Set up your organization on Office 365 Small Business

As the admin for your organization, you’ve signed up for Office 365 Small Business or Office 365 Small Business Premium. Now what?

Before you set up Office 365 for everyone in your organization:

Explore the product

At the top of each page, you have easy access to your services and settings.

Navigation bar

1. Outlook (Web App) for email, Calendar, and People are all part of Exchange Online.

2. Newsfeed, OneDrive for Business, and Sites are all part of SharePoint Online.

3. Links to the Office store and Office.com for apps and other resources.

4. Links to the Admin page where you manage Office 365 for your organization.

5. Links to your profile, Sign out, your Office 365 settings (Small Settings gear that took the place of Site Settings. ), and Help.

When you click Admin, you’re taken to the main page in Office 365 where you can set everything up your organization. Use the Getting Started pane and this article to get your organization and your users up and running quickly.

Steps to set up your organization

What do you want to do? Location on the Admin home page How long does it take? (estimated)

Install Office 2013 software   

Once signed in, you can install Office 2013 programs like Word, Excel, and PowerPoint on your PC or Mac.

Go to Settings > Office 365 settings 5 minutes for installation.

Add a custom domain name   

Add your identity to your email and website with a custom domain name. See the Set up a domain name and custom domain name training. Then customize your email with a domain name and use the custom domain name for your website.

Admin getting started pane--Email address

45 minutes for an existing domain, another hour for a new domain that you’ve purchased.

(Setting up a domain name involves working with service outside of Office 365, like registrars and name servers, all of which take time.)

Add users    (your employees)

Use the email address that comes with Office 365:

someone@yourcompany.onmicrosoft.com

Add users for each employee in the business and as needed, assign admin permissions to them.

Admin dashboard--Users and groups 2-3 minutes to add a user.

Set up mobile devices

   

In Office 365, everyone in your organization can set up their mobile phones and tablets to use Office 365.

First set up your own computer, phone, and tablet. Then Manage how users use email and IM on their phones.

Admin dashboard--Service settings--Mobile access 2 minutes to review the default settings and change them if you need to.

Get started with OneDrive for Business and team sites

   

In the office and on the go, you can create and share documents from anywhere. See Start using SharePoint sites and OneDrive for Business and Access Office documents anywhere.

Screen shot of  the Admin getting started pane for collaboration, including OneDrive for Business, Office Web Apps, and team sites. Click to open the related help topic. 30 minutes to get set up. Over time, you and your team can develop the working style that’s best for your business.

Use instant messaging and online meetings

   

Get started now by reviewing Lync Online service settings and Start using Lync for IM and online meetings.

Admin dashboard--Service settings--IM, meetings, and conferencing Just a few minutes. Most people don’t need to change the initial Lync settings, at least not right away.

Set up the public website

   

If you don’t have a public website already, you can use the one included with Office 365. See Get started with your public website and Public Website help for Office 365.

Admin getting started pane--Public website

10-20 hours to create your website from scratch.

To use a custom domain name, just make the name change when you customize your email address.

Get everybody ready

   

Help get people up and running with help and training resources.

See Get everybody ready to use Office 365.

30 minutes or more to share resources.

The rest of this guide takes you through the necessary steps to set up your organization on Office 365 Small Business. There are two parts:

  1. Set everything up
  2. Get your employees ready

Set everything up

Create accounts for employees and coworkers

Start by adding your employees or coworkers so they can use email, calendars, and collaboration tools. You’ll need to create a user account for each person in your organization who will use Office 365 Small Business.

When you add a user, that person can immediately use the software and services included with Office 365.

Add a user

  1. Sign into Office 365.
  2. Click Admin at the top of the page.
  3. Click Add users, reset passwords, and more.
  4. Click the plus sign (+) and follow the instructions.

For more information, see Create or edit users.

Access your email and calendar

 Note    Your default email address is the one you created during the sign-up process. Your users’ email addresses will have the same format as yours. For example, if your email address is joe@contoso.onmicrosoft.com, then your user’s email address might be dave@contoso.onmicrosoft.com.

Customize your email address

To customize your email address to, for example, joe@contoso.com, visit the section below titled “Set up your domain.”

Access email from the Web and Outlook

From the Web

Use Microsoft Outlook Web App, which offers a streamlined user interface that supports touch and an easy to use mobile experience.

