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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 membersSOP 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.orgSOP C: Add an Alias
An internal staff account with first.last@sandiahomeowners.org loginSOP 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:

  1. Create a Microsoft 365 Group for the task-force mailing list.
  2. Add members (including external guests) and always include itadmin@sandiahomeowners.org.
  3. Create a Shared Mailbox for the task-force lead/chair if they need role continuity.
  4. Add an optional Alias (for example, wildfire@sandiahomeowners.org) if a friendlier address is useful.
  5. 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

  1. Open admin.microsoft.com and sign in.
  2. In the left menu, click Teams & groups.
  3. Click Active teams & groups.
  4. Click Add a group.
  5. Select Microsoft 365 as the group type, then click Next.
  6. Enter:
    • Name: Full task-force name (example: Wildfire Preparedness Task Force)
    • Description: Short purpose statement
    Click Next.
  7. Add at least one Owner (usually office staff), then click Next.
  8. 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.
  9. Open the new group, then go to Settings.
  10. Enable external email: turn on Let people outside the organization email this group.
  11. Enable inbox delivery: turn on Send copies of team emails and events to team members' inboxes.
  12. Go to Members → Add members.
  13. Add all task-force members (internal and external as available).
  14. Required: Add itadmin@sandiahomeowners.org as a member for archive continuity.
  15. 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

  1. In admin center, go to Teams & groups → Shared mailboxes.
  2. Click Add a shared mailbox.
  3. Enter:
    • Name (example: Wildfire Task Force Lead)
    • Email (example: wildfirelead → wildfirelead@sandiahomeowners.org)
  4. Click Save changes.
  5. Open the mailbox details and click Members → Edit → Add members.
  6. Add licensed users who should access the mailbox (usually current lead/chair and optional backup).
  7. Set Send As (or delegation) permissions for the same users.
  8. 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

  1. Decide destination first: should alias route to the group or the shared mailbox?
  2. For group destination:
    • Go to Teams & groups → Active teams & groups.
    • Select the group.
    • Open email settings and add alias address.
  3. For shared mailbox destination:
    • Go to Teams & groups → Shared mailboxes.
    • Select mailbox.
    • Open email settings and add alias address.
  4. Save changes.
  5. 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

  1. Go to Users → Active users → Add a user.
  2. Enter name and username (first.last format).
  3. Generate temporary password and require password change at first sign-in.
  4. Assign correct M365 license.
  5. Finish adding user.
  6. 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

  1. Invite external user with personal email address.
  2. Ask them to accept Microsoft invitation email.
  3. After acceptance, add them to needed Microsoft Groups.
  4. 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

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