SOP: New Users, Mailboxes & Groups

Step-This SOP is written for SHHA staff who are comfortable with basic Microsoft admin work and need a reliable step-by-step proceduresprocess for thesetting twoup mostnew commongroups, provisioningshared tasksmailboxes, inand therelated Microsoft 365 admin center. These are performed by IT admin (or trained office staff with admin rights).addresses.

AdminStart portal:here every time: admin.microsoft.com — sign in with your @sandiahomeowners.org admin account.

---

SOP: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 New Licensed User An external volunteer using Gmail/Yahoo/etc.SOP E: Add an External Guest

---

Task Force Fast Path (Most Common New Setup)

Use this when you need to create a personal mailbox (first.last@sandiahomeowners.org) — typically forFor a new staffshort-term membertask or IT admin. Most volunteers do not need this; they are added as external guests instead (seeforce, the separatenormal procedurepattern below).is:

Steps

1. GoCreate toa 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 → UsersTeams & groups → Active usersteams & 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 usergroup. FillSelect in:Microsoft First name / Last name Display name365 — typically "First Last" Username — use first.last (domain will be @sandiahomeowners.org) Password: Choose "Auto-generate password" and check "Require this user to change their password when they first sign in." Copy and securely shareas the temporarygroup passwordtype, withthen the new user. Clickclick Next. Enter:

AssignName: aFull license:task-force Select the appropriate M365 licensename (e.g.,example: MicrosoftWildfire 365Preparedness BusinessTask Basic).Force) Description: Short purpose statement Click Next. Add at least one Optional settings:Owner For(usually mostoffice newstaff), users,then leave as defaults. If the person needs admin privileges, you can set roles here — but for a regular staff member, skip it. Clickclick Next. ReviewSet: and

clickGroup email address (example: wildfiretf → wildfiretf@sandiahomeowners.org) Privacy: usually FinishPrivate addingLeave "Create a team for this group" off unless Teams is explicitly needed Click Next then Create group. Post-creation steps:

AddOpen the new usergroup, toclick theMembers appropriate→ mailingAdd lists (Microsoft Groups) — see M365 Email Groups, Role Inboxes & Responsibilities SOP 1. If the user holds a role (chair, officer), grant shared mailbox access — see the shared mailbox SOP below. Send the new user their login credentials and a link to outlook.commembers. 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 anythe new groupsgroup createdaddress forand thisconfirm person.delivery.

Done checklist

Group exists Owners added All members added itadmin@ added Test email delivered

---

SOP:SOP AddB: anCreate Externala GuestShared Mailbox (Volunteer)Chair/Lead Inbox)

Use this for: role inboxes that must persist when apeople volunteerrotate needs(chair, committeelead, access but does not need a licensed @sandiahomeowners.org account. This is the most common scenario.coordinator).

Steps

Menu

Go topath: admin.microsoft.com → UsersTeams & groups → GuestShared users (or use entra.microsoft.com → Usersmailboxes → All users → New user → Invite external user). Click Invite user (or Add a guestshared usermailbox). Enter the volunteer's personal email address (Gmail, Yahoo, iCloud, etc.). Optionally add a personal message explaining that SHHA is inviting them to access committee resources. Click Invite. Microsoft sends the invitation email. Post-invitation steps:

Tell the volunteer to check their inbox (including Spam/Junk) for the Microsoft invitation and accept it. Once accepted, add them to the appropriate committee mailing list(s) — see M365 Email Groups SOP 1. Grant access to the committee's SharePoint site if needed. Verify they are receiving group emails (send a test).

---

SOP: Create a New Shared Mailbox

Use this when you need a role-based inbox (e.g., a new chair mailbox, a special-purpose address with its own inbox and history). Shared mailboxes do not require a license.

StepsStep-by-step

1. GoIn admin center, go to admin.microsoft.com → Teams & groups → Shared mailboxes.
2. Click Add a shared mailbox.
3. Fill in:Enter:
   • Name —(example: a descriptive name, e.g., "ESC Chair" or "Wildfire PreparednessTask Chair"Force Lead)
   • Email address — e.g.,(example: escchairwildfirelead or→ wpcchair (domain will be @sandiahomeowners.wildfirelead@sandiahomeowners.org)
4. Click Save changes.

