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T4 how-to guides

Step-by-step answers to the questions we’re asked most often.

Jump to a guide

  1. Report a suspicious email
  2. Set up your out of office
  3. Open a shared mailbox
  4. Share a file safely
  5. Find a lost file
  6. Set up email on your phone
  7. Join a Teams meeting
  8. Sync files to your computer
  9. Use your 3CX voicemail
  10. Set up 3CX on your mobile

Report a suspicious email

If an email feels off, trust your instinct. Reporting it takes seconds and helps protect your whole organisation.

Warning signs

  • Urgent pressure to act now, pay an invoice or change bank details
  • A sender address that doesn’t quite match the name, or a known contact writing out of character
  • Requests to sign in, open an attachment or “verify” your account
  • Links that show a different address when you hover over them

What to do

  1. Don’t click any links, open attachments or reply.
  2. In Outlook, select the email and choose Report then Report phishing. On your phone, open the email, tap the three dots and choose Report.
  3. If you can’t see a Report option, don’t forward the email. Send us a message with the sender’s name and the subject line, then delete it.
  4. If the email asks to change payment details, call the sender on a number you already know. Never use the contact details in the email.

Already clicked or entered your password? Call us straight away on 1300 765 014. Acting fast makes a big difference, and you won’t be in trouble for telling us.

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Set up your out of office

Let people know you’re away and who to contact instead.

Outlook on your computer (new Outlook) or Outlook on the web

  1. Select the Settings gear at the top right.
  2. Go to Account then Automatic replies.
  3. Turn on Automatic replies.
  4. Tick Send replies only during a time period and set your start and end dates, so it switches off by itself.
  5. Type your message. Add a second message for people outside your organisation if you’d like it to say less.
  6. Select Save.

Classic Outlook

  1. Select File then Automatic Replies.
  2. Choose Send automatic replies, set your dates and type your message.
  3. Select OK.

Outlook app on your phone

  1. Tap your profile picture at the top left, then the Settings gear.
  2. Tap your work account, then Automatic replies.
  3. Turn it on, set your dates and message, then tap the tick to save.

Tip: Include a colleague’s name and email for anything urgent, and the date you’re back.

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Open a shared mailbox

Shared mailboxes, like info@ or accounts@, let a team work from one inbox. You’ll need access first, which we set up for you.

Classic Outlook

  1. Once we’ve given you access, close and reopen Outlook.
  2. The shared mailbox should appear in your folder list below your own mailbox. This can take up to an hour.

New Outlook or Outlook on the web

  1. In the folder list, right-click Shared with me (or Folders on the web).
  2. Choose Add shared folder or mailbox.
  3. Type the shared mailbox name or address, then select Add.

Sending from the shared address

  1. Start a new email.
  2. Select the From field and choose the shared address. If you can’t see From, go to Options and select Show From.

Can’t see it, or need access? Submit a request and include the mailbox name. Your manager may need to approve it.

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Share a file safely

Share a link instead of attaching files. Everyone works on the same version, and you control who can open it.

From OneDrive, SharePoint or Teams

  1. Select the file, then select Share.
  2. Open the link settings (usually shown under the name box) and choose Only people you choose (sometimes called Specific people).
  3. Choose whether they can edit or can view.
  4. Type the person’s name or email address, add a short message if you like, and select Send.

Stop sharing a file

  1. Select the file, then Share and Manage access.
  2. Remove the person or delete the link.

Avoid “Anyone with the link” for anything confidential. Anyone who gets the link, including by accident, can open the file.

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Find a lost file

Most “lost” files are just saved somewhere unexpected. Work through these in order.

  1. Check Recent. In Word, Excel or PowerPoint, select File then Open to see files you’ve used lately.
  2. Search. Use the search bar at the top of Teams, OneDrive or Office.com. Search by a word from the file name or contents.
  3. Check Shared. In OneDrive, select Shared to see files others have shared with you.
  4. Check the recycle bin. Open OneDrive in your browser and select Recycle bin. For a team or SharePoint file, open the site and find its Recycle bin. Select the file and choose Restore.
  5. Get an earlier version back. If a file was changed or overwritten, right-click it in OneDrive or SharePoint, choose Version history and restore the version you need.

Still missing? Submit a request with the file name, where it was saved and roughly when you last saw it. We may be able to restore it from backup.

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Set up email on your phone

Use the Microsoft Outlook app. It’s the most secure option and works best with your work account.

