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 need Where to go Who uses it Email (staff & role mailbox holders) outlook.com Staff, officers, chairs OneDrive / personal files onedrive.com Licensed users Admin console (manage users & groups) admin.microsoft.com IT admins only Committee files (SharePoint) See SharePoint Sites below All volunteers Mailing Lists (Committee & Group Email Addresses) Send an email to any address below to reach every current member of that group. You do not need to know individual email addresses. Group / Committee Email Address All staff and volunteers SHHA-all@sandiahomeowners.org Board of Directors board@sandiahomeowners.org Architectural Control Committee (ACC) ACC@sandiahomeowners.org Communications & Publications Committee (CPC) CPC@sandiahomeowners.org Community Service & Membership Committee (CSMC) CSMC@sandiahomeowners.org Covenant Support Committee (CSC) CSC@sandiahomeowners.org Environment & Safety Committee (ESC) ESC@sandiahomeowners.org Executive Committee (EC) EC@sandiahomeowners.org Finance Committee (FC) FC@sandiahomeowners.org Governance Committee (GC) GC@sandiahomeowners.org Admins (Staff + IT) M365admins@sandiahomeowners.org IT Help Desk ithelp@sandiahomeowners.org Chair & Officer Inboxes (Shared Role Mailboxes) These addresses belong to the position , not the person. When leadership changes, the inbox (and its full email history) transfers to the successor. Role Shared Mailbox President president@sandiahomeowners.org Vice President vicepresident@sandiahomeowners.org Secretary secretary@sandiahomeowners.org Finance Chair / Treasurer treasurer@sandiahomeowners.org Architectural Control Committee Chair ACCChair@sandiahomeowners.org Communications & Publications Chair CPCChair@sandiahomeowners.org Community Service & Membership Chair CSMCChair@sandiahomeowners.org Covenant Support Committee Chair CSCChair@sandiahomeowners.org Environment & Safety Chair ESCChair@sandiahomeowners.org SharePoint Sites (Committee Document Libraries) Each committee has its own SharePoint site for storing documents, meeting minutes, and work products. Click the link for your committee below. Committee / Group SharePoint URL Board of Directors https://shha.sharepoint.com/sites/BOARD/ Architectural Control Committee (ACC) https://shha.sharepoint.com/sites/ACC/ Communications & Publications Committee (CPC) https://shha.sharepoint.com/sites/CPC/ Community Service & Membership Committee (CSMC) https://shha.sharepoint.com/sites/CSMC/ Covenant Support Committee (CSC) https://shha.sharepoint.com/sites/CSC/ Environment & Safety Committee (ESC) https://shha.sharepoint.com/sites/ESC/ Executive Committee (EC) https://shha.sharepoint.com/sites/EC/ Finance Committee (FC) https://shha.sharepoint.com/sites/FC/ Governance Committee (GC) https://shha.sharepoint.com/sites/GC/ Tip: If you get "Access Denied" when clicking a SharePoint link, you likely need to accept your Microsoft invitation first . See the FAQ for troubleshooting. Other SHHA Email Addresses Address Purpose office@sandiahomeowners.org General office inquiries, mailing list changes, GRIT submissions ithelp@sandiahomeowners.org IT support — access issues, SharePoint help, mailbox permissions itadmin@sandiahomeowners.org Archive-only — member of every group for recordkeeping (not monitored) sandiahomeowners@gmail.com Legacy Gmail address — TODO: document current purpose and who monitors this shhagrit@gmail.com GRIT newsletter Gmail — TODO: document current purpose, who monitors, and relationship to M365 Task Group Email Help Need to explain how to use a temporary task-group address? Share this page: Task Group Email Guide . 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 Need everyone in the committee/group to see this? Use the committee/group mailing-list address. Need only one person to see this? Email that person directly. 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 Volunteer without SHHA Email FAQ 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 Are Start With Then See New external volunteer (just got a committee invitation) Quick Start for New Volunteers Volunteer without SHHA Email guide, FAQ New officer or committee chair (President, Treasurer, Chair, etc.) Quick Links & Directory (mailing lists, SharePoint URLs) Volunteer with SHHA Email guide, FAQ sections on role mailboxes and email transitions New Board president (need the big picture) Quick Links & Directory Systems Inventory , HR & Personnel Management , Controls & Security GRIT newsletter editor GRIT Layout Monthly Guide FAQ section on GRIT submissions Office staff (manage day-to-day IT operations) Staff Guide M365 Email Groups & Roles Reference , Quick Links & Directory Future IT help person (inheriting the IT admin role) M365 Email Groups & Roles Reference Staff Guide , Systems Inventory , Controls & Security This is the main orientation page for SHHA volunteers. You do not need to be technical to use this guide. What System Does SHHA Use? SHHA primarily uses Microsoft 365 for: 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 Committee chair informs office staff. Office invites volunteer as an external Microsoft user. Volunteer accepts Microsoft invitation. 