Follow these steps to install Microsoft Outlook on your Windows 10 or 11 PC, sign in with your Microsoft 365 account, and optionally add any shared mailboxes your organisation uses.
You'll need your Microsoft 365 work email address, your password, and access to your authenticator app or phone for two-factor verification. If your organisation manages your PC through Microsoft 365 Business, Outlook may already be installed — check your Start menu before proceeding.
Click the Start button (Windows logo, bottom-left) and type "Outlook" in the search bar. If Microsoft Outlook appears in the results, it's already installed — click it to open and skip ahead to Step 3.
If Outlook doesn't appear, proceed to the next step to install it.
If Outlook isn't installed, open your web browser and go to microsoft365.com. Sign in with your work email and password.
Once signed in, click your profile icon in the top-right, then click View account or click the Install apps button on the Microsoft 365 home page. Download and run the installer — this installs the full Microsoft 365 suite including Outlook.
The installation takes a few minutes. Once complete, Outlook will appear in your Start menu.
Open Microsoft Outlook from the Start menu. The first time it opens, you'll see a welcome screen or an "Add Account" prompt.
Enter your work email address (e.g. jane.smith@yourcompany.com.au) and click Connect. Outlook will detect that this is a Microsoft 365 account and proceed to the sign-in screen.
A Microsoft sign-in window will appear. Enter your password and click Sign in.
If your organisation uses two-factor authentication, you'll be prompted to approve the sign-in via the Microsoft Authenticator app on your phone, or to enter a code sent by SMS. Complete the verification step to continue.
After signing in, Outlook will automatically configure your account and begin downloading your emails, calendar items, and contacts. This initial sync may take a few minutes depending on the size of your mailbox.
Once complete, your inbox will display and Outlook is ready to use. You'll see email, calendar, contacts, and tasks accessible from the left-hand navigation panel.
If your organisation has granted you access to a shared mailbox, you can add it to Outlook so it appears alongside your personal inbox. Your IT administrator must first grant you Full Access permission in Microsoft 365 before this will work.
In Outlook, click File in the top-left corner of the ribbon. Then click Add Account. The Add Account wizard will open.
If you're using the new Outlook for Windows, click the Settings gear icon in the top-right, then Add Account at the bottom of the accounts list.
In the Add Account window, type the shared mailbox's email address — for example, reception@yourcompany.com.au — and click Connect.
Because you have Full Access permission already granted, Outlook will automatically recognise the shared mailbox and add it without requiring a separate password. Click Done when prompted.
The shared mailbox will now appear in the left-hand folder pane in Outlook, below your personal inbox. Expand it to see its subfolders: Inbox, Sent Items, Drafts, and so on.
To send an email from the shared mailbox, click New Email, then click the From field and select the shared mailbox address from the dropdown. Recipients will see the shared address — not your personal one.
If you get stuck at any point, our team is happy to walk you through the setup over the phone or via remote support.
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