Microsoft 365 Help / Staff guides
Outlook Desktop App

Set up Outlook and sign in

Add your Initech work email to Outlook on a Windows computer, then send a first test message.

About 10 minutes Follow at your own pace

Before you start

  • Your own full work email address and password, supplied by the office. Use your named account even when you need a shared mailbox.
  • An internet connection and your phone for any Microsoft Authenticator approval.
  • Outlook installed and an appropriate licence assigned. If installation or activation is missing, ask the office; Outlook on the web is another option.

Choose the option that matches your screen or the task you want to do.

New Outlook for Windows

0 of 8 steps done

  1. Open the correct app

    Select the Windows Start button, type Outlook, then open Outlook. If both versions appear, select the version the office has asked you to use. New Outlook uses a Settings cog and pages such as Accounts.

  2. Start adding your account

    On the welcome screen, enter your work email. If another inbox already opens, choose the Settings cog, then Accounts > Your accounts > Add account. Some builds call the account page Email accounts.

  3. Enter your full address

    Type the full address given to you by the office, including @initechwa.com.au, then select Continue. Check every letter before continuing.

  4. Choose your work identity

    If asked to choose between a personal and work account, choose Work or school account. Enter the password for that work account.

  5. Complete the security check

    Approve the sign-in in Microsoft Authenticator when prompted. If Microsoft asks you to set up security information first, follow this section’s Authenticator guide, then return here.

  6. Finish setup

    Follow the remaining prompts and close any introductory tips. If asked about managing this device, follow the office’s device policy; ask the office if this is your personal computer and you are unsure.

  7. Find your inbox

    Select Mail on the left, then Inbox beneath your work account. Wait while messages arrive. Check the profile picture or initials to confirm the correct email address.

  8. Send yourself a test

    Select New mail. Put your own work address in To, type “Outlook test” as the subject, add a short message and select Send. Look in Inbox and Sent Items for the message.

Classic Outlook for Windows

0 of 7 steps done

  1. Open classic Outlook

    Open Windows Start, search for Outlook, and choose Outlook (classic) if listed. Classic Outlook has File > Office Account and File > Options.

  2. Add the work account

    On the first-run window, enter your work email. If Outlook is already open, select File > Add Account at the top left.

  3. Connect

    Type the full work email address and select Connect. Let Microsoft find the server settings. You should not normally need POP, IMAP or manually entered server names.

  4. Sign in

    Choose Work or school account if asked, then enter your work password. Complete any required password change before continuing.

  5. Approve and finish

    Complete the Microsoft Authenticator request. Select Done or Finish when setup completes, then restart Outlook if asked.

  6. Wait for the mailbox

    Expand the small arrow beside your work email in the left folder list. Select Inbox. A large mailbox can take time to download; recent messages may appear first.

  7. Send a test

    Select Home > New Email, address it to yourself and send a short test. Confirm it appears in Sent Items and then Inbox.

You have finished when…

  • Your work Inbox opens and your test message arrives.

Helpful tips

  • Keep work and personal accounts clearly separated. Always check the From address before sending.
  • A new Outlook window and a classic Outlook window can look different even on the same computer. Use the matching instructions throughout this section.

Something looks different?

It asks for POP, IMAP or server details

Go back and re-check the address. A Microsoft 365 work account normally signs in automatically. Ask the office to check the mailbox and licence rather than guessing server settings.

The password or sign-in keeps failing

Confirm you can sign in to outlook.cloud.microsoft/mail/ (also outlook.office.com/mail/) using the same work account. If that also fails, contact the office with the exact error text; never send your password.

Microsoft help & further guidance

Menu names can change as Microsoft updates the apps. These official pages include further instructions.

Next guide in this sectionSet up Microsoft Authenticator (MFA)