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: Upload the file to SharePoint. Use Share or Copy Link . 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 Need answers to common problems? See FAQ Need help with email, SharePoint, file sharing, or role transitions? See FAQ Want to submit a GRIT article or request an email blast? See FAQ — Communicating with Residents Need role-specific instructions? Use Staff , Volunteer (with SHHA email) , or Volunteer (without SHHA email) Need GRIT layout/design process details? See GRIT Layout Monthly Guide Quick Start for New Volunteers Start Here: Which Type of Volunteer Are You? Volunteer without an SHHA email address 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 Files (internal users): onedrive.com Microsoft admin portal (admins only): 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/ ACC: https://shha.sharepoint.com/sites/ACC/ CPC: https://shha.sharepoint.com/sites/CPC/ CSMC: https://shha.sharepoint.com/sites/CSMC/ CSC: https://shha.sharepoint.com/sites/CSC/ ESC: https://shha.sharepoint.com/sites/ESC/ EC: https://shha.sharepoint.com/sites/EC/ FC: https://shha.sharepoint.com/sites/FC/ GC: https://shha.sharepoint.com/sites/GC/ Quick Usage Rules Use committee mailing list addresses for group-wide communication. Use shared role inboxes for role-specific communication. Upload files to SharePoint first, then send a SharePoint link by email. External volunteers should use personal email and SharePoint links, not Teams. Related Guides Task Group Email Guide Volunteer without SHHA Email 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 Send Microsoft external-user invitation. Confirm volunteer accepted invitation. Add volunteer to committee mailing list. Provide direct committee SharePoint link. See also: SOP: Add a person to a committee mailing list Shared Role Mailbox Transition Remove prior role holder's access. Grant new role holder access. Confirm mailbox appears in new holder's Outlook. See also: SOP: Leadership transition for role inbox Staff Reminders Most volunteers do not need paid licenses. SharePoint links are preferred over attachments. External users often cannot use direct group-sharing in file dialogs. Related Pages Overview FAQ Quick Reference M365 Email Groups & Roles Specialty Topics Volunteer with SHHA Email This page is for volunteers who already have an SHHA mailbox and may also have role-based inbox access. What You Should Use Your SHHA email account for routine communication. Committee mailing lists for group communication. SharePoint links for committee files. Shared Role Inbox Basics 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 . Reply from the role inbox for official role business. Keep records in the role mailbox for continuity. See FAQ — Reply from role mailbox for full instructions, and FAQ — Can't see shared inbox if the mailbox doesn't appear. File Sharing Rule For committee documents: Upload to SharePoint. Copy link. Send link to committee list. Avoid one-off attachments for files that should remain in committee records. If You Are Not Seeing Something Confirm you are signed in with your SHHA account. Confirm your committee membership is current. Contact ITHelp@sandiahomeowners.org if access is still missing. Related Pages Overview FAQ Quick Reference Volunteer without SHHA Email This page is for volunteers who participate using a personal email address. You usually do not need a paid Microsoft license. First-Time Setup Look for the two Microsoft emails described below. Open the organization invitation email and click Accept invitation . Use that same email address when prompted to sign in. Open your committee SharePoint link from the Quick Reference page. Confirm you receive committee mailing list messages. The 2 Emails You Should Expect 1) Organization invitation email (expected but confusing) The subject is usually similar to "Anna, SHHA invited you to collaborate with SHHA" . The email usually includes: A warning message telling you to proceed only if you trust the sender and organization Sender: Anna, SHHA (anna.levchuk@sandiahomeowners.org) Organization: SHHA Domain: sandiahomeowners.org This is the important one. Click Accept invitation to activate your access. After you click Accept invitation , Microsoft may bring you to a page that does not make much sense. This is normal and is just a Microsoft quirk. Use the direct links on the Quick Reference page for useful pages and mailing lists. 2) Group/team invitation email (expected but confusing) You may also get an email with a subject like "You have been added to a team in Microsoft Teams" . This is a default Microsoft message and cannot be customized by SHHA. For external volunteers, we do not recommend using Teams for SHHA work. Instead, follow the SharePoint links on the Quick Reference page for the groups you are part of. What You Can Expect You can receive committee group email at your personal address. You can open SharePoint documents you were granted access to. You may see references to Microsoft tools SHHA does not use (safe to ignore). You may receive Teams-related emails even though your normal workflow is email and SharePoint. Most Common Mistakes Not accepting the invitation — until you do, access will fail. Trying to use Teams instead of using SharePoint links for committee files. Trying to share files directly with groups instead of sharing links. Sending attachments when the file belongs in SharePoint. Correct File Sharing Pattern Upload to SharePoint. Copy link. Email link to committee list. See FAQ for step-by-step sharing instructions. Need Help? Contact ITHelp@sandiahomeowners.org if you cannot access files or receive committee messages. Related Pages Overview FAQ Quick Reference 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 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. Open the email and click the "Accept invitation" button or link. 