Office 365 / Email Access

1. Introduction

Office 365 provides access to your company email, calendar, Teams, OneDrive, and Office applications such as Word, Excel, and PowerPoint.

All employees must use their official company email account for all work-related communication.

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2. Login Credentials

You will receive your Office 365 login credentials from the IT Department, which include:

• Company Email ID (e.g., firstname.lastname@heinfricke.team or firstname.lastname@heinfricke.com)
• Temporary Password (You must change this during your first login.)

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3. Multi-Factor Authentication (MFA) – Mandatory Setup

MFA adds an extra layer of security and is required for all employees.

During your first login, you will be prompted to set up MFA:

1. Install the Microsoft Authenticator App on your mobile.
2. Sign in to Outlook/Office 365 using your email and temporary password.
3. When prompted, choose “Set up Authenticator App.”
4. Scan the QR code displayed on your screen using the app.
5. Approve the sign-in request on your mobile device.

Complete the remaining verification steps if prompted (phone number backup).

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4. How to Access Email on Your Laptop (Outlook App)

1. Open Outlook from the Start Menu.
2. Enter your company email ID.
3. Enter your password when prompted.
4. Complete the MFA approval on your mobile.
5. Outlook will automatically configure your mailbox.
6. Once configured, your inbox will load and you can begin using email.

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5. Accessing Office 365 Online (Webmail)

You can access your email directly via browser:

URL: https://outlook.office.com

Steps:

1. Open Chrome or Microsoft Edge.
2. Go to the webmail URL.
3. Enter your company email and password.
4. Complete the MFA verification.
5. You will be redirected to your mailbox.

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6. Security Best Practices

Employees must:

• Never share email or MFA passwords/codes.
• Avoid logging in on public or shared computers.
• Do not approve unknown MFA prompts.
• Report suspicious emails or phishing attempts immediately to IT.
• Keep Microsoft Authenticator installed and backed up.

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7. Support

For issues related to login, MFA, Outlook setup, or email access, contact:

support@heinfricke.services