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 members SOP 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.org SOP C: Add an Alias 
 An internal staff account with first.last@sandiahomeowners.org login SOP 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: 
 
 Create a Microsoft 365 Group for the task-force mailing list. 
 Add members (including external guests) and always include itadmin@sandiahomeowners.org . 
 Create a Shared Mailbox for the task-force lead/chair if they need role continuity. 
 Add an optional Alias (for example, wildfire@sandiahomeowners.org ) if a friendlier address is useful. 
 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 
 
 Open admin.microsoft.com and sign in. 
 In the left menu, click Teams & groups . 
 Click Active teams & groups . 
 Click Add a group . 
 Select Microsoft 365 as the group type, then click Next . 
 Enter:
 
 Name : Full task-force name (example: Wildfire Preparedness Task Force) 
 Description : Short purpose statement 
 
Click Next . 
 Add at least one Owner (usually office staff), then click Next . 
 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 . 
 Open the new group, then go to Settings . 
 Enable external email: turn on Let people outside the organization email this group . 
 Enable inbox delivery: turn on Send copies of team emails and events to team members' inboxes . 
 Go to Members → Add members . 
 Add all task-force members (internal and external as available). 
 Required: Add itadmin@sandiahomeowners.org as a member for archive continuity. 
 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 
 
 In admin center, go to Teams & groups → Shared mailboxes . 
 Click Add a shared mailbox . 
 Enter:
 
 Name (example: Wildfire Task Force Lead) 
 Email (example: wildfirelead → wildfirelead@sandiahomeowners.org ) 
 
 
 Click Save changes . 
 Open the mailbox details and click Members → Edit → Add members . 
 Add licensed users who should access the mailbox (usually current lead/chair and optional backup). 
 Set Send As (or delegation) permissions for the same users. 
 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 
 
 Decide destination first: should alias route to the group or the shared mailbox ? 
 For group destination:
 
 Go to Teams & groups → Active teams & groups . 
 Select the group. 
 Open email settings and add alias address. 
 
 
 For shared mailbox destination:
 
 Go to Teams & groups → Shared mailboxes . 
 Select mailbox. 
 Open email settings and add alias address. 
 
 
 Save changes. 
 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 
 
 Go to Users → Active users → Add a user . 
 Enter name and username ( first.last format). 
 Generate temporary password and require password change at first sign-in. 
 Assign correct M365 license. 
 Finish adding user. 
 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 
 
 Invite external user with personal email address. 
 Ask them to accept Microsoft invitation email. 
 After acceptance, add them to needed Microsoft Groups. 
 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 
 
 M365 Email Building Blocks for choosing the right pattern first 
 M365 Email Groups, Role Inboxes & Responsibilities for governance and handoff rules 
 Quick Links & Directory to keep the address list current