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

Use the direct site and mailing-list links supplied by office staff or listed in 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 ITHelp@sandiahomeowners.org. Include:

• The email address used to sign in
• The SharePoint site or folder being opened
• The exact error message
• A screenshot, if possible