How to Log In and Check Your Microsoft 365 Email: A Step-by-Step Guide for New Users

Your Microsoft 365 account has just been set up, and you've received your username and password. So, what now? This guide walks you through everything you need to know to log in for the first time, check your email, and get set up on all your devices — no technical experience required.

If your business works with Synex Technology, this is the same process our team uses when onboarding new staff across Australia and the Pacific Islands. Bookmark this page — it's handy for every new starter.

What You'll Need Before You Start

Before logging in, make sure you have: your Microsoft 365 username (usually your work email address); your temporary password provided by your IT team or administrator; a device with internet access (computer, tablet, or smartphone); your mobile phone, which you may need to set up multi-factor authentication (MFA).

Tip: Your username and password are case-sensitive. If you were given a temporary password, you'll be asked to change it the first time you sign in.

Step 1: Go to the Microsoft 365 Sign-In Page

1. Open your web browser (Microsoft Edge, Google Chrome, Safari, or Firefox). 2. In the address bar, type office.com and press Enter. You can also go directly to outlook.office.com if you only want email. 3. Click the Sign in button in the top-right corner of the page.

Step 2: Enter Your Username and Password

1. On the sign-in screen, type your full email address and click Next. 2. Enter the password provided to you and click Sign in. 3. If this is your first login, you'll be prompted to create a new password: enter your temporary password in the "Current password" field, choose a new password and enter it twice to confirm, then click Sign in.

Choosing a strong password: Use at least 12 characters with a mix of upper and lower case letters, numbers, and symbols. A passphrase like Coffee!Beach$Morning27 is both strong and easy to remember. Never reuse your personal passwords for work accounts.

Step 3: Set Up Multi-Factor Authentication (MFA)

Most Microsoft 365 accounts require multi-factor authentication — a second layer of security that protects your account even if your password is compromised. If prompted with "More information required", follow these steps: 1. Click Next when asked to provide more information. 2. You'll be guided to download the Microsoft Authenticator app from the App Store or Google Play Store. 3. Open the Authenticator app, tap Add account, and choose Work or school account. 4. Use your phone's camera to scan the QR code displayed on your computer screen. 5. Microsoft will send a test notification to your phone — tap Approve to confirm. 6. Click Done to finish.

From now on, when you sign in from a new device, you'll simply approve a notification on your phone. It takes seconds and keeps your business data safe — MFA is also a core requirement of the ACSC Essential Eight, the Australian Government's baseline cyber security framework.

Step 4: Open Outlook and Check Your Email

Once you're signed in, you'll land on the Microsoft 365 home page. 1. Click the app launcher (the grid of nine dots) in the top-left corner of the page. 2. Select Outlook from the list of apps. Alternatively, go straight to outlook.office.com. 3. Your Inbox will open, showing your most recent emails.

Reading and Replying to Emails

Read an email: Click any message in your inbox to open it in the reading pane. Reply: Click the Reply arrow at the top of the message, type your response, and click Send. Reply all: Use Reply all only when everyone on the email genuinely needs your response. Forward: Click Forward, enter the recipient's email address, and click Send.

Sending a New Email

1. Click New mail in the top-left corner of Outlook. 2. In the To field, type the recipient's email address. 3. Add a clear Subject line. 4. Type your message in the body, then click Send.

Finding Emails Quickly

Use the Search bar at the top of Outlook to find emails by sender, subject, or keyword. You can also filter by Unread, Flagged, or Attachments to narrow things down.

Step 5: Set Up Email on Your Mobile Phone (Optional)

Want your work email on the go? The Outlook mobile app is the easiest and most secure way to do it. On iPhone or Android: 1. Open the App Store or Google Play Store. 2. Search for Microsoft Outlook and install the app. 3. Open the app and tap Add account. 4. Enter your work email address and tap Continue. 5. Enter your password, and approve the MFA prompt if asked. 6. Your inbox will sync automatically — usually within a minute or two.

Tip: Avoid adding your work account to your phone's built-in mail app unless your IT team advises otherwise. The Outlook app provides better security and supports your organisation's device policies.

Step 6: Set Up Outlook on Your Desktop (Optional)

If your organisation's Microsoft 365 licence includes the desktop Office apps, you can install Outlook on your computer: 1. Sign in at office.com. 2. Click Install apps in the top-right corner, then select Microsoft 365 apps. 3. Run the downloaded installer and follow the prompts. 4. Once installed, open Outlook, enter your work email address, and sign in.

Your email, calendar, and contacts will sync automatically across the web, desktop, and mobile — so you can pick up wherever you left off.

Common Login Issues and Quick Fixes

"Your account or password is incorrect": Double-check for typos and make sure Caps Lock is off. Passwords are case-sensitive. Forgotten password: Click Forgot my password on the sign-in page, or contact your IT support team to reset it. Not receiving the MFA prompt: Check your phone has internet access and notifications enabled for the Authenticator app. "Account locked": Too many failed attempts will temporarily lock your account. Wait 15 minutes or contact IT support. New phone, can't approve MFA: Your IT administrator can reset your MFA so you can re-register on your new device.

If you're a Synex Technology client and run into any issues, our service desk can resolve login and MFA problems remotely — usually within minutes.

Frequently Asked Questions

What is my Microsoft 365 username? Your username is normally your full work email address. It was provided to you when your account was created.

Can I check my Microsoft 365 email from any computer? Yes. Go to outlook.office.com from any browser and sign in with your work email and password. Always sign out when using a shared or public computer.

Why do I need multi-factor authentication? MFA blocks over 99% of account compromise attacks. Even if someone steals your password, they can't access your account without approval from your phone.

How do I change my Microsoft 365 password? Sign in at office.com, click your profile picture in the top-right corner, select View account, then choose Change password.

Does Microsoft 365 email work offline? Yes — the Outlook desktop and mobile apps store recent emails locally, so you can read and draft messages offline. They'll send automatically once you're back online.

Need a Hand with Microsoft 365?

Whether you're onboarding new staff, migrating from another email platform, or want your whole Microsoft 365 environment professionally managed, the team at Synex Technology can help. We provide managed IT services, onsite IT support, and complete IT infrastructure management for businesses across Australia and the Pacific Islands.

Contact Synex Technology today to make Microsoft 365 work harder for your business.