - `itadmin@` is a member of **all** groups. - Purpose: permanent archive and continuity. - `itadmin@` is **not actively monitored** for normal operations. --- ## Power Automate Membership Notifications A Power Automate flow sends email notifications whenever group membership changes. - Provides audit visibility. - Alerts staff to unexpected changes. - Supports handoffs and troubleshooting. --- ## Licensing and External Volunteers
User typeLicense needed?Capabilities
External volunteers**No**Group 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 - Every committee must have exactly one official mailing-list group. - Every committee group must include `itadmin@`. - Shared mailbox addresses represent roles and must not be treated as personal identities. - Access to shared role inboxes must be updated promptly on leadership change. - Membership changes should be performed by staff owner (Anna) or IT admin only. --- ## Recommended Recordkeeping Maintain a simple inventory table (in the wiki or internal operations file) with: - Committee name - Group email address - Current chair role mailbox (if applicable) - Current permission holders - Last membership review date - Last updated by
This makes volunteer/staff handoff much easier.
--- ## Common Issues and Checks ### Person does not receive committee emails - Member exists in correct Microsoft Group - Email address is correct - Sender used the correct group address - Recent change triggered notification (confirms update happened) ### New chair cannot open role mailbox - Shared mailbox permission was granted to the person's licensed account - User is opening mailbox from their own account context - Predecessor access was removed (to avoid confusion) ### Missing archive history - `itadmin@` is still a member of the affected group - Group delivery settings have not been altered --- ## Handoff Checklist (Staff / Volunteer Transition) - Review all committee group memberships for accuracy. - Verify all active chairs/executive roles have correct shared mailbox access. - Remove stale permissions from former role holders. - Confirm `itadmin@` is in every group. - Confirm membership-change notification flow is working. - Update inventory table and date-stamp the review. --- ## Key Contacts and Ownership
RoleContact
Group membership ownerAnna (staff)
Technical owner / escalationIT admin
Archive mailbox`itadmin@` (not actively monitored)
**If ownership changes, update this section immediately.**
--- ## Related Resources - [M365 Email Building Blocks](/books/shha-it-help-guide/page/m365-email-building-blocks) — understand the four email patterns (personal mailbox, shared mailbox, mailing list, alias) and when to use each - [SOP: New Users, Mailboxes & Groups](/books/shha-it-help-guide/page/sop-new-users-mailboxes-groups) — step-by-step admin procedures for creating users, shared mailboxes, groups, and aliases # 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 mailboxOne-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 Group`WPC@sandiahomeowners.org`
Chair inboxShared mailbox`WPCChair@sandiahomeowners.org`
Friendly alias (optional)Alias on the group`wildfire@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 - **Need to create a new user or shared mailbox?** See *SOP: Add a New User & Create a Shared Mailbox* (next page in this chapter). - **Need to add/remove members from an existing group?** See the SOPs in *M365 Email Groups, Role Inboxes & Responsibilities*. - **Not sure what you need?** Email with a description of the goal and IT admin will recommend the right pattern. # 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](https://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 members[SOP A: Create a Microsoft 365 Group (Mailing List)](#bkmrk-sop-a%3A-create-a-micr)
A SharePoint document site for a new committee or task force[SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site)
A role inbox for a chair or lead (keeps history when people rotate)[SOP B: Create a Shared Mailbox](#bkmrk-sop-b%3A-create-a-shar)
A friendly one-off address like wildfire@sandiahomeowners.org[SOP C: Add an Alias](#bkmrk-sop-c%3A-add-an-alias-)
An internal staff account with first.last@sandiahomeowners.org login[SOP D: Add a Licensed User](#bkmrk-sop-d%3A-add-a-new-lic)
An external volunteer using Gmail/Yahoo/etc.[SOP E: Add an External Guest](#bkmrk-sop-e%3A-add-an-extern)
--- ## 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. Confirm the Microsoft 365 group-connected **SharePoint site** exists; do not create a duplicate. 6. Configure document permissions using [SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site) and send members the [Committee SharePoint Guide](/books/shha-it-help-guide/page/committee-sharepoint-guide). 7. 