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Windows

Set up a Microsoft 365 account in Outlook for Windows

After these steps your Microsoft 365 mailbox is set up in Outlook for Windows, and emails, calendar and contacts are synchronised automatically. The guide applies to new Outlook for Windows and to classic Outlook from Microsoft 365 on Windows 10 and 11.

Platform
Windows
Applies to
New Outlook for Windows and classic Outlook (Microsoft 365) on Windows 10 and 11
Time needed
approx. 10 Min.
Level
Beginner
Microsoft-365-Konto in Outlook für Windows einrichten Microsoft

What you need

  • A PC with Windows 10 or 11 and Outlook installed. Outlook for Windows is only included if your Microsoft 365 subscription covers the Office apps. If in doubt, ask your IT team.
  • Your business email address and password.
  • Two-factor sign-in with the Microsoft Authenticator app is set up, see the guide to signing in to Microsoft 365 for the first time.
  • Your smartphone with the Authenticator app close at hand.

  1. Step 1: Start Outlook

    Click the Start icon on the taskbar, type Outlook and click the app.

    If Outlook is not installed on your PC, contact your IT team.

  2. Step 2: Add the account

    SettingsAccountsEmail accountsAdd Account

    If this is the first account in Outlook, a sign-in window appears straight away. Continue with the next step.

    If another account is already set up in Outlook, click the gear icon for the settings at the top right. Choose «Accounts», then «Email accounts» and click «Add Account».

    Note: In classic Outlook with the ribbon at the top, you find this under «File» and «Add Account».

    • Accounts
    • General
    • Mail
    • Email accounts
    • Add Account (click here)
    Simplified sketch, the actual screen may look slightly different.

  3. Step 3: Enter your email address

    Enter your business email address and click «Continue».

    In classic Outlook the button is called «Connect».

    • Email address name@company.com
    • Continue (click here)
    Simplified sketch, the actual screen may look slightly different.

  4. Step 4: Enter your password

    Enter your password and click «Sign in».

  5. Step 5: Confirm the sign-in with Authenticator

    A two-digit number appears on the screen. At the same time a notification from the Authenticator app arrives on your smartphone.

    Tap the notification, enter the number and confirm.

  6. Step 6: Clear the device management tick box

    If the window «Stay signed in to all your apps» appears, clear the tick box «Allow my organization to manage my device».

    With this box ticked, your PC would be registered with your organisation and could be managed by it. On a private PC this is not necessary.

    Note: On a device that your IT team set up for you, leave the box ticked and simply click «OK».

    • Allow my organization to manage my device (click here)
    • OK
    • No, sign in to this app only
    Simplified sketch, the actual screen may look slightly different.

  7. Step 7: Sign in to Outlook only

    At the bottom of the same window, click «No, sign in to this app only». Do not click «OK».

    Outlook is now signed in without your PC being added to the organisation's device management. In newer versions the link may read «No, this app only».

    • Allow my organization to manage my device
    • OK
    • No, sign in to this app only (click here)
    Simplified sketch, the actual screen may look slightly different.

  8. Step 8: Wait for the synchronisation

    Outlook sets up the account and downloads your emails, appointments and contacts. The first time, this can take a few minutes.

    Your mailbox then appears in the folder list on the left.

Frequently asked questions

I clicked «OK» by mistake. What now?
Your PC is then registered with your organisation. You can see this in Windows Settings under «Accounts» and «Access work or school». Contact your IT team so that they can remove the registration properly.
Outlook keeps asking for my password or shows «Disconnected».
Close Outlook completely and open it again. Sign in when Outlook asks you to and confirm with the Authenticator app. If that does not help, contact your IT team.
How can I tell whether I am using new or classic Outlook?
Classic Outlook has a ribbon at the top with a «File» tab. New Outlook has no such tab, you reach the settings there via the gear icon at the top right.

Stuck on a step?

Start a remote support session and we will take a look at your screen together with you.

Remote Support (Mac) Helpdesk (Windows) info@guycolle.com

Sources

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