Email and Microsoft 365 | hostme.ie Help

Setting up the Microsoft Authenticator app

A second sign-in step stops almost all account break-ins, even when a password has been stolen. Before you start - Install Microsoft Authenticator on your phone from the Google Play Store. - Have your work email address and password to hand. Steps 1. On your computer, go to aka.ms/mfasetup and sign in with your work account. 2. Choose Add sign-in method, then Microsoft Authenticator, and follow the prompts until a QR code appears. 3. On your phone, open Authenticator, tap +, choose Work or school account, then Scan QR code. 4. Scan the code on your computer screen. 5. Approve the test notification on your phone. Good to know - Only approve a sign-in request if you are signing in yourself at that moment. If one appears out of nowhere, deny it and tell us. - Getting a new phone? Tell us before you wipe the old one.

Last updated on Oct 02, 2026

Outlook is not showing new email

Try these first 1. Check you are connected to the internet: open any website. 2. Look at the bottom of the Outlook window. If it says "Working offline", click Send / Receive then Work Offline to switch it back. 3. Check the Other tab if your inbox has Focused and Other. 4. Close Outlook fully and open it again. 5. Check your email on your phone or at outlook.office.com. If the email is there, the problem is only on this computer. Still not working? Message us with what you see, a screenshot helps, and we will connect and fix it.

Last updated on Oct 02, 2026

Setting up work email on your Android phone

Steps 1. Install Microsoft Outlook from the Google Play Store. 2. Open it and choose Add account. 3. Enter your work email address and tap Continue. 4. Sign in with your password and approve the request in the Authenticator app. If you are asked to install Company Portal or set a PIN Follow the prompts. This keeps work email protected on your phone, and lets us remove only the work data if the phone is ever lost. Your personal photos and apps are not touched. Calendar and contacts They appear in the Outlook app automatically. You do not need to add the account anywhere else on the phone.

Last updated on Oct 02, 2026

Finding a shared mailbox in Outlook

A shared mailbox is an address a few people look after together, such as info@ or accounts@. Once we give you access, here is where to find it. Outlook on your computer (classic) It usually appears on its own in the folder list on the left, under your own mailbox. It can take up to an hour after we add you. Close Outlook and open it again if it has not appeared. New Outlook and Outlook on the web 1. In the folder list, right-click Folders (or your name). 2. Choose Add shared folder or mailbox. 3. Type the shared address and click Add. Sending from the shared address When writing an email, click From and choose the shared address. If you do not see the From box, look under Options, then Show From.

Last updated on Oct 02, 2026

Setting an out of office reply

Outlook on your computer (classic) 1. Click File, then Automatic Replies. 2. Choose Send automatic replies and set the dates. 3. Write your message. Use the Outside My Organisation tab too if clients should get it. 4. Click OK. New Outlook and Outlook on the web Go to Settings, then Accounts, then Automatic replies, switch it on and write your message. On your phone In the Outlook app, tap your picture, then the settings cog, choose your account, then Automatic replies. A good message Say when you are back and who to contact meanwhile. Leave out your travel plans.

Last updated on Oct 02, 2026

Getting back a deleted email

First, check Deleted Items Open the Deleted Items folder. Right-click the email and choose Move, then Inbox. Emptied Deleted Items? 1. In Outlook on the web, open Deleted Items. 2. Click Recover items deleted from this folder. 3. Select the email and click Restore. In classic Outlook the same option is under Folder, then Recover Deleted Items. How long you have Emails can usually be recovered for a short time after Deleted Items is emptied, normally a couple of weeks. If it is older than that, or very important, message us straight away.

Last updated on Oct 02, 2026

Getting back a deleted or changed file

A deleted file 1. Go to onedrive.com and sign in with your work account. 2. Click Recycle bin on the left. 3. Select the file and click Restore. Deleted files are normally kept in the recycle bin for 93 days. Files from a shared team site have their own recycle bin on that site. A file that was changed or saved over Right-click the file in OneDrive or SharePoint and choose Version history. You can open or restore an earlier version. Lots of files changed at once If many files suddenly look wrong, or have strange names, stop and message us straight away. We can restore everything to an earlier point.

Last updated on Oct 02, 2026