Microsoft 365 How-To

Manager & Admin Guide for CTRS Team Members
Outlook • Teams • Planner • To Do • OneDrive •
Manager & Admin
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Installing the Apps

Everyone
  1. Open the App Store on your iPhone.
  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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Setting Up Microsoft Authenticator (2FA)

Everyone -- One-Time Setup
We use Microsoft Authenticator for two-factor authentication (2FA). This adds a security step when you sign in -- after entering your password, you approve the sign-in on your phone. Here's how to set it up:
Setup Steps
  1. Install Microsoft Authenticator on your phone from the App Store (iPhone) or Google Play Store (Android).
  2. Open the app and tap Add account → Work or school account.
  3. Sign in with your work email and password. The app will register itself for 2FA.
  4. From now on, when you sign in to any Microsoft 365 app on any device, Authenticator will send a push notification to your phone. Just open it and tap Approve.
  5. If push notifications don't work, the app also shows a 6-digit code that refreshes every 30 seconds. Enter that code when prompted.
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 → 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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