Logging into M365 (Desktop Apps)

This guide shows you how to sign in to the Microsoft 365 desktop apps already installed on your Windows or Mac computer, so they connect to your work files and email.

A visual cue for getting set up and finding your work tools.

Time needed

10 minutes

Platform

Microsoft 365

Guide steps

3 clear sections

Before you begin

Microsoft 365 desktop apps installed on your computer, and your work email address and password. If the apps are not installed yet, see the 'Installing M365 Apps on Your Computer' guide first.

Follow along

Step-by-step guide

Sign in when an app opens for the first time

Instruction 1: Open any Microsoft 365 app — for example, open Outlook from the Start menu (Windows) or Applications folder (Mac).
Instruction 2: If no account is signed in, the app will show a 'Get started' or 'Sign in' screen. Click Sign in.
Instruction 3: Enter your full work email address (e.g. jane.smith@yourcompany.co.nz) and click Next.
Instruction 4: Enter your password and click Sign in.
Instruction 5: If prompted for Multi-Factor Authentication, approve the request on your phone or enter the code from your authenticator app.
Instruction 6: The app will finish setting up and open your work content (email, files, etc.).

Action map

01
Open any Microsoft 365 app — for example, open Outlook from the Start menu (Windows) or…
02
If no account is signed in, the app will show a 'Get started' or 'Sign in' screen. Click…
03
Enter your full work email address (e.g. jane.smith@yourcompany.co.nz) and click Next.

Visual guide

Use this visual action map alongside the written instructions above.

Open Microsoft 365 help & learning for Logging into M365 (Desktop Apps)

Add or switch your account in an app already in use

Instruction 1: Open any Microsoft 365 app (Word, Excel, PowerPoint, or Outlook).
Instruction 2: On Windows: click File in the top-left, then click Account (or Office Account).
Instruction 3: On Mac: click the app name in the menu bar (e.g. Word), then click Preferences, then Sign In.
Instruction 4: Click Add Account or Switch Account and enter your work email address and password.
Instruction 5: If your personal Microsoft account is already shown, make sure you add your work account as a separate account so personal and work files are kept separate.

Confirm your account is active across all apps

Instruction 1: Open Word, then click File > Account. Under User Information you should see your work name and email address.
Instruction 2: Open Outlook and check that your work email inbox is showing correctly.
Instruction 3: If the activation banner appears at the top of any app saying the product is unlicensed, sign out and sign back in using your work account.
Instruction 4: On Windows you can also check by opening any Office app and going to File > Account. The Product Activated message should appear in green.

Quick fixes

Troubleshooting

An app says 'Product Unlicensed' or 'Subscription Expired'

This usually means the app is signed in to the wrong account or has lost its licence. Click Sign in or Manage Account, sign out of any personal account showing, and sign back in with your work email address. If the issue persists, contact the helpdesk.

I see my personal OneDrive files instead of work files

The app may be signed in to your personal Microsoft account. Go to File > Account, remove the personal account, and add your work email account. Keep your personal and work accounts separate to avoid mixing files.

Still need a hand?

Our support team can help with Microsoft 365.

Tell us where you got stuck and what you see on screen.

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