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](https://admin.microsoft.com) → **Teams & groups** → **Active teams & groups** → **Add a group** ### Step-by-step 1. Open [admin.microsoft.com](https://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 - Group exists - Owners added - All members added - External email enabled - Inbox delivery enabled - `itadmin@` added - Test email delivered --- ## 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](https://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](https://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 - Shared mailboxes are role-based, not person-based. - Do not create separate personal accounts for each chair unless they truly need their own licensed login. --- ## 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](https://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](https://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](https://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. --- ## Send The Onboarding Email After setup and testing are complete, choose the matching message from [Office Onboarding Email Templates](/books/shha-it-help-guide/page/office-onboarding-email-templates). Replace every placeholder and test every link before sending. ## Final Validation (Do This Before You Close the Ticket) - Group email tested - Shared mailbox tested (if created) - Alias tested (if created) - `itadmin@` included in group - Quick Links directory updated with new addresses - Requester notified that setup is complete --- ## Where To Go Next - [M365 Email Building Blocks](/books/shha-it-help-guide/page/m365-email-building-blocks) for choosing the right pattern first - [M365 Email Groups, Role Inboxes & Responsibilities](/books/shha-it-help-guide/page/m365-email-groups-role-inboxes-responsibilities) for governance and handoff rules - [SOP: Create a Committee SharePoint Site](/books/shha-it-help-guide/page/sop-create-a-committee-sharepoint-site) for document-library setup and permissions - [Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory) to keep the address list current # SOP: Create a Committee SharePoint Site **Audience:** SHHA office staff and IT administrators. This is not a committee-member task. **Goal:** connect an existing committee Microsoft 365 group to its group-owned SharePoint document library, keep site-page administration with office staff, and give committee members read/write access to documents. ## Before You Start Write down these values before opening Microsoft 365:
**Committee name**The full display name
**Microsoft 365 group**The existing group/mailing-list name
**Group email**The committee mailing-list address
**Expected site address**`https://shha.sharepoint.com/sites/[GROUP-NAME]`
**Office owners**Primary and backup office/admin accounts
The finished site should be **Private**. Office staff are Owners / Full Control. Committee members have **Contribute** access to documents and do not administer the home page. ## Step 1: Find The Existing Group-Connected Site A Microsoft 365 group normally provisions a connected SharePoint team site. If the mailing list already exists, **do not begin by creating another site or group**. 1. Try `https://shha.sharepoint.com/sites/[GROUP-NAME]`. 2. If that does not open, go to [admin.microsoft.com](https://admin.microsoft.com) → **Show all** → **Admin centers** → **SharePoint**. 3. Open **Sites** → **Active sites**. 4. Search for both the committee's full name and group name. 5. In the Microsoft 365 admin center, open **Teams & groups** → **Active teams & groups**, select the group, and confirm its type is **Microsoft 365**. If the group-connected site appears in Active sites, open it and continue. **If the Microsoft 365 group exists but no connected site can be found, stop and contact IT.** Do not create a similarly named standalone site. A duplicate separates mailing-list membership from document access. ## Step 2: Confirm Office Staff Are Owners 1. In the SharePoint admin center, open **Sites** → **Active sites**. 2. Select the committee site. 3. Select **Membership**. 4. Confirm the primary and backup office/admin accounts are Owners or site admins. 5. Add a backup office/admin owner if needed. 6. Do not make the committee chair or ordinary committee members Owners. Owners may edit the home page, navigation, permissions, and site settings. Keep that role with office staff. ## Step 3: Give Members Document Access Without Site Editing Microsoft normally gives group-connected team-site members **Edit** permission. SHHA uses **Contribute** so members can work with documents without managing lists or editing the site page. 1. Open the committee SharePoint site. 2. Select **Settings** → **Site permissions**. 3. Select **Advanced permissions settings**. 4. Select the SharePoint group whose name ends in **Members**. Do not select Owners or Visitors. 5. Select **Edit User Permissions**. 6. Clear **Edit**. 7. Select **Contribute**. 8. Select **OK**. Do not remove the committee Microsoft 365 group from the site. Group membership keeps the mailing list and document access synchronized. ## Step 4: Keep The Site Simple A team site already includes a default **Documents** library. Do not create a second Documents library. 1. Open **Documents** and confirm it works. 2. Create a folder named **Documents Shared with Board**. 3. If folder colors are available, apply the standard SHHA committee-folder color. 4. Edit the left navigation and remove unused links. Keep the useful experience limited to **Home** and **Documents**. 5. Do not delete the system **Site Pages** library; it supports the home page. ## Step 5: Make The Home Page Minimal Only office staff should edit the home page. 1. From the home page, select **Edit**. 2. Use the committee's full name as the title. 3. Add: “Use the Documents library for committee files and enduring reference materials.” 4. Add or keep an obvious link to **Documents**. 5. Remove unnecessary news, activity, and decorative web parts. 