Set up your work email on your phone

Everything below happens on the phone. You do not need a computer at any point.

Set aside about fifteen quiet minutes. Part way through, Microsoft asks you to
prove it is you, and that is the step people abandon when they are squeezing it
in between other things.

What you need first

• Your work email address
• The temporary password you were given
• Your phone, charged, with room to install two apps

Step 1: Install both apps before you sign in to anything

Open the App Store on iPhone, or the Play Store on Android, and install
both of these. Check that the publisher says Microsoft Corporation, because
there are copycat apps with similar names.

1. Microsoft Outlook
2. Microsoft Authenticator

Install both now, before you start signing in. The sign-in asks for the second
app part way through, and stopping to go find it mid sign-in is where this
usually falls apart.

Step 2: Sign in to Outlook

1. Open Outlook.
2. Tap Add Account.
3. Type your work email address and tap Continue.
4. Enter the temporary password.
5. If it asks you to set a new password, do that now. Pick something you have
   never used anywhere else.

Step 3: Prove it is you

Microsoft will say more information is required. That is normal, and it only
happens once.

1. Tap Next until it offers Microsoft Authenticator.
2. If the phone offers to open the Authenticator app for you, let it. It sets
   itself up and this step is done.
3. If instead you see a QR code, you cannot scan it, because the code and
   the camera are on the same phone. Tap Can't scan the image and note the
   code and web address it shows you. Switch to Authenticator, tap the
   + at the top, choose Work or school account, tap
   Enter code manually, and type them in.
4. Go back to the sign-in screen, tap Next, and approve the test
   notification when Authenticator asks.

From now on, signing in somewhere new sends a notification to Authenticator
asking whether it is you. If one ever arrives when you are not signing in to
anything, tap No, it's not me and then text or call us. It means somebody
else has your password.

Step 4: Check the mail is actually arriving

Your messages should now be listing in Outlook. Send yourself a note from
another address to be certain it lands.

If you were also given access to a shared mailbox, that is a separate step:
see The Shared Mailbox Is Missing in Outlook.

Step 5: Decide how much it interrupts you

Out of the box, Outlook buzzes for every message.

1. In Outlook, tap your profile picture or initials in the top left.
2. Tap the gear icon to open settings.
3. Tap Notifications and pick how much you want to be told about.

Worth doing on day one. A phone that pings all shift gets silenced altogether,
and then the one message that mattered gets missed too.

A few things worth knowing

• It is on your phone, but it is still work email. If you lose the phone,
  tell us the same day. We can sign that phone out remotely and it takes
  minutes.
• Do not forward work mail to a personal address. Once it leaves, we cannot
  protect it or pull it back.
• The phone's built-in Mail app is not the same thing. Use Outlook. It is
  the one we can help you with, and the one the protections are set up around.