Cutover day is here: How do I check my email, setup mail on my phone, & update signatures?


Cutover day is here: How do I check my email, setup mail on my phone, & update signatures?

If you’ve read all the previous artciles, attended all the onsite training sessions, and reviewed all the resource guides (here), you get a Gold Star! We’re super proud of you for being ready for when we cutover to Office 365 &’re really on your way to being a true Office 365 geek…

For the rest of you, don’t worry, be happy...we still love you and got your back. As we mentioned in our previous articles, we’re taking care of all your stuff (email, contacts, and calendars) and the Jones IT team will be there for you onsite 100% on the first business day following the cutover in case you need anything.

Once the change goes through, we recommend the following:

  1. Once the cutover goes through, remember to go to use your new Outlook profile or from now on to check email. Note that the cutover can take up to 24 hours so you'll want to continue checking your old Outlook profile as well as your new Outlook profile (or until the day after the cutover date. Usually the cutover takes about an hour.
  2. We recommend adding your new accounts to your mobile device & update signatures. To do so, check out the following instructions.

How to setup Outlook email on your iPhone, iPad, or iPod touch

  1. Tap Settings > Mail, Contacts, Calendars >Accounts > Add account > Email.
  2. In the Add Account page, tap Exchange.
  3. Enter your full email address, for example, and your password, and then tap Next.
  4. By default, Mail, Contacts, and Calendar information are synchronized. Tap Save.
  5. If you're prompted to create a passcode, tap Continue and type a numeric passcode. If you're prompted and don't set up a passcode, you can't view this account on your device. You can also set up a passcode later in your settings.

 How to setup Outlook email on Android

  1. Tap Settings > Accounts > Add account > Email.
  2. Type your full email address, for example, type your password, and then tap Next.
  3. Select the Exchange option.
  4. Depending how the Office 365 administrator in your organization set up your account, you might receive a message about additional security features. Select OK to continue.
  5. Once the device verifies the server settings, the Account Options page opens. Accept the defaults or select the options for how you want to receive and send your mail, and then tap Next. (You may need to scroll down to see Next.)
  6. On the Set up email page you can change the name of your account. When you're finished tap Done.

How to setup Outlook Signatures

On Outlook desktop

  1. On the Home tab, choose New Email.
  2. On the Message tab, in the Include group, choose Signature > Signatures. 
  3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
  4. Under Choose default signature, do the following:
    • In the E-mail account list, choose an email account to associate with the signature.
    • In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don't want to auto sign your email messages, accept the default option of(none).
    • In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).
  5. Under Edit signature, type the signature, and then choose OK.

On Outlook web app

  1. Sign in to Outlook Web App. For help, see Sign in to Outlook Web App.
  2. On the nav bar, choose Outlook (or Mail).
    • Or Choose App launcher icon > Outlook. 
  3. On the nav bar, choose Settings Icon > Options.
  4. Under Options, choose Settings > Mail.
    • Or Under Options, choose MAIL > Layout > Email signature.
  5. Under Email signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature.
  6. NOTE: To include an image within your signature, you can copy the image from a source and paste that image in the text box.
  7. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send. If you don’t select this option, you manually can add your signature to any message. For details, see Manually add a signature to a new message.
  8. Choose Save.

On Android devices

  1. On your Android phone or tablet, open the email app.
  2. Touch the menu icon.
  3. Scroll down and touch Settings.
  4. Touch the account you'd like to add the signature to.
  5. Touch Signature.
  6. Type in your signature.
  7. Touch OK.

On Apple iPhone, iPad, or iPod Touch

  1. Tap Settings on the iPhone Home screen.
  2. Go to Mail, Contacts, Calendars.
  3. Tap Signature under Mail.
  4. To set up one signature for all your email accounts:
    • Make sure All Accounts is selected.
    • Enter your desired signature.
  5. To have iOS Mail use signatures specific to accounts:
    • Make sure Per Account is selected.
    • Edit the signature for each desired account as you please.

If you have any questions or concerns, please feel free to contact Jones IT (, 415.578.7111, and we will be more than happy to help you. 


I am switching new versions of Office 365 & Outlook: What are the biggest changes?


