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. Outlook and Teams are usually pre-installed on Windows. Check your Start Menu. If not installed, open the Microsoft Store and search for them.
  2. For Planner, there's no desktop app -- access it at planner.cloud.microsoft in your browser or through a Planner tab in Teams (recommended).
  3. For To Do, install it from the Microsoft Store, or access it at to-do.microsoft.com in your browser.
  4. Install Microsoft Authenticator on your phone (iPhone App Store or Google Play Store) -- it's used for two-factor sign-in on all devices including your desktop.
  5. Optionally, OneDrive is pre-installed on Windows -- you can access shared files through File Explorer.
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Signing In

Everyone
  1. Open Outlook (or any Microsoft 365 app).
  2. Enter your work email (e.g., [email protected]).
  3. Enter your password when prompted.
  4. You'll be asked for two-factor authentication. On your phone, 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. Other Microsoft 365 apps on the same computer will usually pick up the same sign-in automatically.
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
Make sure desktop notifications are turned on in Windows: Settings → System → Notifications and ensure Outlook and Teams are enabled. Also check each app's internal notification settings.
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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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