Category: IT (Page 3 of 11)

Migrating Microsoft Authenticator codes to a new phone

November 10, 2025 / Jim Smith

NOTE: This is untested by Andrae as of 4/7/25, these are just notes from ChatGPT to try first.

Ah, got it — if you’re moving Microsoft Authenticator to a new phone (and still using Microsoft Authenticator on the new device), the process is easier than switching to a different app. Here’s how you can do it:

🔄 Option 1: Use Microsoft Account Cloud Backup & Recovery

This works only if you’re signed in with a Microsoft account and have cloud backup enabled.

✅ On Your Old Phone:

Open Microsoft Authenticator.
Tap the three dots (⋮) > Settings.
Make sure Cloud backup is enabled (Android: “Cloud backup”, iOS: “iCloud backup”).

📱 On Your New Phone:

Install Microsoft Authenticator.
Open the app and sign in with the same Microsoft account you used on your old phone.
The app will offer to restore from backup — follow the prompts.

Boom! All your accounts backed up will restore — but note:

Only Microsoft 2FA entries and accounts that support backup will restore.
Some third-party accounts (like Google, Facebook, etc.) won’t transfer unless you re-set them manually.

🔄 Option 2: Manual Transfer (if no backup)

If you didn’t enable backup, you’ll need to:

Log in to each account (Google, Facebook, GitHub, etc.).
Go to the 2FA/security settings.
Remove Microsoft Authenticator, then re-add it by scanning a QR code from your new phone’s app.

🔐 Don’t Forget:

Keep your old phone until everything is moved over.
Make sure you have backup codes for all accounts just in case.
After confirming the new phone works, delete the accounts from the old phone for security.

MS365 Admin – How to resolve email delivery issues due to account restrictions

November 10, 2025 / Jim Smith

How to resolve email delivery issues due to account restrictions – MS365 Admin

Raised from ticket #2163

If a user is experiencing issues with sending emails, particularly if they receive a message indicating that the delivery has failed due to their email address not being recognized as a valid sender, follow these steps:

Check for Account Restrictions: The user’s email account may have been blocked or flagged as spam. If we have control of the tenant, go to https://security.microsoft.com/restrictedusers to review the restrictions and follow mitigation steps before unblocking the user.
Wait for Restrictions to Lift: After resolving any issues, it may take some time (up to an hour) for restrictions to be lifted. Check back after this period.
Reset Their Password, Reset MFA, and Revoke All Sign in Sessions if suspicious activity is detected: If their account has been compromised or flagged, resetting their password can help. Ensure that you also set up Multi-Factor Authentication (MFA) for added security.
Verify DNS Records: Ensure that tenant’s DNS records are correctly configured. This can affect email delivery.
Test Sending Emails: Once the restrictions are lifted and any other necessary steps are taken, try sending an email to confirm that the issue is resolved. If problems continue, evaluate what else might be going on 🙂

Setting up email forwarding from an MS365 Tenant/Email

November 10, 2025 / Jim Smith

Documentation for how to allow email forwarding from an MS365 email account

Go to mail tab of a user profile

Click on the forwarding option

At the top where it has a warning letting you know that you won’t be able to actually send out mail click on “manage outbound anti-spam policies”

on the anti-spam policies page within defender click anti-spam outbound policy

then click edit protection settings

near the middle of the page is one labeled forwarding rules, and it’ll say automatic forwarding rules if it’s on system, default or off, it will block all forwarding

when you change it “on” you will get an error message saying that certain things must be set up, click OK

then you have to wait roughly 72 hours for these things to take affect. there is a method where you submit a ticket to Microsoft and they run a ton of power shell commands to try to accelerate the process but the most reliable methodology I have found is just waiting the time that they say.

there is not an indicator or progress bar or confirmation email once the changes have applied

here’s the key part: once the tenant update has happened that allows for external email forwarding, that rule will go back to system default. you now have to open back up that anti-spam policy and change it back to the “on” position.

then you can go to any person’s email within the users, directory page, put in forwarding and put in some address completely outside of the domain. Send it a test email from something completely outside the domain, and once you see that confirmation email come through. You are all set!

Sharepoint – Creating Permissions Group for Document Libraries within a Sharepoint Site

November 10, 2025 / Jim Smith

Here are the steps to check for creating a new document library and permission group for that library if creating within a singular Sharepoint Site (like Bienestar’s):

Sign into MS365 Sharepoint Admin for Cusomter
Go to Sharepoint Site
If you need a whole new document library, Under “Site Contents” click “New > Document Library” and name accordingly.
Go back to home once made.
Then in the document libraries at the top of the site (or on the side if layout is different), there’s a page called “Permission Groups”. Click into that, and create a new group for the document library.
Add whatever users are needed and change permissions
Save the group, and back out of the Permissions Group page.
Go to the new document library you created, and then this is where I get fuzzy so verify this is the case: at the top right, click “Site Access” within the document library you need to apply that permissions group to, search for the permissions group, and add them to that site.
I don’t know if you have to, but may need to click “SYNC” from there to apply the new document library to the relevant users’ OneDrives.
Please update the KB article in Atera with any steps you find to be different.