  1. Install Microsoft Outlook from the App Store (iPhone) or Google Play (Android).
  2. Open Outlook and choose Add account.
  3. Enter your work email address and select Continue.
  4. Sign in with your work password and approve the request in Microsoft Authenticator.
  5. If you’re asked to install Company Portal or set a phone PIN, follow the prompts. This protects your organisation’s information and doesn’t give us access to your personal content.

Tip: Install the Microsoft Teams app the same way, so you can chat and join meetings on the go.

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Join a Teams meeting

A quick check before you join saves the “can you hear me?” moment.

Join

  1. Open the meeting in your Outlook or Teams calendar and select Join.
  2. Before you join, choose whether your camera and microphone are on.
  3. Check the audio device shows your headset or speakers, then select Join now.

During the meeting

  • Mute: select the microphone icon. Stay muted when you’re not speaking.
  • Share your screen: select Share and choose a single window rather than your whole screen, so you don’t show anything private.
  • Leave: select Leave at the top right.

No sound or bad connection? Most invites include a phone number. Dial in on your phone and use your computer only for the screen.

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Sync files to your computer

Work with your team’s SharePoint and Teams files in File Explorer, just like a normal folder.

  1. Open the files in Teams (the Files tab of a channel) or in SharePoint.
  2. Select Add shortcut to My files. This is the preferred option. If you don’t see it, select Sync.
  3. Open File Explorer. The folder now appears under OneDrive on the left.

What the icons mean

  • Cloud: stored online only. It downloads when you open it, so you need internet.
  • Green tick: available on this computer.
  • Solid green tick: always kept on this computer. Right-click a folder and choose Always keep on this device if you need it offline.

Tip: Changes save to everyone. If you delete a synced file, it’s deleted for your team too.

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Use your 3CX voicemail

Check messages, change your PIN and record your own greeting, from your desk phone or the 3CX app.

Listen to messages on your desk phone

  1. Dial 999, or press the voicemail or message button on your phone.
  2. Enter your voicemail PIN, then press #.
  3. Follow the prompts to play, save or delete your messages.

Listen to messages in the 3CX app or web client

  1. Open the 3CX app on your phone, or the 3CX web client on your computer.
  2. Go to Voicemail. On the mobile app it may sit under Recents or the menu.
  3. Tap a message to play it. You can delete it once you’re done.

Record your greeting

From your desk phone:

  1. Dial 999, enter your PIN and press #.
  2. Press 9 for options, then 8 to change your greeting.
  3. Follow the prompts to record, listen back and save.

From the web client:

  1. Open the 3CX web client and go to Settings.
  2. Find Greetings (or Voicemail) and choose to record a new greeting, or upload one.
  3. Save your changes.

Change your voicemail PIN

  1. Dial 999, enter your current PIN and press #.
  2. Press 9 for options, then 7 to change your PIN.

Sample greeting: “Hi, you’ve reached [name] at [business]. I can’t take your call right now. Please leave your name, number and a short message and I’ll get back to you as soon as I can.”

Don’t know your PIN, or 999 doesn’t work? Your phone system may use a different code. Submit a request and we’ll reset it for you.

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Set up 3CX on your mobile

Make and take work calls from your mobile using your office number, so your personal number stays private.

Before you start

  • Find your 3CX welcome email, which has your web client login. Ask us if you can’t find it.
  • Have your computer handy. You’ll scan a QR code from its screen.

Set it up

  1. On your phone, install 3CX from the App Store (iPhone) or Google Play (Android). Check the publisher is 3CX.
  2. On your computer, log in to the 3CX web client using the link in your welcome email.
  3. In the web client, go to Settings and select the QR code button. Your welcome email may also include a QR code you can use.
  4. Open the 3CX app on your phone and choose to scan a QR code, then point your camera at the code on your screen.
  5. The app sets itself up with your extension. Make a test call to a colleague to check it works.

Allow the right permissions

When the app asks, tap Allow for each of these. Without them, calls may not ring through.

  • Microphone: so callers can hear you.
  • Notifications: so incoming calls ring.
  • Contacts (optional): to show caller names from your phone.

Android tip: If calls don’t ring when your phone is asleep, go to Settings, Apps, 3CX, Battery and choose Unrestricted (or turn off battery optimisation).

Everyday use

  • Calls show your office number when you dial out from the 3CX app. Calls from your normal phone dialler still show your personal number.
  • Set your status in the app, for example Away or Do Not Disturb, to control when calls reach your mobile.
  • Transfer a call during the call by tapping Transfer and choosing a colleague.

Lost or replaced your phone? Tell us straight away so we can disconnect the old device from your extension.

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