Microsoft 365 Account Setup Guide

Welcome to Microsoft 365! Your Office Manager or IT Manager will provide your login credentials to access your new Microsoft Office 365 account. This account includes web-based versions of Outlook, Word, Excel, and PowerPoint.

Step 1: Required Mobile Apps

To ensure secure access to your email and other Office 365 services, please install the following two apps on your mobile device:

1. Microsoft Authenticator (Required)

This app is used for secure two-factor authentication when logging in from a new device.

• Go to the Apple App Store or Google Play Store.

• Search for Microsoft Authenticator.

• Download and install the app but do not open it yet.

2. Microsoft Outlook (Required)

This is the official Microsoft app to access your email.

• Go to the Apple App Store or Google Play Store.

• Search for Microsoft Outlook.

• Download and install the app but do not open it yet.

Step 2: First-Time Login & Password Change

Use a computer or Mac (not a mobile device) for this step, as you’ll need to scan a QR code later.

1. Visit: https://login.microsoftonline.com

2. Enter your full email address (e.g., steve@yourcompany.com) and the temporary password provided.

3. You’ll be prompted to create a new password. Enter the temporary password again, then create a secure new one.

Step 3: Set Up Microsoft Authenticator

After setting your new password, you will be asked to set up Microsoft Authenticator for added security.

1. A screen will appear asking you to scan a QR code.

2. Open the Microsoft Authenticator app on your mobile device.

3. Use the app to scan the QR code displayed on your computer screen.

4. After scanning, you’ll be prompted to verify your phone number:

   • Leave the country code as +1 (United States).

   • Enter your full mobile number and click Next.

   • Microsoft will send you a text with a verification code.

   • Enter the code to complete setup.

You may also be asked to approve a notification via the Authenticator App. Follow the on-screen prompts to finish the authentication process. This might involve using Face ID or Fingerprint depending on your phone settings.

Step 4: Using Microsoft Outlook

Web Version

Once logged in, you'll see a dashboard with available Microsoft 365 apps.

• To access email, click on the Outlook icon.

• You can read, send, and organize emails from this web interface.

• To compose a new email, click New Message at the top left.

To log in again in the future, go to: https://login.microsoftonline.com

Mobile Version

Microsoft Outlook App is recommended for mobile use:

• Download:

  • Android

  • iPhone

• Open the app and sign in using your full email address and your new password.

No additional setup is required once your account is authenticated.

Focused Inbox (Optional Setting)

Microsoft Outlook has a feature called Focused Inbox, which separates your emails into two tabs: Focused and Other.

If you prefer to disable this:

1. Open the Outlook app.

2. Tap your profile icon (top left).

3. Tap the gear icon (bottom left) to access settings.

4. Scroll down to Focused Inbox and toggle it off.

Step 5: Desktop Version (Optional)

If you're using Microsoft Outlook on your computer:

• Open Outlook.

• If prompted, enter your full email address and password.

• If adding a new account:

  1. Go to File > Add Account.

  2. Enter your email and password when prompted.

Step 6: Apple or Android Built-In Mail App (Optional)

iOS (Apple Mail App)

Follow Microsoft’s official setup guide:
👉 Set up Outlook in iOS Mail App

Android (Gmail)

Follow the appropriate link below depending on your email app:
👉 Set up email in Gmail App

Email Migration (If Applicable)

If you're transitioning from a previous email system:

• Your old emails will be migrated automatically.

• During the migration period (up to 1–3 days), you may notice:

  • Duplicate emails

  • Missing messages (which will appear shortly)

If you experience any issues during setup or need further assistance, please contact your Office Manager or IT Manager directly.

**If you lose your phone and can't login to your account, please ask your manager or someone else from your team to email us at helpdesk@key2.ca