Andrae

Sharepoint email ignore letter

November 10, 2025 / Jim Smith

Subject: No Action Needed on SharePoint Emails – Migration in Progress

Hi [Customer’s Name],

Just a quick heads-up! As we begin your SharePoint migration, you might see some automated emails popping up. No need to worry—these can be safely ignored for now.

We’re handling everything on the backend, and there’s nothing you need to do at this stage. We’ll keep you updated along the way and will provide training and more details when the time comes.

If you have any questions in the meantime, feel free to reach out—we’re happy to help!

Thanks,
[Your Name]
[Your Role]
Ultrex IT

SharePoint Migration Lessons Learned

November 10, 2025 / Jim Smith

Sharepoint Migration Lessons Learned

Revised by: Andrae 12/20/24

Validated multiple different scenarios as a dry run using the Ultrex Test MS365 Tenant.

Lessons Learned:

– If a folder / file is owned by User 1 in OneDrive and User 1 has shared contents to User 2 with edit permissions (didn’t test with view permissions), and then User 1 is unlicensed/deleted, from User 2’s OneDrive you can still move files/folders into a Sharepoint site that User 2 is a site member of w/ edit permissions as well, by using OneDrive’s “Move To” company sharepoint site function.

o The value of this is that file version history will move across with the contents to the Sharepoint site.

– Sharepoint Migration tool is the best tool to use if you have files locally synced on the computer you want to upload from. But since this is essentially creating a copy of those files (if downloading from OneDrive), then you’ll lose file version history and will be uploading a fresh copy into the sharepoint site you need.

When name files / sharepoint sites, plan how you will be syncing the files to your users’ devices. Sharepoint sites will display name in the following order: “Document Library Name – Sharepoint Site Name”. For example in MPP’s it will show as “Shared – Accounting”. Then if you’re having users look in separate spots for where files are living (i.e. OneDrive for items owned by you, and Sync to Device for Sharepoint Sites that will show up in a separate line in File Explorer outside of the OneDrive live), it needs to be clear which library is for which site since you only have so much room.

If having users “Add Shortcut to OneDrive”, make sure to just select the Document Library tab and say “Add Shortcut to OneDrive” without highlighting any of the subfolders, and this will add the Full Parent Library folder in a top level folder in OneDrive. Avoids having to select each folder and say “Add Shortcut to OneDrive” and clutter OneDrive with a million unclearly named folders.

Sharepoint Migration Starting letter

November 10, 2025 / Jim Smith

Hello team,

So Monday the 30th of December marks the start of our OneDrive/SharePoint migration project. This has been a long time coming, and represents a big leap forward for staff ease of working from home and stability of file access.

To ensure that you maintain access to any critical files and prevent losing recent changes, we recommend that beginning Monday the 30th of December, anyone who needs to ensure continued access to updated documents should have saved them to their desktop (or any other local to your computer location). After the migration is complete, you will be able to place these files into their proper locations in OneDrive/SharePoint.

While we’re in the midst of the move, a couple of key notes-

You won’t have access to the file server/current documents during the move, so if you don’t make copies to your machine before then for files you need during the transition, then assume you won’t be able to work with them.

Directly after the migration we have a training session booked to get at the basics of “Where’s my stuff?” and “How can I access my stuff?”

You’re likely to get emails during our work informing you that a new sharepoint site has been shared with you- please ignore those, and certainly don’t go to the link and start interacting with files until the migration is done and the training session is complete. If files are played with on the source or destination while we’re in progress, it can delay the migration and have all staff waiting on the completion date if we have to start over because of file sync issues.

We’ll be holding a training session on January 6th at XXXXX to help your team get familiar with accessing and managing files in OneDrive/SharePoint. Anyone who needs assistance should bring the device they use so we can help them get signed in on the spot. For anyone who cannot attend, we will provide an email with written instructions and a how-to video demonstrating file access and organization in OneDrive.

As we complete the SharePoint migration, a member of our team will be on-site to assist with any other technical issues you may have. We understand that change comes with a learning curve and potential adjustments, and we’re fully prepared to guide you through this process.

Thank you for your cooperation and for trusting us to help streamline your file management environment. We value your partnership and look forward to ensuring a smooth, efficient transition for you and your organization.

Best regards,

Jim Smith

Ultrex IT

541-862-1053

IT@Ultrex.com

Sharepoint Staff Training Day welcome email

November 10, 2025 / Jim Smith

Hello Team!