TheOpen sharedthe mailbox is created. Add members (the people who can opendetails and send from this mailbox):

On the shared mailbox detail page, click Members → Edit. Click Add members and search for the licensed user(s) who should have access (e.g., the current chair's first.last@sandiahomeowners.org account). Select and click Save. Set "Send As" permission (so members can send email that appears to come from the shared mailbox):

Still on the shared mailbox detail page, scroll to or click Send as (or Delegation). Click Add permissions and add the same user(s). Click Save. Verify:

Have the member sign in at outlook.com with their personal SHHA account. The shared mailbox should appear under "Shared with me" in the left pane (it may take up to an hour to propagate). If it does not appear automatically, the user can add it manually: right-click their account name → "Add shared folder or mailbox" → type the shared mailbox address. Send a test email to the shared mailbox and confirm it arrives. Send a test email from the shared mailbox and confirm the "From" address is correct.

---

SOP: Create a New Mailing List (Microsoft Group)

Use this when you need a new distribution group — typically for a new committee or task force.

Steps

Go to admin.microsoft.com → Teams & groups → Active teams & groups. Click Add a group. Select group type: Microsoft 365. Click Next. Fill in:

Name — full committee name, e.g., "Wildfire Preparedness Committee" Description — brief purpose Click Next. Owners: Add at least one licensed user as group owner (typically Anna / office staff). Click Next. Settings:

Group email address — e.g., WPC (domain will be @sandiahomeowners.org) Privacy — typically Private Uncheck "Create a team for this group" (unless Teams is needed) Click Next, then Create group. Add members:

Open the newly created group → Members → Add members. Add all committee members (internal licensed users who should access the mailbox (usually current lead/chair and externaloptional guests)backup). Set AddSend itadmin@sandiahomeowners.orgAs —(or requireddelegation) permissions for archiving.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 Verify:

Important notes

• SendShared amailboxes testare emailrole-based, tonot the new group address.person-based.
• ConfirmDo allnot memberscreate (includingseparate externals)personal receiveaccounts it.

for Checkeach thatchair theunless Powerthey Automatetruly membership-changeneed notificationtheir fires.own licensed login. Record the new group in the Quick Links & Directory page and the group inventory.

---

SOP:SOP C: Add an Alias to(One-Off anFriendly Existing Mailbox or GroupAddress)

Use this for one-off or friendlyfor: addresses (e.g.,like wildfire@sandiahomeowners.org) that should route to an existing mailboxgroup or group.mailbox.

Steps

Menu

Go topath: 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 agroup shared mailbox or user mailbox:destination:

• Navigate to Users → Active users (or Shared mailboxes).

Select the mailbox → click Manage email aliases (under the username/email section). Type the new alias (e.g., wildfire) and click Add → Save changes. For a Microsoft Group:

NavigateGo to Teams & groups → Active teams & groups. Select the group → Settings tab → Edit next to "Email address."group. ClickOpen Add,email entersettings theand add alias address, and save.address. For shared mailbox destination:

Go to Verify:Teams & groups → Shared mailboxes. Select mailbox. Open email settings and add alias address. Save changes. Send a test email to the new alias and confirmverify it arrives in the expected mailbox or group. Record the alias in the Quick Links & Directory or relevant documentation so people know it exists.destination.

---

FullSOP SetupD: Checklist forAdd a New CommitteeLicensed orUser Role(Internal Staff)

WhenUse standingthis upfor: staff/admin accounts that need a completelypersonal newMicrosoft committeelogin or(first.last@sandiahomeowners.org).

task

Menu force,path: workadmin.microsoft.com through→ 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 checklist:for: most volunteers; avoids paid license cost.

Menu #TaskPatternDone?path:

admin.microsoft.com 1Create→ 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 committeeTicket)

mailing

listMicrosoftGroup Group☐email 2Addtested Shared mailbox tested (if created) Alias tested (if created) itadmin@ toincluded thein groupArchive rule☐ 3Add all initial members (internal + external guests)Group membership☐ 4Create a chair shared mailbox (if this committee has a chair)Shared mailbox☐ 5Grant the chair access to the shared mailboxMailbox delegation☐ 6Add any friendly aliases (optional)Alias☐ 7Create a SharePoint site for the committee (if needed)SharePoint☐ 8Grant members access to the SharePoint siteSharePoint permissions☐ 9Verify: test email delivery to group, send-as from shared mailbox, SharePoint accessTesting☐ 10Update Quick Links &directory Directory pageupdated with new addresses andRequester SharePoint URLDocumentation☐ 11Notify the committee chairnotified that everythingsetup is readyCommunication☐complete

---

RelatedWhere PagesTo Go Next

• M365 Email Building Blocks —for understandchoosing the fourright patternspattern before you buildfirst
• M365 Email Groups, Role Inboxes & Responsibilities —for governance rules, responsibility matrix, and handoff checklistrules
• Quick Links & Directory —to keep the address/URLaddress directorylist to update when you create something newcurrent