Committee SharePoint Guide

Audience: MembersSHHA ofcommittee theand PNMtask-force Special Task Force.members. Office staff handle site setup, membership, permissions, and changes to the SharePoint home page.

YourEmail And Documents Are Two PNMDifferent Tools

Tool	Use it for	Link
PNMSTGYour committee mailing list	Emailing everyone in the task force	PNMSTG@sandiahomeowners.orgcommittee
PNMYour committee SharePoint site	Storing and working on task-forcecommittee documents	Open PNM SharePoint

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

PNMSTGCommittee members have read/write access to the Documents library. You may:

• Open and download documents
• Create folders
• Upload files
• Create new 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 please ask before reorganizing material that may be part of the task-forcecommittee record.

What Office Staff Handle

Committee members do not need to administer the SharePoint site. Contact office staff if you need:for:

• A person added toAdding or removedremoving fromcommittee the task forcemembers
• A changeChanges to the SharePoint home page or navigation
• APermissions permissions changechanges
• Help recovering or reorganizing files

The committee chair does not need an @sandiahomeowners.org account and does not needor site-owner access to work with documents.

How To Open The Documents

1. Open https://shha.sharepoint.com/sites/PNMSTG.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.

Select Documents. Open the folder you need.

If Microsoft sends a one-time passcode to your email, use that code to finish signing in.

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 the file.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 a file.it.

Documents Shared With Board

Use the Documents Shared with Board folder for enduring reference material that Board members may need later, such as procedures, legal analyses, project background, charters, or other non-public reference documents.

Do not let useful background disappear into an old email thread. If future Board members may need it, thisdo isnot probablylet itsit home.

disappear

OneDrive Shortcut: Internal And External Users

If You Have An SHHA Microsoft Account

Internal users withinto an @sandiahomeowners.orgold accountemail can open the SharePoint Documents library and select Add shortcut to OneDrive. The folder then appears under My files in OneDrive.

If You Use Gmail, Yahoo, Or Another Personal Address

Microsoft does not support adding this SharePoint shortcut to an external user's OneDrive. Bookmark the PNM SharePoint site in your browser and open files there.thread.

How To Share A File With The Task ForceCommittee

Put the file in the PNMcommittee SharePoint Documents library, then email PNMSTG@sandiahomeowners.orgthe committee mailing list with the file name and folder location.

Do not use the Share button to grant the groupcommittee access. MembershipGroup in PNMSTGmembership 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 you used to sign in
• The pageSharePoint site or folder youbeing were trying to openopened
• The exact error message
• A screenshot, if possible