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5.2. Setting Up Microsoft 365 Email in New Outlook for Windows

Setting Up Microsoft 365 Email in New Outlook for Windows

This guide explains how to complete your first Microsoft 365 login and configure your email account in the new version of Microsoft Outlook for Windows.

Before You Begin

You will need:

• Your full Microsoft 365 email address

• Your Microsoft 365 password or temporary password

• Access to your mobile phone if multi-factor authentication is enabled

• The Microsoft Authenticator app, if required by your organisation

Always enter your complete email address, including the domain name, for example:

name@company.co.uk

Part 1: Logging In to Microsoft 365 for the First Time

It is recommended that you complete the initial Microsoft 365 login before setting up Outlook.

1. Open a web browser such as Microsoft Edge, Google Chrome or Firefox.

2. Go to www.office.com.

3. Select Sign in.

4. Enter your full Microsoft 365 email address.

5. Select Next.

6. Enter the temporary password or current password supplied by your administrator.

7. Select Sign in.

Creating a New Password

New Microsoft 365 accounts are commonly supplied with a temporary password.

If prompted to update your password:

1. Enter the temporary password in the Current password box.

2. Create a new password.

3. Enter the new password again to confirm it.

4. Select Sign in or Submit.

Use this new password when configuring Outlook and other Microsoft 365 applications.

Setting Up Multi-Factor Authentication

Your organisation may require multi-factor authentication.

If you see More information required, Help us protect your account or Let’s keep your account secure:

1. Select Next.

2. Follow the instructions displayed on the screen.

3. Install the Microsoft Authenticator app on your mobile phone if requested.

4. Open Microsoft Authenticator and add a Work or school account.

5. Scan the QR code displayed on the computer screen, if requested.

6. Approve the test notification sent to your phone.

7. Add a telephone number or additional recovery method if requested.

8. Select Done when the setup has been completed.

The security options displayed may vary depending on your organisation’s Microsoft 365 security settings.

Confirming That the Mailbox Works

Once signed in:

1. Open Outlook from the Microsoft 365 application menu.

2. Confirm that the mailbox opens.

3. Check that you can see the Inbox and other email folders.

The account is now ready to be added to New Outlook.

Part 2: Setting Up New Outlook for Windows

Adding the Account When Outlook Is Opened for the First Time

1. Open New Outlook from the Windows Start menu.

2. Enter your full Microsoft 365 email address.

3. Select Continue.

4. Enter your Microsoft 365 password.

5. Select Sign in.

6. Complete the multi-factor authentication request, if prompted.

7. Select Done when the account has been added.

Outlook will begin downloading your email, calendar and mailbox folders.

The initial synchronisation may take several minutes, particularly if the mailbox contains a large amount of email.

Adding the Account to an Existing Outlook Installation

If New Outlook already contains another email account:

1. Open New Outlook.

2. Select the Settings cog in the upper-right corner.

3. Select Accounts.

4. Select Your accounts.

5. Select Add account.

6. Enter your full Microsoft 365 email address.

7. Select Continue.

8. Enter your Microsoft 365 password.

9. Complete the multi-factor authentication request, if prompted.

10. Select Done.

Microsoft 365 accounts normally configure automatically. You should not need to enter incoming or outgoing mail server details.

Windows Device Management Prompt

During the login process, Windows may ask whether you want to:

• Automatically sign in to all desktop applications and websites

• Allow your organisation to manage the device

• Sign in to this application only

Follow your organisation’s device management policy.

For a company-owned or centrally managed computer, accept the device management option when instructed by your IT administrator.

For a personal computer that should not be registered or managed by the organisation, select:

No, sign in to this app only

This signs the account into Outlook without registering the entire Windows device with the organisation.

Part 3: Testing Outlook

Once Outlook has opened:

1. Confirm that your email address appears in the folder list.

2. Open the Inbox.

3. Select New mail.

4. Send a test message to another email address.

5. Confirm that the message appears in Sent Items.

6. Reply to the test message and confirm that the reply arrives in Outlook.

Troubleshooting

The Password Is Not Accepted

Confirm that:

• You are entering the latest password rather than the original temporary password.

• The email address has been entered in full.

• Caps Lock is not enabled.

• You can sign in through www.office.com using a web browser.

If the password works in a browser but not in Outlook, remove the account from Outlook and add it again.

A Personal Microsoft Account Is Displayed

Some email addresses may be associated with both a personal Microsoft account and a company Microsoft 365 account.

When asked to choose an account type, select:

Work or school account

Multi-Factor Authentication Is Not Working

Check that:

• Your phone has an internet connection.

• Notifications are enabled for Microsoft Authenticator.

• The number displayed during sign-in matches the number shown in Authenticator.

• The correct account is selected in Authenticator.

• The date and time on the phone are set automatically.

Contact your IT administrator if you have replaced or lost the phone previously registered for multi-factor authentication.

The Account Is Already Added

In New Outlook:

1. Open Settings.

2. Select Accounts.

3. Select Your accounts.

4. Check whether the Microsoft 365 account is already listed.

Remove the existing account only if you are certain that it has been configured incorrectly.

Removing an account from Outlook does not delete the Microsoft 365 mailbox from the server.

Email Is Taking Time to Appear

Allow several minutes for the initial synchronisation.

Large mailboxes may take longer to populate. Recent messages normally appear first, followed by older email and additional folders.

The Password Has Recently Been Changed

After changing your Microsoft 365 password, Outlook may ask you to sign in again.

Enter the new password and complete the multi-factor authentication request. Do not continue using the previous password.