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. Review and accept the permissions prompt. Microsoft will ask you to agree that SHHA can see basic profile information (name and email). Click Accept . Try opening your SharePoint link again. It should now work. If you cannot find the invitation email or the link has expired, contact ITHelp@sandiahomeowners.org and they can resend it. Microsoft help: B2B collaboration invitation redemption explains the full invitation-acceptance process. Do I need a paid Microsoft license? Usually no. Most SHHA volunteers are added as external guest users in Microsoft 365. Guest access is free. As a guest you can: 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? 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 — only needed if Microsoft asks you to during the invitation process. Can I share a file directly to the committee mailing list from SharePoint? Not reliably when the group includes external (guest) members, which most SHHA groups do. SharePoint's built-in "Share" dialog sometimes cannot resolve external-member group addresses, and recipients may get "Access Denied" errors. Use this reliable method instead Upload your file to the committee's SharePoint document library. Open the SharePoint site link your committee uses. Click Upload → Files , then select your file. Copy a sharing link for the file. Select the file (click the circle icon next to its name). Click the Share button at the top of the page. In the sharing dialog, click Copy link . Make sure the link setting says something like "People in Sandia Homeowners with the link can edit" . Click the gear icon to adjust permissions if needed. Click Copy . Email the link to the committee mailing list. Open your personal email (Gmail, Yahoo Mail, Outlook.com, etc.). Compose a new message to the committee address (e.g., csc@sandiahomeowners.org ). Paste the SharePoint link into the email body. Add a brief description. Click Send . Microsoft help: Share SharePoint files or folders Why should I send links instead of attachments? 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 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 Go to outlook.office.com and sign in with your SHHA licensed account (your @sandiahomeowners.org address). In the left sidebar, look under "Shared with me" (or right-click your account name → "Add shared folder or mailbox" → type the role address). Open the email you want to reply to from the role mailbox's Inbox. Click Reply . Check the From field — it should show the role address. If not, click From and select the role mailbox. Compose and click Send . Microsoft help: Open and use a shared mailbox in Outlook I cannot see my shared role inbox in Outlook. What should I do? If the shared mailbox does not appear automatically, try adding it manually: In Outlook on the web ( outlook.office.com ) Sign in with your SHHA @sandiahomeowners.org account. In the left folder pane, right-click your account name. Select "Add shared folder or mailbox." Type the role mailbox address (e.g., cscchair@sandiahomeowners.org ) and press Enter. The shared mailbox should appear under "Shared with me" . In the new Outlook desktop app (Windows or Mac) Open Outlook → go to Mail . Right-click your account name in the folder pane. Select "Add shared folder or mailbox." Type the role mailbox address and click Add . If it still does not appear , your account may not have been granted permission yet. Contact ITHelp@sandiahomeowners.org to verify your mailbox permissions. Microsoft help: Open and use a shared mailbox in Outlook — see "What if it didn't work?" Where should Board materials be submitted? Upload directly to the Board's SharePoint site using the direct link from your Board materials or ITHelp. Open the Board SharePoint link in your web browser. Navigate to the appropriate folder (e.g., "Meeting Materials", "Agendas"). Click Upload → Files and select the document. 