Outlook: your work email and calendar
Outlook is where you read and send email and keep your calendar. Here is how to open it, sign in and do the everyday things.
How to set up your work email with Outlook
Official Microsoft video showing the first-time setup of Outlook with a work account. The written steps below match what you see in the video.
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Part A: Open Outlook and sign in
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Click the Start button
Click the Windows logo in the middle of the taskbar at the bottom of your screen (or press the Windows key on your keyboard).
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Type Outlook
Just start typing Outlook. You do not need to click anywhere first. The app appears at the top of the list with a blue envelope icon that has a white letter O.
Tip If you see both Outlook and Outlook (classic), either works. Pick Outlook unless NTM told you otherwise.
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Click Outlook to open it
Click the Outlook result once. The first time it opens, it may take a moment.
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Enter your work email
When asked for an email address, type your full work email (for example [email protected]) and click Continue.
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Enter your password and approve on your phone
Type your password and click Sign in. If your phone buzzes, open Microsoft Authenticator and tap Approve or type the number shown.
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Click through the welcome screens
Click Next or Skip on any welcome screens. Your Inbox appears. New email usually shows up within a minute.
Part B: Everyday things in Outlook
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Read an email
Your emails are listed in the middle of the window. Click any one of them once and it opens on the right side. Unread messages are shown in bold.
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Reply to an email
With the email open, click Reply (a curved arrow pointing left) near the top. Type your message in the box, then click Send.
Reply all sends your reply to everyone on the email. Forward sends the email to someone new.
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Write a new email
Click the big New mail button in the top-left corner. Click in the To box and type the person's name or email address. Click in Add a subject and type a short title. Click the big empty area, type your message, then click Send.
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Attach a file
While writing an email, click the paperclip icon Attach, choose Browse this computer, click the file you want, then click Open.
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Open your calendar
Look at the icons down the far-left edge of Outlook. Click the calendar icon (a small square grid). To go back to email, click the envelope icon above it.
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Accept a meeting invitation
Meeting invitations arrive in your Inbox. Open one and click Accept. It is now on your calendar. If the meeting is online, the invitation has a Join button you click at meeting time.
Outlook on the web and on your phone
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Use Outlook in a web browser
Open your browser, type outlook.office.com in the address bar and press Enter. Sign in with your work email. It looks and works almost exactly like the app.
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Get Outlook on your phone (optional)
In the App Store or Play Store, search for Microsoft Outlook and install it. Open it, tap Add account, type your work email, then your password, and approve in Authenticator if asked.
Note Some companies limit email on personal phones. If it does not work, check with your manager or NTM.