# Volunteer with SHHA Email

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

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<a id="bkmrk--1"></a>## What You Should Use

- Your **SHHA email account** for routine communication.
- **Committee mailing lists** for group communication.
- **SharePoint links** for committee files.
 
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<a id="bkmrk--3"></a>## Shared Role Inbox Basics

If you hold an officer or chair role, you may be assigned a shared role inbox.

- Open it from your normal account at [outlook.office.com](https://outlook.office.com).
- Reply from the role inbox for official role business.
- Keep records in the role mailbox for continuity.
 
See [FAQ — Reply from role mailbox](faq.html#reply-from-role) for full instructions, and [FAQ — Can't see shared inbox](faq.html#cannot-see-mailbox) if the mailbox doesn't appear.

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## 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.

<table id="bkmrk-addresswhat-it-isuse"> <thead> <tr><th>Address</th><th>What it is</th><th>Use it for</th></tr> </thead> <tbody> <tr> <td>`robin.otten@sandiahomeowners.org`</td> <td>Robin's own SHHA sign-in and personal work account</td> <td>Signing in to Microsoft, opening Outlook/SharePoint, and messages meant specifically for Robin as a person</td> </tr> <tr> <td>`president@sandiahomeowners.org`</td> <td>The shared President inbox</td> <td>Official President business that future Presidents may need to see later</td> </tr> </tbody></table>

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.

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<a id="bkmrk--6"></a>## 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.

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<a id="bkmrk--8"></a>## 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.
 
### Related Pages

- [Overview](overview.html)
- [FAQ](faq.html)
- [Quick Reference](quick-reference.html)