Set up Outlook Web App

  1. Sign into Office 365.
  2. Click Outlook at the top of the page.
  3. Follow the instructions to configure your language and time zone.

For more information, see Start using Outlook Web App for email and calendars.

Access email from Outlook

You’ll need to configure Microsoft Outlook 2010 or Outlook 2013. For a step-by-step how-to, see Set up email in Outlook 2010 or Outlook 2013.

Connect other email accounts

If you or your users have other email addresses that need to be managed and accessed all in one place from your Office 365 email account, you will need to connect them. You can connect up to five email accounts from providers such as Hotmail, Gmail, and Yahoo!

Connect another email account

  1. Ensure that your email provider supports POP and IMAP.
  2. Turn on POP or IMAP access. (See Turn on POP or IMAP access.)
  3. Sign into Office 365 and click Outlook at the top of the page.
  4. Choose Settings Small Settings gear that took the place of Site Settings. > Options > Connected accounts.
  5. Click the plus sign (+) and follow the instructions.

For more information, see Connected accounts.

Install Word, Excel, and the rest of Office 2013

Download Microsoft Office software

 Note    This section applies to Small Business Premium customers. If you use the Small Business edition, you can connect your existing Microsoft Office software to Office 365 as explained next.

With Office 365, you can stream full versions of Office desktop software from the cloud from any internet-connected Windows 7 or Windows 8 PC. For Office 365 Small Business Premium, you can also download and install Office applications such as Word and Excel onto your computer.

Install Office 365 applications on a computer

  1. Sign into Office 365.
  2. On the Admin Portal, click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 Settings > Software.
  4. Select your language and click install.

For more information, see Install Office on your PC or Mac.

Connect your existing Office to Office 365

 Note    This section applies to Small Business customers only. Small Business Premium customers can download Office with their Office 365 subscription. (See the previous section.)

If you already have Microsoft Office 2007 or Office 2010 installed on your computer, you can connect it to Office 365. Then you’ll be able to sign in and access all your familiar Office applications and personalized settings from any internet-connected Windows 7 or Windows 8 PC.

Connect an existing Office suite to Office 365

  1. Sign into Office 365.
  2. On the Admin Portal, click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 Settings > Software.
  4. Click desktop setup and follow the instructions.

Set up email and document sharing on your mobile device

With Office 365, you can access your email, documents, instant messaging, and other services from your mobile device wherever you are.

Configure a mobile device for Office 365

  1. Sign into Office 365.
  2. On the Admin Portal, click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 settings > software > phone & tablet.
  4. Select the device you wish to configure and follow the instructions.

For more information, see the Set up and use Office 365 on your phone or tablet.

Keep everyone on the same page

Share documents with confidence

All users can create and store files in OneDrive for Business, an online and secured cloud storage space. Users can share files with people both inside and outside an organization. They can also sync documents across PCs and mobile devices for online and offline access at any time.

Go to OneDrive for Business

  1. Sign into Office 365.
  2. On the Admin Portal, click OneDrive at the top of the page.
  1. Start creating, editing, or reviewing documents in OneDrive for Business.

For more information, see Access Office documents anywhere with Office 365 and What is OneDrive for Business?

Set up a team collaboration site

With a team site, your users can work together with colleagues and clients in a shared team space. Everyone can create and share documents, notebooks, lists, schedules, and more—all in one central location. You can use the existing team site or create more team sites

Go to your team site

  1. Sign into Office 365.
  2. On the Admin Portal, click Sites at the top of the page.
  3. Click Team Site on the Sites page.
  4. Start creating, editing, or reviewing documents in your team site.

Create a new team site

  1. Sign into Office 365.
  2. On the Admin Portal, click Sites at the top of the page.
  3. Click + new site and follow the instructions.

For more information, see Access Office documents anywhere with Office 365 and Create a site.

Connect people everywhere with Lync

Lync can connect your users with instant messaging, voice and video calls, and online meetings with screen sharing. If you have downloaded the full Office suite (see above), then you already have Lync installed and you’re ready to use it. If you don’t yet have Lync, download and install it following these steps.

Install Lync

  1. Sign into Office 365.
  2. On the Admin Portal, choose Settings Small Settings gear that took the place of Site Settings. > Office 365 settings > software.
  3. Click Lync and follow the instructions.

Once Lync is installed, you’re ready to start collaborating. For more information, see:

Look more professional

Set up your Office 365 public website

If you don’t have a public website already, you can use the one included with Office 365. You can change the look, add a logo, add your company name, and so forth. Then customize each page with text, images, video, and apps.

