SAPAA’s current internet service provider (wordpress.com) provides two levels of service. A paid service or a free email forwarding. At this point in time, SAPAA uses the free service. This policy/procedure describes what emails are used, to who are they forwarded and how to manage changes. Additionally, SAPAA makes use of three GMail accounts whose purposes are described below.
Email Forwarding versus a Service
An email service (such as outlook, gmail or a paid service from WordPress.com) supports sending, receiving and storing emails on a server.
Email forwarding means when an email is sent to an address (e.g. “webmaster@SAPAAStewards.com”, the email is not retained on the ‘SAPPAAStewards.com server’ but instead is sent on to a destination email address (e.g. “my-personal-email@gmail.com”). The email is stored on the destination email server (in this example, the Gmail server). Any responses will come from the destination email instead of the original “@SAPAAStewards.com” address.
An email service costs approximately $60CAD per year and essentially an unlimited number of email addresses can be created. Email forwarding is free but only five such email addresses can be created.
Authority and Management
On an annual basis, the allocation of emails is reviewed by the board. The board is accountable for the allocation and the webmaster is responsible for managing the changes in the system.
SAPAA Email Addresses
SAPAA has created the following five addresses. All are forwarded to “adm.sapaa@gmail.com” although the intention is that they are actioned by the person indicated.
| Owner | SAPAA Email Address | Forwarding Address |
| President | president@SAPAAStewards.com | Hubert |
| Treasurer | treasurer@SAPAAStewards.com | Myrna |
| Newsletter | newsletter@SAPAAStewards.com (new) | Patsy |
| Membership | membership@SAPAAStewards.com | Patsy |
| Web master | webmaster@SAPAAStewards.com (existing) | Frank |
SAPAA Gmail Accounts
SAPAA currently use three GMail accounts as follows:
| “@Gmail” | Custodian | Comments |
| sapaasteward@gmail.com | Frank Potter | Data Archive and Web Functions |
| TBD | Chris Smith | Hosts SAPAA Map, not clear on the GMail account |
| adm.sapaa@gmail.com | Frank Potter | Used to store administrative (e.g. finance, membership, etc.) content |
| sapaa@gmail.com | tbd | This account was set up but it is not clear by whom or what purpose (e.g. used by ‘our’ SAPAA?) |
Tips and Tricks
- It is best to access SAPAA resources using a Chrome Browser versus Safari, or Internet Explorer.
- The Adm.SAPAA is where most of the SAPAA files used on a monthly basis are stored; sapaasteward@gmail.com is primarily for web maintenance.
- To find ONLY the adm.sapaa files, do the following:
- Navigate to ‘Shared with ME’ on your GMail account.
- Filter for People = adm.sapaa or sapaasteward
- This will return only the folders relevant to that account.
- Example, creating a new newsletter in the current year:
- Open Chrome Browser and ensure your personal GMail account is Logged in on the Browser (little coloured circle in the top right corner).
- Open Google Drive and click on Shared With Me
- Filter for “adm” or enter as many letters as needed to filter for only adm.sapaa; select the account.
- Select the current year of interest, prior years will be listed as “z2023”
- Select Newsletter and then the specific edition.
- “Have At her!”, “Start working”, “Go Get ‘Em”, etc…
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