Microsoft Office 365 ******************** Links ===== - :doc:`app-msgraph` - :doc:`sys-azure` - :doc:`sys-microsoft` .. _sys-office-365-email: email ===== See `Setting up email addresses and shared mailboxes`_ or... To create an email address for a user, create the user in the Azure portal (:doc:`sys-azure`), then log into the *Microsoft 365 admin center* https://portal.office.com/ Assign a couple of licenses: .. image:: ./misc/2020-11-21-office-365-admin-licenses.png Clicking on the *Mail* tab and you will see *preparing a mailbox*: .. image:: ./misc/2020-11-21-office-365-admin-mail-preparing.png Finally... you will see the *Mail* details... .. image:: ./misc/2020-11-21-office-365-admin-mail.png Office 365 ---------- To enable OneDrive, add the following licences: .. image:: ./misc/2021-06-10-office-365-apps.png Follow a group in Outlook ========================= If needed in the future you can subscribe to a group from you desktop by following these instructions: `Subscribe to a group in Outlook`_ Or you can check you are subscribed (and subscribe if you are not subscribed) by following these instruction (which are what we actually did in the end!) - Go to Office 365 Online - In Groups - click the Group name "Office" - This was the group whose emails were not being sent to your Inbox - Click Conversations - To the RH side click the down arrow by Joined - Select "Subscribe to this group by email" - Send a test email to the Group email address. It should arrive in both your Inbox and the Office group .. note:: if it says "Unsubscribe from emails for this group" then you are not unsubscribed so check your desktop version, if subscribed there, call us!! A screen shot for the above instructions to help (I hope): .. image:: ./misc/office-365.png :scale: 60 .. _`Subscribe to a group in Outlook`: https://support.office.com/en-us/article/Subscribe-to-a-group-in-Outlook-e147fc19-f548-4cd2-834f-80c6235b7c36 Setting up email addresses and shared mailboxes =============================================== Sign in:: https://portal.office.com/AdminPortal/Home#/homepage Add a user - Go to Users/Active Users then "Add a user" - Create the email address e.g. webmaster@hatherleigh.info Add Domain - Click Show all/Setup/Domains/Add domain - Enter a Domain name e.g. hatherleigh.info - Create a MX record to match the Office setting given - Click Verify - this may take a while as the DNS has to propagate - Go back to Setup/Domains and select the domain e.g. hatherleigh.info - Click "Check DNS" and if there are any errors add the required records to your hosting provider Modify User - Now go to Users/Active Users and select a User e.g. webmaster@hatherleigh.info.onmicrosoft.com - Change the Domain Name to the new Domain e.g. hatherleigh.info Get the free portal offer - Go to Billing/Purchase services/Non profit - Choose Office 365 Business Essentials (Nonprofit Staff Pricing) - free - Pay £0.00 but they collect your card details Add the App to the Users - Go to Users/Active Users then select the Users - Select the Licenses and Apps tab - Under Licenses tick the Office 365 Business Essential App - Save the changes and Exit Shared Mailbox -------------- *Microsoft 365 admin center*, https://admin.microsoft.com/, *Teams & groups*, *Shared mailboxes*... .. image:: ./misc/microsoft/2024-09-03-microsoft-365-shared-mailboxes.jpg Add *Members* to the mailbox using *Read and manage mailbox permissions*: .. image:: ./misc/microsoft/2024-09-03-microsoft-365-shared-mailbox-permissions.jpg You can add the shared mailbox to https://outlook.office.com/ by right clicking on *Folders*, then *Add shared folder*... The shared mailbox can also be accessed on their own URL e.g. https://outlook.office.com/mail/info@hatherleigh.info/ .. note:: You may also need to do this if the shared mailbox is not showing up in Outlook on the desktop. Once you have visited the shared mailbox URL, it should appear in your Outlook client. .. tip:: If you create the same mailbox for different domains (e.g. info@hatherleigh.info and info@pkimber.net) you will get issues. These *can* be solved, by *Edit name*, *Edit email addresses* and *Show all*, *Admin centers*, *Exchange*. Microsoft Authentication ------------------------- If a user is having issues with Microsoft Authentication, you can reset their authentication methods to allow them to set up the Microsoft Authenticator app again. - Access the Microsoft 365 Admin Center: Log in with appropriate administrator credentials. - Navigate to Active Users: Go to Users > Active users. - Select the User: Find and select the user whose Authenticator app needs to be reset. - Manage Multi-Factor Authentication: Locate the "Multi-factor authentication" settings (this might be under "Authentication methods" or "More settings"). - Require Re-registration: Choose the option to "Require re-register multifactor authentication" or a similar option like "Require users to provide contact methods again". - Save Changes: Save the updated settings. This action will remove the existing MFA configuration for the user, and they will be prompted to set up the Microsoft Authenticator app again, including scanning a new QR code, the next time they attempt to sign in.