Technology Guide for New Staff

This page is for staff members setting up their email accounts for the first time. It explains how to:

Before You Begin

To follow these instructions, please make sure that:

Change Your Password

Make sure you have your username and initial password. Your username is your first initial and last name followed optionally by a number (for example: mjackson-2). Your password is a random sequence of letters and numbers.

Using a web browser (e.g., Safari, Chrome, Firefox), go to the Password Changer page (the link will open in a new window so you can come back to this page). You should see a screen like the example shown here.

Enter your username at the prompt.

Enter your randomly-assigned password in the Old Password box.

Pick a new password for yourself. It must meet all the constraints listed on the page. Enter it in the New Password box, and then again in the Confirm New Password box. Click Submit when done.

If you receive an error message related to your input (initial password is wrong, or your new password doesn't meet the requirements), try again. If you have questions, ask a Technology Department member for help.

Once the system confirms the change, you may close the window. Your password is now set and you no longer need the temporary password.

Your password needs to sync to other systems before it can be used. Please note that it may take 2-3 minutes before you can log on to email using your new password. If you go on to the next step and are unable to log on, please wait a few minutes and try again.

Check Your Email

Microsoft Outlook is the email system used at Suffield Academy. School announcements are sent via email, so you should check your account regularly. At the end of these instructions we also show you how to forward your email to another address if that makes it easier for you to check.

Open a web browser and navigate to this page:

Enter your complete email address (your username followed by and click Next

(Click any image to open a larger version in a new window.)

On the next screen, you should see an image of the school's seal (this helps verify that you aren't typing your password into a fake site). If the background looks correct, enter your password and click Sign in.

Please note that it can take a few minutes for your password to sync to Microsoft. If your password isn't working and you just changed it, please wait a few minutes and then try again. Typically the password syncs within 2 minutes, so if it still doesn't work after waiting that long you should use our password page to confirm your password.

If this is your first time using your account, you may be asked to provide a phone number. This is used to help secure your account if multi-factor authentication is enabled. If you do not have your phone with you at this time, you may cancel and you will be asked again at a later time.

You may be asked if you want to Stay Signed In on this computer. If this computer is not yours (e.g., it's a friend's, or one in a public location), you should click No. You should click Yes only if the computer is a personal device that you control.

You should now be on the main Office 365 screen. Click the Outlook icon that looks like this:

If prompted, select a primary language and timezone. Then click the Save button.

You should now arrive at your inbox in Outlook. You're ready to read and send email!

In addition to your inbox there is an important feature called Groups. Your inbox is for messages just to you, but groups are used to send messages to multiple people. Many school announcements are sent this way, so you should check your groups as well as your inbox or you might be missing important messages!

To show your groups, click the triangle icon next to the Groups item in your sidebar. A list of groups will appear, and you can click on them to read messages.

If you do a secondary click (hold the Control key and click on an Apple, or right-click on a PC) on a group name (such as All School Messages) a menu will appear. You can then choose Add to Favorites, which will cause the group name to appear at the top of your sidebar without needing to click on Groups. We recommend you do this with All School Messages and any other groups you access frequently.

Finally, you can choose Mark all as read from the same menu to "catch up" on unread messages from previous years that you don't need to review.

If you'd prefer to see all your messages in your inbox (instead of having to click on different groups), you can change your preferences to do so.

Navigate to the group, then click on the ... icon under the group's name.

In the menu that pops up, click Settings.

On the side of your window, a Group Settings panel will appear. Click Follow in inbox to receive copies of group messages directly in your inbox.

Close the panel by clicking the X at the top of the panel to save your changes.

Forwarding Email (Optional)

If you have a separate email account that you check more frequently, you may choose to forward messages from your Suffield Academy account to your personal account.

Near the top-right corner of your email window there is a Gear icon. Click this and type Forward in the search box that appears. When Forwarding appears below, click on it.

The Forwarding Settings panel will appear. Check the Enable forwarding box and enter the address you'd like to forward messages to.

We also recommend checking the Keep a copy of forwarded messages box so you always have a copy of your messages in your Suffield Academy inbox to reference.

Click the Save button at the bottom of the panel to save your changes, then click the X at the top of the panel to close it.

Wrapping Up

You are all set up with your school email! If its easier to check your email on your phone, please see our instructions for setting up Microsoft Outlook on a mobile device. The short version is simply download Microsoft Outlook from the App store on your phone, and then sign in using your email address and password.

If you have any questions, please feel free to ask a member of the Technology Department.