Microsoft 365 How-To

Dispatcher Guide for CTRS Team Members
Outlook • Teams • Planner • To Do • OneDrive •
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Installing the Apps

Everyone
  1. Open the Google Play Store on your Android phone.
  2. Search for and install each of these apps:
    • Microsoft Outlook
    • Microsoft Teams
    • Microsoft Planner
    • Microsoft To Do
    • Microsoft Authenticator (required for sign-in)
  3. Optionally install OneDrive if you need to share files or photos.
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Signing In

Everyone
  1. Open the first app (start with Outlook).
  2. Tap Add Account or enter your work email (e.g., [email protected]).
  3. Enter your password when prompted.
  4. You'll be asked for two-factor authentication. Open the Microsoft Authenticator app, and tap Approve on the notification (or enter the 6-digit code shown in Authenticator).
  5. Once approved, the app signs you in. Repeat for Teams, Planner, To Do, and any other apps.
Work Account, Not Personal
When signing in, use your work email (e.g., [email protected]), not a personal Microsoft account. If the app asks you to choose between "Work or school" and "Personal," pick Work or school.
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Logging In with Two-Factor Authentication

How 2FA Works
Your account uses Microsoft Authenticator for two-factor authentication (2FA). After you enter your password, you'll need to approve the sign-in on your phone using the Authenticator app. A manager will set up your Authenticator during onboarding.
When You See the 2FA Prompt
  1. When signing in to any Microsoft 365 app, after entering your password you'll see a two-factor authentication prompt.
  2. Open the Microsoft Authenticator app on your phone and tap Approve on the notification.
  3. If you don't get a push notification, open Authenticator and enter the 6-digit code shown in the app.
  4. Once approved, you'll be signed in. The app will remember your device for a period, so you won't need to approve every single time.
Don't Uninstall Authenticator
Once Authenticator is set up, don't uninstall it or you won't be able to sign in to your work apps. If you get a new phone, set up Authenticator on the new phone before wiping the old one, or contact Robert/your manager to reset your 2FA.
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Enable Notifications

Allow Notifications
When each app asks to send notifications, tap Allow. You need notifications on for Outlook (calendar reminders), Teams (messages), and To Do (task reminders). You can fine-tune later in Settings → Apps → Notifications.
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How These Apps Work Together

Next Step

Now that you're set up, read the Your M365 Environment guide to understand how Outlook, Teams, Planner, To Do, and OneDrive work together -- and where you fit in the workflow.

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