Microsoft 365 How-To Guides
Microsoft 365 How-To Guides
Clear steps for everyday Microsoft 365 tasks.
Practical instructions for signing in securely, working in Outlook, accessing shared files and using Teams on desktop and mobile.
Essential setup & security
Protect your account from the start.
These steps apply to a Microsoft work or school account managed by your organization. Available sign-in methods depend on company policy.
MFASet up Microsoft Authenticator
- On a computer, sign in to My Sign-Ins with your work account.
- Select Add sign-in method, choose Microsoft Authenticator, and select Add.
- Install Microsoft Authenticator on your phone if needed. In the app, select + → Work or school account → Scan QR code.
- Scan the QR code shown on the computer, then approve the test notification and finish the wizard.
Security: Never approve an unexpected sign-in request. If you receive one, deny it and contact TnT.
Microsoft’s official instructions ↗PWChange your Microsoft 365 password
- Go to myaccount.microsoft.com and sign in.
- Select Password or Change Password.
- Enter your current password, then create and confirm the new password.
- Sign in again when prompted. Update Outlook, Teams and mobile apps only if they request the new password.
Use a long, unique password that is not used for any personal account. TnT will never ask you to email or text your password.
INFOReview or replace your security methods
- Open Security info.
- Confirm that each listed phone or Authenticator device belongs to you.
- Add the replacement method before deleting an old phone whenever possible.
- Set the preferred sign-in method your organization allows.
If a phone was lost, stolen or replaced before you could update it, contact TnT so old authentication sessions and methods can be reviewed.
Outlook & shared mailboxes
Work confidently with business email.
Outlook may be shown as new Outlook, classic Outlook or Outlook on the web. The wording can vary slightly between versions.
WEBOpen Outlook on the web
- Go to microsoft365.com and sign in with your work email address.
- Select the app launcher in the upper-left corner, then select Outlook.
- If asked whether to stay signed in, choose based on your company policy and whether the computer is assigned to you.
Do not remain signed in on a shared or public computer.
SHROpen a shared mailbox
Outlook on the web:
- Open Outlook, select your profile icon, and choose Open another mailbox.
- Enter the shared mailbox address and select it from the results.
- Select Open. The mailbox opens in another browser window or tab.
Desktop Outlook: A mailbox assigned by TnT will often appear automatically after Outlook is restarted. If it does not, submit a support request rather than adding it as a separate account.
Microsoft’s shared-mailbox guide ↗SENDSend from a shared mailbox
- Create a new message.
- If the From line is hidden, open Options and enable From.
- Select From and choose the shared address. If it is not listed, select Other email address.
- Complete and send the message. Confirm the shared address is shown before sending.
If you can read the mailbox but cannot send from it, TnT may need to assign Send As or Send on Behalf permission.
PHISHReport a suspicious email
- Do not click links, open attachments, reply or forward the message normally.
- Select the message without opening its content when possible.
- Use Report → Phishing or your organization’s reporting button.
- If you already interacted with it, contact TnT immediately and explain exactly what occurred.
Urgent: If you entered a password, approved an MFA request or opened an unexpected file, call TnT in addition to submitting a ticket.
OneDrive & SharePoint
Find, sync and share files safely.
OneDrive is generally for your work files; SharePoint libraries are generally for team or company files. Follow your organization’s approved storage structure.
SYNCSync a SharePoint library to File Explorer
- Open the SharePoint site and document library in your browser.
- Select Sync in the command bar.
- Approve the prompt to open Microsoft OneDrive.
- The library appears in File Explorer under your organization’s name. Allow time for initial synchronization.
Use Files On-Demand icons to confirm whether a file is online-only, locally available or always kept on the device.
SHAREShare a file or folder safely
- Select the file or folder, then select Share.
- Review the link settings before entering recipients.
- Use Specific people for sensitive or controlled information whenever available.
- Choose whether recipients may edit, then select Apply and send the invitation.
Do not use “Anyone with the link” unless your organization explicitly permits it. Never share regulated, financial or personnel information externally without approval.
RECRecover a deleted file or earlier version
- Open OneDrive or the appropriate SharePoint site in a browser.
- For a deleted item, open Recycle bin, select the item and choose Restore.
- For an earlier copy, select the file’s menu and choose Version history.
- Review the date and author, then open or restore the correct version.
If the item is missing from the recycle bin or many files changed unexpectedly, stop and contact TnT promptly.
Teams & mobile apps
Stay connected from the right account.
Microsoft Teams can contain multiple organizations and accounts. Verify the account and organization shown in your profile before troubleshooting missing chats, teams or meetings.
MEETJoin a Teams meeting
- Open the meeting from the Teams calendar or select the invitation’s Join the meeting now link.
- Choose the correct camera, microphone and speaker before joining.
- Enter your name if joining as a guest, or sign in with your work account when required.
- Select Join now and wait in the lobby if the organizer requires admission.
Use Make a test call in Teams Settings → Devices before an important meeting.
MOBSet up Outlook and Teams on a phone
- Install Microsoft Outlook and Microsoft Teams from the Apple App Store or Google Play Store.
- Open each app and sign in with your work email address.
- Complete Microsoft Authenticator approval and any company device-registration prompts.
- Allow notifications so you receive new-mail, chat, call and meeting alerts as appropriate.
Use the official Microsoft apps. Do not add a work mailbox to an unapproved third-party mail app if company policy requires Outlook.
ALERTFix missing Teams mobile notifications
- In Teams, open your profile → Notifications and confirm the desired alerts are enabled.
- Open the phone’s Settings and confirm Teams is allowed to send notifications.
- Check Focus, Do Not Disturb and battery-saving settings.
- Confirm Teams is signed into the correct work account and organization.
- Restart the app and phone. If alerts still fail, submit a support request with the phone model and operating-system version.
Still need help?
Submit a ticket with the device, app and exact error message so TnT can assist quickly.