Edit your public website

  1. Sign into Office 365.
  2. Click Sites at the top of the page.
  3. Click the Public site tile. (If you’re prompted to sign in, enter your Office 365 account again.)
  4. Click Sites to change the look of your website, edit the title, or make other site-level changes.
  5. Click Page to customize pages on your website.

For more information, see Edit your public website. To learn about everything you can do with the public website, see Public Website help in Office 365.

When finished with your website, add your custom domain name to it. See Use a custom domain name for your Office 365 public website address.

Set up your domain

If you own a domain that was purchased from GoDaddy, you can skip this section and follow the process described in the section below.

If you own a domain that you purchased from a different registrar, follow the “Set up a custom domain” steps below.

If you don’t yet own a custom domain, you can buy one from any domain registrar and then follow the same process. (The setup takes about 45 minutes, but you’ll be guided through it.)

Set up a custom domain

  1. Go to the domain registrar’s website and confirm that you own the domain.
  2. Set up your existing website if you have one (for example: www.yourcompany.com).
  3. Make sure that your website will continue to work after you connect your domain to Office 365.
  4. Update the email addresses for all your users (from the yourname@yourcompany.onmicrosoft.com format to yourname@yourcompany.com).
  5. Create an account for each of your users.
  6. Complete the process by directing all traffic through Office 365.

For more information, watch the Customize your email address in Office 365.

When you’re ready to add your domain, follow these steps:

Add a domain

  1. Sign into Office 365.
  2. Click Admin at the top of the page.
  3. Click Manage your website and email domains.
  4. Click Add a domain on the following page and follow the instructions.

Set up your domain with GoDaddy

You can also use Office 365 to buy a custom GoDaddy domain name, and Office will automatically set it up for you. If your organization already has a GoDaddy domain name, you can tell Office 365 to start using that domain name, too.

For more information, see How to buy a domain name.

Top admin tasks to have at hand

These are some of the most common administrative tasks you’ll find yourself doing in Office 365.

Reset a password

Lost your password? Now you can use the self-service tool online to reset your admin password.

Reset your admin password

  • Sign into Office 365.
  • From the Admin Portal, click Can’t access your account? to get started.
  • When prompted, enter the user ID that’s registered with your Office 365 subscription.

For more information, see Reset an admin's password. Or click here to reset your password now.

Switch between Office 365 plans

We’ve listened to your feedback, and we’ve made it much easier for our customers to switch between Office 365 business plans. We know that as your business grows and evolves, you need the flexibility to change your Office 365 subscription.

You can switch plans, in some cases, without calling Customer Support. To do so, follow these steps:

  1. Sign into Office 365.
  2. Click Admin at the top of the following page.
  3. Click Manage and purchase licenses.
  4. Click Switch plans next to your subscription. (You’ll only see this link if your subscription is eligible to switch plans.)

For more information, see Switch to a different Office 365 plan.

Administer your account on the go

In addition to administering your Office 365 account from within Office 365, you can administer your account from anywhere using the Office 365 Admin app. To use this app on your Windows Phone, Android device, or iOS device, just search your app store for Office 365 Admin.

Checklist

We want you to be successful, so we’ve created this guide to make your Office 365 Small Business installation as smooth as possible. Please use it to check off the steps that apply to you as you complete them.

Get started

____________________

____________________

Check Office 365 system requirements

Buy a subscription

Basic set up

____________________

____________________

____________________

Create accounts for coworkers

Access your email and calendar

Connect other email accounts

Get up and running

____________________

____________________

____________________

Download Word, Excel, PowerPoint, Outlook, and the rest of Office

Connect your existing Office to Office 365

Set up email and document sharing on your mobile device

Connect everyone

____________________

____________________

____________________

Share documents with confidence

Set up a team collaboration site

Connect people everywhere with Lync

Look professional

____________________

____________________

____________________

Customize your website

Set up your domain

Set up your domain with GoDaddy

Top admin tasks

____________________

____________________

Reset your password

Switch between Office 365 plans

Get everyone ready
____________________ Share the “Office 365 Small Business Setup Users’ Guide” with employees

Get help or more information

If you have a question, you’ll find answers and online support in the assistance panel on every page in the Office 365 admin portal, on the Support overview page, and in the Office 365 Community. Here are resources specifically for admins:

Get your employees or coworkers ready

This guide has been written for you, the account administrator, but your users will also need to follow some of the steps to get started. For your convenience, we’ve included these steps below. You can copy the following text and links and email it to others, or just share this section of the guide with them.

