How to configure Outlook for Office 365

How to configure Outlook for Office 365

In Microsoft, Migration, Technology by Ryan, Professional ServicesLeave a Comment


Step 1: Getting Office ready

When you want to setup an Office 365 account there are two considerations which need to be done.

The first question you will need to ask yourself is: Am I using a computer which is up-to-date? Normally windows updates is done automatically however if you are having issues setting up an Office 365 email account on Outlook it may be best to look at this step.

You can check for Windows updates by pressing and holding the Windows key (Windows-logo– below the \ and Z key) on your keyboard and then pressing the R key. When both of these keys are pressed together you will get this window pop-up:


You will then in the box right of ‘Open:’ need to write ‘Control Panel’ as I have done in the screenshot above.

Then Windows update will appear in the bottom left hand corner of the screen marked out below:


Once you have clicked on this link you will be given the chance to ‘check for updates’, you will need to do this and after the green bar has finished moving across (which is your computer looking for updates) another link will appear saying ‘important updates are available’ and once you click this link at the bottom right hand corner will be an option to ‘install’ these updates, as shown highlighted in yellow.

You will need to do this until you have no important updates available. Keeping up-to-date is not just good for getting an Office 365 email account setup in Outlook, it is also good for improving security of your computer as well and so is an important process to do.


Step 2: Performing an Office 365 ‘Desktop setup’

The second question you will need to ask yourself is: Am I using an Office 2010 or 2013?

If you are using the latest version of Office then you can skip this step.

If you are not using Office 2013 then you will need to do this quick desktop setup which allows you to bring your already installed Microsoft office suite and make it work with Office 365.

Firstly to do this you will need to go to portal.office.com and sign in with your Office 365 credentials.

Once this is done you will be brought to a page with various apps for you to go on and at the top right hand corner will be a Cog wheel icon:


When you click this you will be given a few options you want to press ‘Office 365 settings’:


This will then bring you to a screen with more options and you want to select ‘Software’ on the left hand side.


Then on the left you want to select ‘Desktop setup’ as shown here highlighted in yellow.

You will then just need to click ‘Set up’ and then ‘Run’ any programs when asked. If you are using Chrome a box at the bottom may appear with something similar to: Setup_en.exe as soon as you hit ‘set up’, if this is the case you can click this box and the program will start.

Once this program is finished it will let you know and then you’re already installed version of Office suite is ready to work with Office 365.


Step 3: Creating a profile

The next step is to create a profile which allows us to log in to easily sign into an Office 365 email account every time we load up Outlook on a specific machine, so we do not have to setup the email account again every time we start up Outlook.

We would do this by going to control panel which can be done by the method stated previously:

by pressing and holding the Windows key ( Windows-logo – below the \ and Z key) on your keyboard and then pressing the R key. When both of these keys are pressed together you will get this window pop-up:


You will then in the box right of ‘Open:’ need to write ‘Control Panel’ as I have done in the screenshot above.

Then searching for ‘Mail’ at the top right hand corner as shown in the picture below circled in blue, after doing this you will get a selection of results and one of them will be this mail option we need to go to as shown here circled in red:


Once all of this is done you will be presented with this:


We will then need to go and click on ‘Add…’ which will give us another box asking for a name:

This name can be anything. I personally like using ‘Office 365’ as just a random example and as soon as the name is filled in you can click on ‘OK’ and this will be the profile created, but this will not sign us in to an Office 365 email account just yet, we first need to tell this profile what email address we want to sign in to and we will need to have the password for that email address ready to prove we are the user to that email address.


Step 4: Adding an account

This step is very quick as previously stated we will need to type the email address where it asks for ‘E-mail Address’ as shown here:

You may of noticed I also filled in my name under ‘Your Name:’ section as this is sometimes required to be done before going ‘Next >’, but the password would very unlikely not be requested, so we can leave this blank.

As soon as the email address (and name if required) is filled in you will be able to press Next.


After doing this the following screen will appear:


This is Outlook searching for your settings and you may get the following box appear:


This is unlikely to appear but has been known to, more so for Outlook 2010. If you see this box you can tick the box which states “Don’t ask me about this website again” and click allow.

Lastly your password will be asked, the reason we fill it out here instead of earlier on because it allows us to change our password easier and with less problems.


As shown in the screen shot above your email address will need to go at the top (Hello@contoso.com for example) and the password for this account will need to be filled in at the bottom box. You can tick the ‘Remember my credentials’ box to make Outlook not ask for your password every time you start up Outlook.

Providing the password is correct you will see this window.

 

If the window asking for your password re-appears then the password you just typed was wrong. Try typing the password when logging on to Portal.office.com, if the password works on this website then it will work on this windows security window.

You can choose to ‘Add another account’ if you want to add more email accounts and simply follow the steps given above again or if you are done you can click on Finish and start up Outlook. It will now show you the email addresses you have setup for Office 365.


Step 5: How do I know my email account is working?

So you may have your email address appearing in Outlook 2010 or 2013 but how do you know your email account is able to send and receive emails with no problems? You can discover any problems which may be happening by looking at the bottom right hand corner of Outlook:

 

All folders are up to date means Outlook is not still trying to obtain emails from the Office 365 and so all the emails you have been sent are present in your Outlook, a few emails may not show up immediately and this is because Outlook is trying to receive and download a backup of all of these emails before it shows them to you, so if your internet was to go down you can still read the emails Outlook downloaded.

The second important feature to notice is the ‘Connected to: Microsoft Exchange’ this means you are able to send and receive emails with no problems. If you had no internet for example this may say ‘Working Offline’ which means you are not able to send or receive new emails.



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