I am switching new versions of Office 365 & Outlook: What are the biggest changes?

In our last article, we listed Step 1 of the move is to Get Excited. Now that that's over with, you're ready to start digging in a little deeper.

Step 2: Start familiarizing with Office 365

For those of you Outlook lovers, the biggest change in moving to Office 365 will be behind the scenes. You will be able to do pretty much everything you used to be able to do in the past. For those of you who haven't used Office 365 in the past, we really like this YouTube video intro to Office 365:

Step 3: Switching to newer versions of Office & Outlook

For most of you, the change to Office 365 will be minimal, as you will still use Outlook, Word, Excel, and PowerPoint on your desktop the same way you did before. However, chances are you will be using a newer version of these apps and some things may be different.

If you are concerned about not knowing where the buttons are, don’t worry! The new Office 365 has the same functionality as previous versions and much more. See the PDF linked here for a guide in making the switch from older versions of Outlook to Office 365 along with instructions for signing in, contacts, calendars, and using Outlook on both desktop & the web.

We strongly urge you to take a look since it will probably answer most of your questions about Office 365. We also encourage you to go to the Office Training Center here for even more useful info on switching to Office 365.

If you have any questions or concerns, please feel free to contact Jones IT (, 415.578.7111, and we will be more than happy to help you.


Our company is moving to Office 365: Where do I start?


Our company is moving to Office 365: Where do I start?

What is Office 365?

Office 365 is a suite of applications provided by Microsoft. The most commonly used applications, and the ones your company is mostly going to use are Outlook (email, contacts, and calendar), Word, Excel, and PowerPoint. Since many of you are already experts in all of these applications, we think you’ll get the hang of things really quickly. The biggest difference is going to be moving from your version of Office to the latest and greatest from Office 365 (which is essentially Office 2016).


Why are we moving to Office 365?

The primary reason is because Outlook email on Office 365 is hosted in the cloud, which means a much lower risk of downtime (Microsoft guarantees 99.9% uptime).

Switching over to cloud based email is going to be the best thing you ever do! It's always online, accessible from everywhere, and integrates with everything.

Some of you are probably thinking to yourself, "finally..." but for the rest of you, we understand that it can be a little scary the first time you log on. Some things may look different and buttons aren't where you're used to seeing them. Don't worry though; you can do everything you ever wanted to do before and once you get the hang of it, there's no turning back.  


What about my stuff?

You will be keeping the same email address and you will remain on any internal distribution groups. If you have any email aliases, we'll transfer those as well. Jones IT will take care of moving all of your email, contacts, and calendars to Office 365 so you'll also have all of your data in the new system. Don't worry, your stuff is coming along for the journey.


What's Next?

Over the next few weeks leading up to the move, Jones IT will be sending you regular emails with our various tips and tricks that'll help you prepare for the transition to Office 365. We'll go over the timeline of the migration, reference online articles and videos that we've curated from all the best of the web. We've taught people from 8 years old to 80 years old, so we know you can do it!!!

So what are we waiting for? Today we'll give you the most important step in the process:


Step 1: Get excited

Yep, that's it. Get excited. Change is scary, but if you go into this process knowing that you're going to be more efficient than you've ever been then you'll have more success with the transition.

Step 2: Coming soon...

We don't want to overwhelm you right off the bat. In our next article in this series, we'll go over some of the keys to using Office 365 and Outlook efficiently.


We're here for you Every Step of the Way

Don't forget, if your company is going through the Office 365 Apps migration process with Jones IT, we'll be sending your staff regular updates and keep you in the loop during the whole process.  If you have any questions along the way, don't hesitate to ask. If you're already an Office 365 pro and want to skip our email tutorial, feel free to unsubscribe and you won't get any more alerts. Just make sure you mark your calendar for the move date so you're not caught off guard when we cutover.

By the way, for those of you who want to get a head start on learning about Outlook, as well of the rest of the Office 365 suite, we put together this resource guide here. This has links to EVERYTHING users need for post-migration help. We have separate tabs for each App and each tab has links to how-to guides, videos, and more!

If you have any questions or concerns, please feel free to contact Jones IT (, 415.578.7111, and we will be more than happy to help you.