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SOP: Create a Committee SharePoint Site

Audience: SHHA office staff and IT administrators. This is not a committee-member task.

Goal: connect thean 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.

PNMBefore SpecialYou Task Force Setup SummaryStart

Write down these values before opening Microsoft 365:

Committee namePNMThe Specialfull Taskdisplay Forcename Existing Microsoft 365 groupPNMSTGThe existing group/mailing-list name MailingGroup listemailPNMSTG@sandiahomeowners.orgThe committee mailing-list address Expected SharePointsite URLaddresshttps://shha.sharepoint.com/sites/PNMSTG Site privacyPrivate[GROUP-NAME] Office staffownersPrimary and backup office/admin accounts

The finished site should be Private. Office staff are Owners / Full Control;Control. mayCommittee editmembers have Contribute access to documents and do not administer the home page and permissions

Committee membersContribute; may create, edit, move, and delete documents but should not edit the site page page.

Important:Step Check1: BeforeFind CreatingThe AnythingExisting Group-Connected Site

A Microsoft 365 group normally provisions a connected SharePoint team site. Because PNMSTG already exists and its members are already usingIf the mailing list,list already exists, do not begin by clickingcreating Create site. First look for theanother site thator belongs to the existing group.group.

  1. Try https://shha.sharepoint.com/sites/PNMSTG[GROUP-NAME].
  2. If that does not open, go to admin.microsoft.com → Show all → Admin centers → SharePoint.
  3. Open Sites → Active sites.
  4. Search for PNMSTGboth the committee's full name and PNMgroup Special Task Force.name.
  5. In the Microsoft 365 admin center, also open Teams & groups → Active teams & groups, →select PNMSTGthe group, and confirm the groupits type is Microsoft 365.

If the group is a Microsoft 365 group and thegroup-connected site appears in Active sites, open that existing siteit and continue below.continue.

If the Microsoft 365 group exists but no connected site can be found, stop and contact IT. Do not create a second group or a similarly named standalone SharePoint site. A duplicate would separate theseparates mailing-list membership from document access and create a very convincing mess.access.

Step 1:2: Confirm Office Staff Are Owners

  1. In the SharePoint admin center, open Sites → Active sites.
  2. Select the PNM Special Task Forcecommittee site.
  3. Select Membership.
  4. Confirm the appropriateprimary officeand staffbackup office/admin accounts are listedOwners asor owners/site admins.
  5. Add a backup office/admin owner if one is missing.needed.
  6. Do not make the committee chair or ordinary committee members Owners.

Owners canmay edit the home page, navigation, permissions, and site settings. Keep that role with office staff.

Step 2:3: Give Committee Members Document Access Without PageSite Editing

Microsoft normally gives group-connected team-site members the broad Edit permission by default. Forpermission. SHHA committee sites, useuses Contribute instead. Contribute allowsso members tocan view,work add, update, and deletewith documents without giving them the broader ability to managemanaging lists or editediting the site page.

  1. Open the PNMcommittee SharePoint site.
  2. Select Settings (gear icon) → Site permissions.
  3. Select Advanced permissions settings.
  4. Select the SharePoint group whose name ends in Members. Do not select Owners or Visitors.
  5. On the permissions ribbon, selectSelect Edit User Permissions.
  6. Clear Edit.
  7. Select Contribute.
  8. Select OK.

Do not remove the PNMSTGcommittee Microsoft 365 group from the site. MembershipGroup in that group is whatmembership keeps the mailing list and document access synchronized.

Step 3:4: Keep The Site Simple

A team site already includes a default Documents library. Do not create anothera librarysecond namedDocuments Documents.library.

  1. Open the siteDocuments and selectconfirm Documents.
it Confirm committee members can see the library.works. Create a folder named Documents Shared with Board. If thefolder folder-colorcolors option isare available, apply the samestandard colorSHHA usedcommittee-folder for the standing-committee folders.color. Edit the left navigation and remove unused links. Keep the useful experience limited to Home and Documents. Do not delete the system Site Pages library.library; Itit supports the home page even though committee members do not need to work in it.page.

Step 4:5: Make The Home Page Useful But Minimal

Only office staff should edit the home page.

  1. From the site home page, select Edit.
  2. Use the titlecommittee's PNMfull Specialname Taskas Force.the title.
  3. Add one short sentence:Add: “Use the Documents library for task-forcecommittee files and enduring reference materials.”
  4. Add or keep an obvious link to Documents.
  5. Remove unnecessary news, activity, orand decorative web parts if they make the page harder to scan.parts.
  6. Republish the page.

Step 5:6: Add The Documents Library To Office OneDrive

This stepis isonly for internal office users with SHHA accounts only. Microsoft doesaccounts. notExternal supportusers addingshould SharePointnever shortcuts touse OneDrive for externalcommittee users.documents; they use SharePoint in their browser.

  1. Sign in as the office user who needs the shortcut.
  2. Open the PNMcommittee SharePoint site.
  3. Openand then Documents.
  4. Select Add shortcut to OneDrive or Add shortcut to My files.
  5. Open that user's OneDrive and confirm the PNMcommittee folder appears under My files.
  6. If the desktop OneDrive desktop app is running,used, confirm the shortcut appears on the officethat computer.
  7. Repeat while signed in as each internal office user who needs the shortcut. One person cannot add the shortcut on behalf of another account.

The shortcut points to the group-owned SharePoint library. It does not copy the files into the user'sa personal OneDrive.

Step 6:7: Test With A RealAn External Committee Member

  1. Ask one existing external PNMSTGgroup member to open the PNMcommittee SharePoint site using the same personal email address that received the Microsoft invitation.
  2. Confirm the member can open Documents.
  3. Have the member create or upload a temporary file named TEST - delete me.
  4. Confirm the member can edit, rename, move, and delete thatthe test file.
  5. Confirm the member cannot edit the home page, navigation, site permissions, or membership.
  6. Confirm asomeone personoutside whothe is not in PNMSTGgroup cannot open the private site.
  7. Remind the external tester to bookmark the SharePoint site and not use OneDrive.

Step 7:8: Publish The Member Instructions

  1. Send committee members the PNM Special Task ForceCommittee SharePoint Guide.
  2. Add the PNMcommittee mailing list and SharePoint siteURL to Quick Links & Directory.
  3. Tell external members to bookmark the SharePoint site. Do not tellgive them to add a OneDrive shortcut.instructions.

Final Checklist

  • Existing PNMSTG 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
  • Quick Links directoryDirectory updated
  • MemberGeneral member guide sent to the committee

Microsoft References

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