6. Republish the page. ## Step 6: Add The Library To Office OneDrive **This is only for internal office users with SHHA Microsoft accounts.** External users should never use OneDrive for committee documents; they use SharePoint in their browser. 1. Sign in as the office user who needs the shortcut. 2. Open the committee SharePoint site and then **Documents**. 3. Select **Add shortcut to OneDrive** or **Add shortcut to My files**. 4. Open that user's OneDrive and confirm the committee folder appears under **My files**. 5. If the desktop OneDrive app is used, confirm the shortcut appears on that computer. 6. Repeat while signed in as each internal office user who needs the shortcut. The shortcut points to the group-owned SharePoint library. It does not copy files into a personal OneDrive. ## Step 7: Test With An External Member 1. Ask one existing external group member to open the committee SharePoint site using the same personal email address that received the Microsoft invitation. 2. Confirm the member can open **Documents**. 3. Have the member upload a temporary file named **TEST - delete me**. 4. Confirm the member can edit, rename, move, and delete the test file. 5. Confirm the member cannot edit the home page, navigation, permissions, or membership. 6. Confirm someone outside the group cannot open the private site. 7. Remind the external tester to bookmark the SharePoint site and not use OneDrive. ## Step 8: Publish The Member Instructions 1. Send members the [Committee SharePoint Guide](/books/shha-it-help-guide/page/committee-sharepoint-guide). 2. Add the committee mailing list and SharePoint URL to [Quick Links & Directory](/books/shha-it-help-guide/page/quick-links-directory). 3. Tell external members to bookmark the SharePoint site. Do not give them OneDrive instructions. ## Final Checklist - Existing group-connected site found; no duplicate created - Site is Private - Office staff are Owners / Full Control - Committee members use Contribute permissions - Documents library works - Documents Shared with Board folder created - Home page and navigation simplified - Office-user OneDrive shortcuts added separately - External member document test passed through SharePoint - External member cannot edit the site page - Directory updated - General member guide sent ## Microsoft References - [Create a team site in SharePoint](https://support.microsoft.com/en-US/SharePoint/sites-in-sharepoint/create-a-team-site-in-sharepoint) - [Manage sites in the SharePoint admin center](https://learn.microsoft.com/en-us/sharepoint/manage-sites-in-new-admin-center) - [Permission levels in SharePoint](https://learn.microsoft.com/en-us/sharepoint/understanding-permission-levels) - [Add shortcuts to shared folders in OneDrive](https://support.microsoft.com/en-US/onedrive/add-shortcuts-to-shared-folders-in-onedrive) # Operations & Administration Systems inventory, security controls, HR and personnel management. # 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).
**Type**Cloud-based (Microsoft-hosted)
**Primary admin**Anna (office staff) handles day-to-day membership changes; IT admin handles mailbox permissions and configuration
**Backup admin****TODO:** Identify and document a backup administrator
**Login**[admin.microsoft.com](https://admin.microsoft.com) (admin), [outlook.com](https://outlook.com) (email), SharePoint links (files)
**Licensing**Only office staff and IT admin need paid licenses; volunteers are free external guests
## 2. QuickBooks Used for SHHA financial accounting.
**Type**Cloud-based
**Primary admin / user****TODO:** Who is the primary user? (Treasurer? Office staff?)
**Backup****TODO:** Is there a backup user with access?
**Login****TODO:** URL and login method
**Notes****TODO:** Version (Online vs Desktop), billing, who pays for the subscription
## 3. Membership Database **TODO:** Document the membership database system.
**System name****TODO:** What system/software is used?
**Type****TODO:** Cloud-based or local?
**Primary admin****TODO:** Is Ryan the primary outside admin?
**Backup admin****TODO:** Is there a backup?
**Data stored****TODO:** What member data is in this system? (names, addresses, dues status, etc.)
## 4. Gusto Used for payroll and employee benefits administration.
**Type**Cloud-based
**Primary admin****TODO:** Who manages Gusto? (Office manager? Treasurer?)
**Backup****TODO:** Is there a backup admin?
**Login**[app.gusto.com](https://app.gusto.com)
**Notes****TODO:** How many employees are on payroll? Billing responsibility?
## 5. SHHA Website The public-facing website at [sandiahomeowners.org](https://sandiahomeowners.org).
**Type****TODO:** What platform/CMS runs the website? (WordPress, Squarespace, custom?)
**Hosting****TODO:** Where is it hosted? Cloud-based?
**Primary owner****TODO:** Who manages content updates?
**Backup owner****TODO:** Is there a backup person?
**Outside consultant****TODO:** Is there a web consultant? If so, who? How are they paid?
**Login****TODO:** Admin URL and login method
## 6. GRIT Newsletter The GRIT is SHHA's community newsletter, currently produced monthly.
**Production tool****TODO:** What software is used for layout? (InDesign, Canva, Google Docs, etc.)
**Distribution method****TODO:** Print, email, or both?
**Editor / layout person****TODO:** Who currently does layout and editing?
**Gmail account**shhagrit@gmail.com — **TODO:** document what this Gmail is used for (submissions? Google Drive access? legacy?)
