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Volunteer with SHHA Email

This page is for volunteers who already have an SHHA mailbox and may also have role-based inbox access.

What You Should Use

  • Your SHHA email account for routine communication.
  • Committee mailing lists for group communication.
  • SharePoint links for committee files.

Shared Role Inbox Basics

Only the six officer roles have shared mailboxes: President, Vice President, Secretary, Treasurer, ACC Chair, and CSC Chair. Other committee chairs and task-force leads do not get shared mailboxes.

An officer may also be included in a committee group using another email address, but shared-mailbox access always uses the officer's SHHA account.

  • Sign in to Outlook with your own licensed @sandiahomeowners.org account.
  • The office grants your account Full Access and Send As.
  • Add the shared mailbox manually in Outlook; it may not appear automatically.
  • Use the role mailbox for official role business, or copy it so the message is archived with the role.

You cannot log in directly to a shared mailbox. It is not a separate person or password; it is a role inbox opened through your own account.

See Microsoft's current instructions for opening and using a shared mailbox in Outlook, and see the FAQ for replying from a role mailbox or adding one that does not appear.

Why The President Has Two Email Addresses

Short version: robin.otten@sandiahomeowners.org is Robin's personal SHHA account. president@sandiahomeowners.org is the President mailbox. One belongs to the person; one belongs to the office.

AddressWhat it isUse it for
robin.otten@sandiahomeowners.org Robin's own SHHA sign-in and personal work account Signing in to Microsoft, opening Outlook/SharePoint, and messages meant specifically for Robin as a person
president@sandiahomeowners.org The shared President inbox Official President business that future Presidents may need to see later

Yes, two inboxes is annoying. Think of it as a key and a filing cabinet: Robin's account is the key that lets her into Microsoft; the President inbox is the filing cabinet that stays with the office when the next President takes over.

This is why SHHA keeps both addresses:

  • Continuity: President email history stays with the President role.
  • Less confusion later: The public address does not change every time the role changes.
  • Record keeping: Important President conversations are not stranded in one person's personal mailbox.
  • Cleaner handoff: IT can give the next President access to the same role inbox.

Simple rule: if it is official President business, use president@sandiahomeowners.org. If it is about Robin personally, use robin.otten@sandiahomeowners.org. If you are not sure, the President inbox is usually the safer mailbox for SHHA business.

File Sharing Rule

For committee documents:

  1. Upload to SharePoint.
  2. Copy link.
  3. Send link to committee list.

Avoid one-off attachments for files that should remain in committee records.

If You Are Not Seeing Something

  • Confirm you are signed in with your SHHA account.
  • Confirm your committee membership is current.
  • Contact ITHelp@sandiahomeowners.org if access is still missing.
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