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