**Related page**See 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.
**Type**Cloud-based
**Primary user****TODO:** Who manages Square transactions?
**Backup****TODO:** Is there a backup?
**Login**[squareup.com](https://squareup.com)
**Notes****TODO:** What specific transactions go through Square? Revenue amounts?
## 8. DigitalOcean Productivity App Hosting SHHA has a DigitalOcean droplet for hosting ad-hoc productivity apps: small internal tools that help office staff or volunteers with specific workflows but are not the public website and are not Microsoft 365 itself. SHHA Reminders is one of these apps. It runs in Docker on the droplet, uses Caddy for HTTPS reverse proxying, and is available at [https://reminders.sandiahomeowners.org](https://reminders.sandiahomeowners.org). The app listens internally on port `3030`, with Caddy proxying public HTTPS traffic to `127.0.0.1:3030`.
**Hosting**DigitalOcean droplet
**Current app**SHHA Reminders
**Production URL**[https://reminders.sandiahomeowners.org](https://reminders.sandiahomeowners.org)
**App directory**`/opt/shha/SHHA-emailer`
**Internal port**`3030`
**Reverse proxy**Caddy
**Operational files to back up**`.env`, `data/state.json`, and `/etc/caddy/Caddyfile`
**Secrets note**Do not commit the production `.env` file to git.
## SHHA GitHub SHHA's GitHub organization is [https://github.com/Sandia-Heights-Homeowners-Association](https://github.com/Sandia-Heights-Homeowners-Association). This is where SHHA stores source code and local documentation backups for technical projects. For access, contact Heidi. ## 9. Other Systems **TODO:** Are there additional systems not listed above? Examples might include: - Bulk email / email blast service (Mailchimp, Constant Contact, etc.) - Google Workspace (shared Google Calendar for Board reminders uses Gmail — is there a full Google account?) - Domain registrar for sandiahomeowners.org — **TODO:** who manages DNS and domain renewal? - Any other SaaS tools or vendor portals # 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 Administrator****TODO:** Who currently has Global Admin access? (There should be a primary and a backup.)
**User / Group management**Anna (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
QuickBooks**TODO****TODO**
Membership Database**TODO****TODO**
Gusto (Payroll)**TODO****TODO**
SHHA Website (admin)**TODO****TODO**
Square**TODO****TODO**
Domain registrar**TODO****TODO**
Google accounts**TODO****TODO**
## Cybersecurity ### Current Practices - **TODO:** Do we enforce multi-factor authentication (MFA) for Microsoft 365 admin accounts? - **TODO:** Do we enforce MFA for all licensed users? - **TODO:** How do we handle password policies? (complexity requirements, rotation schedule) - **TODO:** Is there an incident response plan if an account is compromised? - **TODO:** Do we have phishing awareness guidelines for staff and volunteers? ### Data Access - **TODO:** How do we manage overall data access security? (e.g., conditional access policies, device restrictions) - **TODO:** Are there any data classification policies (confidential vs. public)? - **TODO:** How is sensitive financial data protected? (QuickBooks access, payroll data in Gusto) ## 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 Website**TODO:** Who backs up the website? How often? Where are backups stored?
Membership Database**TODO:** How is the membership database backed up?
### Local Data - **TODO:** Is any critical data stored only on local computers (office PCs) and not in the cloud? - **TODO:** If so, how is that data backed up? ## Other Security Considerations - **TODO:** Do we have cyber liability insurance? - **TODO:** When was the last security review or audit of our systems? - **TODO:** Are there any compliance requirements (e.g., state HOA data retention laws)? # 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 role****TODO:** 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. ### Legal Counsel
**Firm / attorney name****TODO**
**Compensation****TODO:** Hourly, per project, or retainer?
**Who oversees / approves work?****TODO:** (President? Board?)
**Who manages expenditure rate?****TODO**
### Web Consultant
**Consultant name / firm****TODO**
**Compensation****TODO:** Hourly, per project, or retainer?
**Who oversees / approves work?****TODO**
**Scope of work****TODO:** 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](#bkmrk-e%26o-%28errors-%26-omissi) for the formal process.)
**Process****TODO:** Document the step-by-step process for adding a new volunteer (nomination → approval → IT setup)
**IT setup when adding**Committee 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
**Process****TODO:** Who initiates removal? (Chair? Volunteer self-removal? Board?)
**IT cleanup**Office staff removes from mailing list; IT removes SharePoint and mailbox access if applicable.
### Replacing a Committee Chair
**Process****TODO:** (Refer to Bylaws — link needed.) Who nominates the new chair? Board approval required?
**IT transition**Shared role mailbox access is transferred (revoke outgoing, grant incoming). See the FAQ section on email transitions.
## Insurance
**E&O (Errors & Omissions) insurance****TODO:** Do we have E&O coverage? What does it cover? Policy details?
**General liability insurance****TODO:** Coverage details? Does it extend to volunteers?
**D&O (Directors & Officers)****TODO:** Do we have D&O insurance?
**Cyber liability****TODO:** Do we have cyber liability coverage?
**Insurance broker / carrier****TODO:** Company name and contact