Office 365 Small Business user setup guide

Access your email and calendar

 Note    Ask your administrator for your username. If your administrator’s email address is joe@contoso.onmicrosoft.com, your email address will be [username]@contoso.onmicrosoft.com.

Access email from the Web and Outlook

From the Web

Use Microsoft Outlook Web App, which offers a streamlined user interface that supports touch and enhances the Exchange mobile experience.

Set up Outlook Web App

  1. Sign into Office 365.
  2. Click Outlook at the top of the following page.
  3. Follow the instructions to configure your language and time zone.

For further information, visit the Start using Outlook Web App.

Access email from Outlook

You’ll need to configure Microsoft Outlook 2010 or Outlook 2013. For a step-by-step how-to, visit the Set up email in Outlook page.

Connect other email accounts

If you have other email addresses that need to be managed and accessed all in one place from your Office 365 email account, you will need to connect them. You can connect up to five email accounts from providers such as Hotmail, Gmail, and Yahoo!

Connect another email account

  1. Ensure that your email provider supports POP and IMAP.
  2. Turn on POP or IMAP access. (For more information, see Turn on POP or IMAP access.)
  3. Sign into Office 365 and click Outlook at the top of the page.
  4. Choose Settings Small Settings gear that took the place of Site Settings. > Options > Connected accounts.
  5. Click the plus sign (+) and follow the instructions.

For more information, see Connected accounts.

Download Word, PowerPoint, Excel, Outlook, and other Microsoft Office software

 Note    This section applies to Small Business Premium customers only. If you use the Small Business edition, you can connect your existing Microsoft Office suite to Office 365. (See the next section for instructions.)

With Office 365, you can stream full versions of Office desktop software from the cloud from any internet-connected Windows 7 or Windows 8 PC. For Office 365 Small Business Premium, you can also download and install Office applications such as Word and Excel onto your computer.

Install Office 365 applications on a computer

  1. Sign into Office 365.
  2. Click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 Settings > Software.
  4. Select your language and click install.

For more information, see Install Office on your PC or Mac.

Connect your existing Office to Office 365

 Note    This section applies to Small Business customers only. Small Business Premium customers can download Office with their Office 365 subscription. (See the previous section.)

If you already have Microsoft Office 2007 or Office 2010 installed on your computer, you can connect it to Office 365. Then you’ll be able to sign in and access all your familiar Office applications and personalized settings from any internet-connected Windows 7 or Windows 8 PC.

Connect an existing Office suite to Office 365

  1. Sign into Office 365.
  2. Click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 Settings > Software.
  4. Click desktop setup and follow the instructions.

Set up email and document sharing on your mobile device

With Office 365, you can access your email, documents, instant messaging, and other services from your mobile phone or tablet wherever you are.

Configure a mobile device for Office 365

  1. Sign into Office 365.
  2. Click Settings Small Settings gear that took the place of Site Settings. at the top of the page.
  3. Choose Office 365 settings > software > phone & tablet.
  4. Select the device you wish to configure and follow the instructions.

For more information, see Set up and use Office 365 on your phone or tablet.

Share documents with confidence

You can create and store files in OneDrive for Business, an online and secure cloud storage space. OneDrive for Business enables you to share files with people both inside and outside an organization. You can also sync documents across PCs and mobile devices for online and offline access at any time.

Go to OneDrive for Business

  1. Sign into Office 365.
  2. Click OneDrive at the top of the Admin page.
  3. Office 365 automatically configures your space.

For more information, see Access Office documents anywhere and What is OneDrive for Business?

Connect people everywhere with Lync

Lync can connect you and your coworkers with instant messaging, voice and video calls, and online meetings with screen sharing. If you have downloaded the full Office suite (see above), then you already have Lync installed and you’re ready to use it. If you don’t yet have Lync, download and install it following these steps.

Install Lync

  1. Sign into Office 365.
  2. Choose Settings Small Settings gear that took the place of Site Settings. > Office 365 settings > software.
  3. Click Lync and follow the instructions.

Once Lync is installed, you’re ready to start collaborating. For more information, see:

Where to go for more guidance

 
 
Applies to:
Office 365 Small Business admin