Email Setup for Outlook for Windows (Exchange Online)

To set up the Outlook desktop client on a Windows computer to check your work email in Exchange Online (part of Microsoft 365), follow these steps:

Step 1: Open Outlook

1. Launch Outlook:
   Click on the Start Menu and type "Outlook." Select the Outlook app from the search results.

Step 2: Start the Setup Process

2. If this is your first time setting up Outlook:

   • When Outlook opens, it will automatically start the setup process.

   • If prompted with a welcome screen, click Next.

   • When asked if you want to set up Outlook to connect to an email account, select Yes and click Next.

3. If Outlook is already configured:

   • Go to File > Account Settings > Account Settings.
     

     

   • If you already see an account set up for RRU, you may highlight it and then click Remove to delete it.
     

     

   • Then create a new account. While still in the Email tab, click New to add a new email account.
     

     

Step 3: Enter Your Work Email Information

4. Add an Account:

   • In the Add Account dialog box, enter your full work email address your Microsoft ID like “cdavid@royalroads.ca”.
     

     

   • Click Connect.

5. Password:

   • You'll be prompted to enter your password. Type in your usual work password and click Sign in.

Step 4: Configure Additional Settings (if necessary)

6. Multi-Factor Authentication (MFA):

   • You may be asked to approve the sign-in request through your authentication app or FOB, depending on how you’ve set up MFA.

   • Follow the prompts to complete MFA.

7. Additional Settings:

   • If Outlook can't automatically detect your account settings, you'll need to manually configure them. However, in most cases, Outlook will automatically set everything up for you.

Step 5: Complete the Setup

8. Finish:

   • Once your account is added successfully, you'll see a confirmation message.

   • Click Done to complete the setup process then close and restart Outlook, as instructed.
     

     

Step 6: Sync Your Email

9. Syncing:

   • Outlook will start syncing your emails, calendar, contacts, and other data. This may take a few minutes depending on the size of your mailbox.

Step 7: Verify and Customize (Optional)

10. Check Your Inbox:

    • Verify that your emails are appearing correctly in your inbox.

    • You may want to customize your Outlook settings, such as setting up rules, signatures, or organizing your folders.

Step 8: Troubleshooting (if needed)

11. Common Issues:

    • If you encounter any problems, ensure that your internet connection is active and your login credentials are correct.

    • Check for any specific error messages that might provide clues, and contact the Helpdesk if you need assistance.

Once completed, you should be able to access your work email, calendar, and contacts through the Outlook desktop client.