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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

IfOnly youthe hold ansix officer orroles chair role, you may be assigned ahave shared rolemailboxes: inbox.President, Vice President, Secretary, Treasurer, ACC Chair, and CSC Chair. Other committee chairs and task-force leads do not get shared mailboxes.

  • OpenSign itin fromto Outlook with your normalown licensed @sandiahomeowners.org account.
The office grants your account atFull outlook.office.comAccess and Send As. Reply fromAdd the roleshared inboxmailbox formanually officialin roleOutlook; business.it may not appear automatically. Keep records inUse the role mailbox for continuity.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 Replyreplying from a role mailbox for full instructions, andor FAQadding —one Can'tthat seedoes sharednot inboxappear if the mailbox doesn't 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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