Your profile, two-factor sign-in and notifications

Where the settings live

Open Settings (called Mailbox Settings) from the gear in Mail. A left-hand menu lists the tabs: Profile, Signatures, Out of office, Filters, Labels, Templates, Security, Mail apps, Preferences, Bring my old mailbox and Export my data. If you have more than one mailbox, choose which one you are editing with the Mailbox drop-down at the top of the menu.

Profile

On the Profile tab you set your Display name, Job title and Phone. Choose Save profile when you finish. Your name is what colleagues see in Mail, Chat and the org chart.

The tab also lists your Address and any Aliases, which are extra addresses such as info@ or sales@ that deliver into your inbox. Your administrator manages addresses and aliases, so you cannot add one yourself.

Turn on two-factor authentication

Two-factor authentication means your password alone is not enough: you also type a six-digit code from an authenticator app on your phone. Someone who steals or guesses your password still cannot get in.

1. Open Settings, then the Security tab.
2. Choose Turn on.
3. Scan the square code with your authenticator app. If you cannot scan it, choose the setup-key option in the app and type the key shown on screen.
4. Enter the six-digit code the app shows to confirm.
5. Save your Backup codes. They are shown once. Keep them somewhere safe outside your mailbox, because each code gets you in once if you lose your phone.

To turn it off later, enter a current code and confirm. If your administrator has made two-factor required, you will be asked to set it up the next time you sign in.

Note: Two-factor covers signing in to PGB Business. Mail apps on your phone or computer sign in separately.

Passwords and recovery

The Security area also lets you Change password (current password, then the new one twice), manage your Recovery email, review Active sessions, and use Sign out other devices if you left yourself signed in somewhere. A recovery email is a personal address outside the workspace where a reset code is sent if you forget your password. Add one now, before you need it.

Notifications

Open the Preferences tab to find Notifications. Choose Turn on notifications to allow alerts on this device, then pick what you want:

• New mail: all new mail in your inbox, or only mail that needs a reply.
• Meeting invitations.
• Mentions and direct messages in Chat.

Use Send a test to check that alerts arrive. Quiet hours silences notifications on your devices between a start and end time that you set.

Also in Preferences: Send new mail from (your default address), Undo send (how many seconds a message waits before leaving), the Theme, and Keyboard shortcuts.

Checklist for day one

• Display name, job title and phone filled in.
• Two-factor turned on and backup codes stored safely.
• A recovery email added.
• Notifications set to what you can live with, plus quiet hours.