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 do Where to go Who uses it Open committee files Your committee's SharePoint link (from your chair or ITHelp). You can also browse sandiahomeowners.sharepoint.com All volunteers Read / send role mailbox email outlook.office.com — sign in with your @sandiahomeowners.org account Officers & chairs with role mailboxes Manage your Microsoft account account.microsoft.com — reset password, update security info Anyone with a Microsoft account Access personal OneDrive files onedrive.live.com (personal) or your SharePoint library (SHHA files) Limited use Tip: Most volunteers just click a SharePoint link someone emailed them. You do not need to remember a general login page. Microsoft help: Sign in to Microsoft 365 Do I have an official SHHA email address? How do I use it? It depends on your role: 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 using your @sandiahomeowners.org licensed account. See role mailboxes and accessing shared inboxes above. Staff members have full licensed @sandiahomeowners.org accounts and log in at 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 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 / Android ): 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 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 Outlook on the web — outlook.office.com in any browser. Nothing to install. Outlook mobile app — free on iOS and Android . Sign in with your @sandiahomeowners.org account, then add the shared mailbox. New Outlook desktop app — free on Windows and Mac via outlook.com or your app store. For regular committee email (external volunteers): Committee emails are delivered directly to your personal inbox. No special setup needed. Microsoft help: Open and use a shared mailbox in Outlook How do I see emails going between committee or Board members? Can I see older emails from before I joined? Committee mailing list emails 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 page. Each committee and the Board has a mailing list address . Sending to it delivers to all current members. Group Email 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 committees Each has its own @sandiahomeowners.org group address — ask your chair or ITHelp How to send Open your email (Gmail, Yahoo Mail, Outlook.com, Outlook on the web — whatever you normally use). Compose a new message. In the To field, type the group address (e.g., csc@sandiahomeowners.org ). 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) Your committee chair (or the Board, for executive roles) notifies office staff that you are taking over. Office staff (currently Anna) adds you to the committee mailing list(s) and requests mailbox access from IT. ITHelp grants you permission to the shared role mailbox. You can then open the shared mailbox at outlook.office.com and see the full email history. You begin receiving all committee group emails. When you are the outgoing person (leaving a role) Notify your committee chair and office staff of your departure date. Office staff removes you from the mailing list(s). You stop receiving group emails. ITHelp removes your mailbox access. You can no longer open it. 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 Action Who handles it Notify staff of the change Outgoing 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 mailbox Automatic — the mailbox retains everything For the President and executive officers: You do not need to know the technical steps — staff and ITHelp handle them. Your job is to make sure the transition is communicated to office staff promptly . Staff who need to administer these changes should see the Staff page and the M365 Email Groups & Roles reference. How do I find phone numbers for Board, committee, and staff members? There is no centralized online directory with phone numbers in the Microsoft 365 system. Most members do not list personal numbers publicly. Here are your options: Ask office staff. Email office@sandiahomeowners.org and request the phone number(s) you need. Staff maintain internal contact lists. Ask your committee chair. Chairs typically maintain a roster with phone numbers shared privately. Check the SHHA community directory (if available on the SHHA website or as a printed/PDF document). 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? Go to sandiahomeowners.org . Look for a Committees menu in the top navigation bar or sidebar. 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 . Open your committee's SharePoint site (see SharePoint access above). Click Documents in the left sidebar. Look for a folder called "Minutes" , "Meeting Minutes" , or similar. Some committees organize by year (e.g., Documents > 2026 > Minutes ). Click into the folder to see individual files. If minutes are not in SharePoint: ask your committee chair. Board minutes may also be posted on the SHHA website once approved. How do I submit an article for The GRIT newsletter? The GRIT is SHHA's community newsletter. Articles go to the GRIT editor (Communication & Publication Committee) on a monthly cycle. President's Letter 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 . 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 Draft your message. Include any links or images. Email your draft to office@sandiahomeowners.org with a subject like "Email blast request — [topic]." Specify the audience. All residents? A specific section? Include your desired send date. Give staff a few business days lead time. 