Help guides

Outlook on iPhone and iPad

For all plans

1. Open the App Store, search for Microsoft Outlook and install it.
2. Open Outlook and tap Add account (or Get started).
3. Type your new email address, for example dave@hallplumbing.co.uk, and tap Continue.
4. Enter your password when the Microsoft sign-in page appears.
5. Approve the sign-in in the Microsoft Authenticator app if asked. See sign-in protection if you haven't set it up yet.
6. Tap Allow when asked about notifications, so you know when new emails arrive.

Outlook on Android phones and tablets

For all plans

1. Open the Google Play Store, search for Microsoft Outlook and install it.
2. Open Outlook and tap Add account (or Get started).
3. If Outlook suggests a Google account, tap Skip or Add another account.
4. Type your new email address and tap Continue.
5. Enter your password, then approve the sign-in in the Microsoft Authenticator app if asked.
6. Allow notifications so you know when new emails arrive.

Email in your web browser

For all plans. Works on any computer, including Windows PCs, Macs and Chromebooks.

1. Open your web browser and go to outlook.office.com.
2. Enter your email address, then your password.
3. Approve the sign-in in the Microsoft Authenticator app if asked.
4. If it asks whether to stay signed in, choose Yes on your own computer, or No on a shared one.
5. Bookmark the page so it's easy to find next time.

Sign-in protection with Microsoft Authenticator

For all plans. This stops anyone else getting into your email, even if they find out your password.

The first time you sign in, Microsoft will say it needs more information. Have your phone ready and follow these steps:

1. On your phone, install Microsoft Authenticator from the App Store or Google Play.
2. On your computer, sign in when prompted, or go to aka.ms/mfasetup, and click Next.
3. In the Authenticator app on your phone, tap +, then Work or school account, then Scan QR code.
4. Point your phone at the QR code on your computer screen.
5. Back on the computer, click Next. Microsoft sends a test sign-in to your phone. Type the number shown on the computer into the app to approve it.

From then on, when you sign in on a new device, just approve the request in the app.

Adding an email signature

For all plans

In your web browser

1. In Outlook on the web, click the gear icon (Settings) at the top right.
2. Go to Accounts, then Signatures. On some versions it's under Mail, then Compose and reply.
3. Type your signature, for example your name, business name, phone number and web address.
4. Choose it as the default for new messages and replies, then click Save.

On your phone or tablet

1. In the Outlook app, tap your profile picture at the top left, then the gear icon.
2. Tap Signature, type your signature and go back to save it.

The phone app has its own signature, separate from the one in your browser, so set up both.

Out of office replies

For all plans. Handy when you're on holiday or off sick.

In your web browser

1. Click the gear icon, then Accounts, then Automatic replies. On some versions it's under Mail.
2. Turn on automatic replies.
3. Tick the option to only send during a set time period, and choose your start and end dates.
4. Type your message, for example when you're back and who to call in an emergency, then click Save.

On your phone or tablet

1. In the Outlook app, tap your profile picture, then the gear icon.
2. Tap your email account, then Automatic replies.
3. Turn it on, set your dates and message, then tap the tick to save.

Spotting scam emails

For everyone

Scam emails often look like they're from a supplier, a customer, your bank or Microsoft. Be suspicious if an email:

• asks you to sign in, pay an invoice or change bank details urgently
• comes from an address that's slightly wrong, or doesn't match the name shown
• has a link or attachment you weren't expecting, even from someone you know
• asks for your password or a sign-in code. Microsoft and TradieMail will never ask for these

If a customer or supplier emails to say their bank details have changed, always phone them on a number you already have to check before paying anything.

If you get one

1. Don't click any links or open attachments.
2. In Outlook, use the Report option and choose Report phishing, or just delete it.
3. If you've already clicked a link or entered your password, message us straight away. We can lock the account and reset your password.

Installing Word, Excel and Outlook on your computer

For Business Standard only. Business Basic and Email plans use the web and mobile versions instead.

1. On your computer, go to microsoft365.com and sign in with your email address.
2. Click Install apps (near the top right), then Microsoft 365 apps.
3. Open the file that downloads and follow the steps. It can take a while on slower broadband.
4. When it's finished, open Word or Outlook and sign in with your email address if asked.

You can install the apps on up to five PCs or Macs, plus five tablets and five phones.