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 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 Specialty Topics 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: Pattern Technology Examples 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. Group Address All members shha-all@sandiahomeowners.org CSC csc@sandiahomeowners.org ACC acc@sandiahomeowners.org Others One 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. Role Address 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 Remove predecessor access. Grant successor access. 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 type License needed? Capabilities External volunteers No Group email delivery, SharePoint guest access Licensed staff / admin Yes (paid M365) Group administration, shared mailbox access, full portal Responsibilities Matrix Responsibility Primary Backup Notes Maintain committee group membership Anna (staff) IT admin Add/remove members, verify accuracy Manage shared mailbox permissions Anna + IT admin IT admin Remove predecessor, add successor Ensure itadmin@ in all groups IT admin Anna Required for archive continuity Monitor membership-change notifications Anna IT admin Power Automate emails = operational signal Troubleshoot delivery/access issues IT admin Anna Includes mailbox permissions and group settings SOP: Add a Person to a Committee Mailing List Confirm committee and target group address. Verify whether person is internal staff or external volunteer. Add to the correct Microsoft Group membership. Confirm itadmin@ remains a member. Verify Power Automate sends membership-change notification. Ask requester to test delivery (or send a test message). SOP: Remove a Person from a Committee Mailing List Confirm removal request and effective date. Remove member from the Microsoft Group. Verify Power Automate notification is received. If person held a role, check related shared mailbox permissions. SOP: Leadership Transition for Role Inbox Identify affected role mailbox (e.g., accchair@ ). Remove outgoing person's mailbox permissions. Grant incoming person's mailbox permissions. Validate that incoming person can open the shared mailbox from their own account. Keep address and historical content in place for continuity. SOP: New Committee Creation Create new Microsoft Group for the committee. Add initial committee members. Add itadmin@ as member for archiving. Ensure membership-change notifications are active. 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 Role Contact Group membership owner Anna (staff) Technical owner / escalation IT admin Archive mailbox itadmin@ (not actively monitored) If ownership changes, update this section immediately. Related Resources 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 — 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 Pattern What it is Example When to use it Personal mailbox first.last@sandiahomeowners.org A licensed M365 account owned by one person. Has its own login, calendar, OneDrive, etc. anna.smith@sandiahomeowners.org Office staff and IT admins who need to log in to Microsoft 365 and perform admin tasks. Costs a license. Shared mailbox role@sandiahomeowners.org A mailbox tied to a position , not a person. Multiple licensed users can open it from their own account. Retains full email history across holders. president@sandiahomeowners.org cscchair@sandiahomeowners.org Any role where you need: (a) a stable address that survives personnel changes, (b) email history inherited by the next holder, (c) the ability for multiple people to send/receive as that address. Mailing list (Microsoft Group) committee@sandiahomeowners.org A distribution group. Email sent to the address is delivered to every current member — including external guests who have no M365 license. csc@sandiahomeowners.org shha-all@sandiahomeowners.org Any group of people who need to receive the same email. Most committees have one. No license cost for external members. Alias (additional address on an existing mailbox or group) An extra email address that delivers to an existing mailbox or group. Not a separate mailbox — just an alternative address for the same destination. wildfire@sandiahomeowners.org → delivers to the ESC group or a specific shared mailbox One-off or special-purpose addresses (task forces, events, topical inboxes) where you do not need a separate mailbox with its own history. Use when you want a memorable address that maps to something that already exists. Which Pattern Do I Need? Walk through these questions when planning a new email address: 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 Does the address need its own persistent inbox that survives personnel changes? Yes → Shared mailbox No → continue Does the address need to deliver to a group of people? Yes → Mailing list (Microsoft Group) No → continue 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 : What Pattern Example for a new "Wildfire Preparedness" task force Committee mailing list Microsoft Group WPC@sandiahomeowners.org Chair inbox Shared 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 Pattern License cost Personal mailbox Requires a paid M365 license Shared mailbox Free (up to 50 GB; no license unless it exceeds the limit) Mailing list (Group) Free Alias Free (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 ithelp@sandiahomeowners.org 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 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) A role inbox for a chair or lead (keeps history when people rotate) SOP B: Create a Shared Mailbox A friendly one-off address like wildfire@sandiahomeowners.org SOP C: Add an Alias An internal staff account with first.last@sandiahomeowners.org login SOP D: Add a Licensed User An external volunteer using Gmail/Yahoo/etc. SOP E: Add an External Guest Task Force Fast Path (Most Common New Setup) For a new short-term task force, the normal pattern is: Create a Microsoft 365 Group for the task-force mailing list. Add members (including external guests) and always include itadmin@sandiahomeowners.org . Create a Shared Mailbox for the task-force lead/chair if they need role continuity. Add an optional Alias (for example, wildfire@sandiahomeowners.org ) if a friendlier address is useful. Test email delivery and update the Quick Links directory. If you only need one address that emails the whole task force, do SOP A only. SOP A: Create a Microsoft 365 Group (Mailing List) Use this for: any committee/task-force address that should email all members. Menu path: admin.microsoft.com → Teams & groups → Active teams & groups → Add a group Step-by-step Open admin.microsoft.com and sign in. In the left menu, click Teams & groups . Click Active teams & groups . Click Add a group . Select Microsoft 365 as the group type, then click Next . Enter: Name : Full task-force name (example: Wildfire Preparedness Task Force) Description : Short purpose statement Click Next . Add at least one Owner (usually office staff), then click Next . 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 . Open the new group, then go to Settings . Enable external email: turn on Let people outside the organization email this group . Enable inbox delivery: turn on Send copies of team emails and events to team members' inboxes . Go to Members → Add members . Add all task-force members (internal and external as available). Required: Add itadmin@sandiahomeowners.org as a member for archive continuity. 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 → Teams & groups → Shared mailboxes → Add a shared mailbox Step-by-step In admin center, go to Teams & groups → Shared mailboxes . Click Add a shared mailbox . Enter: Name (example: Wildfire Task Force Lead) Email (example: wildfirelead → wildfirelead@sandiahomeowners.org ) Click Save changes . Open the mailbox details and click Members → Edit → Add members . Add licensed users who should access the mailbox (usually current lead/chair and optional backup). Set Send As (or delegation) permissions for the same users. Ask one user to verify in outlook.com that: The mailbox appears (or can be manually added) They can receive mail They can send with the shared mailbox in the From field Important notes 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 → select target group/mailbox → Email aliases / Email address settings Step-by-step Decide destination first: should alias route to the group or the shared mailbox ? For group destination: Go to Teams & groups → Active teams & groups . Select the group. Open email settings and add alias address. For shared mailbox destination: Go to Teams & groups → Shared mailboxes . Select mailbox. Open email settings and add alias address. Save changes. Send test email to alias and verify it arrives in the expected destination. SOP D: Add a New Licensed User (Internal Staff) Use this for: staff/admin accounts that need a personal Microsoft login ( first.last@sandiahomeowners.org ). Menu path: admin.microsoft.com → Users → Active users → Add a user Step-by-step Go to Users → Active users → Add a user . Enter name and username ( first.last format). Generate temporary password and require password change at first sign-in. Assign correct M365 license. Finish adding user. Add user to appropriate groups/shared mailbox access as needed. SOP E: Add an External Guest (Volunteer) Use this for: most volunteers; avoids paid license cost. Menu path: admin.microsoft.com → Users → Guest users (or Entra invite flow) Step-by-step Invite external user with personal email address. Ask them to accept Microsoft invitation email. After acceptance, add them to needed Microsoft Groups. Verify they receive test group email. 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 for choosing the right pattern first M365 Email Groups, Role Inboxes & Responsibilities for governance and handoff rules Quick Links & Directory to keep the address list current 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 (admin), 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 Notes TODO: How many employees are on payroll? Billing responsibility? 5. SHHA Website The public-facing website at 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 Notes TODO: What specific transactions go through Square? Revenue amounts? 8. 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 System Primary Access Backup 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: System Backup 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 Online Intuit maintains backups. TODO: Do we also export periodic backups locally? Gusto Gusto 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 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