Today, we’re diving into our MS365 file-sharing process to ensure you can access your documents as directly and efficiently as possible. Alongside our in-person training, here’s a step-by-step guide for the one-time setup and ongoing use of SharePoint and OneDrive.

One-Time Setup:

**Access the Provided Links:**
- We’ll send you a series of links corresponding to different department pages.
- Click on each link from your computer (PC or Mac).
**Navigate to the Documents Section:**
- Once on a department page, locate and click on “Documents” in the menu. This may appear on the left-hand sidebar or across the top.
**Identify the Relevant Folder:**
- Within the Documents section, find the folder named after the department page you’re on, such as Governance, Communication, Management, or Operations.
**Add Shortcut to OneDrive:**
- Click to highlight the folder (avoid double-clicking to enter it).
- At the top of the page, select “Add shortcut to OneDrive.”
**Repeat for Each Link:**
- Perform the above steps for each department link you’ve been provided.
- If you encounter an error stating, “You need permission to access this site,” it means you don’t have access to that folder. You can safely skip it. If you believe this is an error, please confirm with your point of contact, and we can adjust your access as needed.

Ongoing Use:

**Accessing Shared Folders:**
- After adding shortcuts, you can access these folders through the OneDrive app on your computer, phone, or tablet.
- Download the OneDrive app from Microsoft on your preferred device and sign in using your organizational email credentials.
**Understanding Shared vs. Personal Folders:**
- The folders you’ve added are communal spaces. To share files with the team, place them into the corresponding department folder.
- Creating new files or folders within these shared directories will automatically grant access to the appropriate team members.
- Avoid using OneDrive to override sharing settings; adhering to the established structure ensures smooth collaboration.
**Personal Backups:**
- If your computer backs up the Documents, Desktop, and Photos folders into OneDrive, these are stored in your personal, confidential space and are not shared with the staff.
- Seeing these folders in OneDrive doesn’t mean others can access them.

Best Practices:

**Naming Conventions:**
- Use clear and descriptive names for files and folders. For example, “Fall2020_Logo” is more informative than “NEW_LOGO.”
- Within the four core shared folders, please follow company naming conventions. For your personal OneDrive folders, you have more flexibility.

For a visual walkthrough of these steps, you can watch the following video:

SharePoint Training

Thank you for your attention. If you have any questions or need further assistance, don’t hesitate to reach out—we’re here to help!

Welcome to MS365 intro training letter

November 10, 2025 / Jim Smith

Hello! I’m Jim with Ultrex IT, and we’ll be doing training shortly on your new Microsoft 365 organizational accounts. We are assisting you in a transition from personal accounts to Microsoft 365 Organizational accounts for all work-related activities. This change will provide us with a unified platform for email, office applications, and, in the near future, file sharing.

Setting Up Multi-Factor Authentication (MFA):

The first time you log in to your new Microsoft 365 account, you will be prompted to set up MFA. Please follow these steps to complete the process:

Sign In to Microsoft 365:
- Visit office.com from a computer or tablet, and have your phone on hand and click on “Sign In.”
- Enter your new Microsoft 365 email address and password.
Begin MFA Setup:
- After entering your credentials, you’ll see a prompt stating, “More information required.” Click “Next” to proceed.
Choose Your Verification Method:
- Authenticator App (Recommended):
  - If you don’t already have an Authenticator app installed on your mobile device, download it from the Apple App Store or Google Play Store. We recommend the Google Authenticator app as a best-practice.
  - Open the app, select “Add account,” and give the app camera permissions so you can take the picture of the coming QR code.
  - Return to your computer and click “I want to use a different authenticator app” then next.” A QR code will appear on the screen.
  - Use the Authenticator app to scan the QR code. This will link your Microsoft 365 account to the app.
  - After scanning, click “Next.” A you’ll need to put in the code now being displayed on your phone.
- Phone Verification:
  - If you prefer to receive verification codes via text message or phone call:
    - Select “I want to set up a different method” and choose “Phone.”
    - Enter your mobile phone number and specify whether you want to receive a text message or a phone call.
    - Click “Next.” You’ll receive a code via the chosen method.
    - Enter the code on the sign-in screen to verify your phone number.
Finalize Setup:
- Once your verification method is confirmed, click “Next.”
- You’ll see a confirmation that MFA is now enabled for your account. Click “Done” to complete the process.

Important Notes:

Authenticator App vs. Phone Verification: While both methods enhance security, using the Microsoft Authenticator app is recommended for a more secure and seamless experience.
Future Sign-Ins: After setting up MFA, you’ll be prompted to verify your identity using your chosen method when accessing your account from new devices or locations.

What about my old email?:

Email: We will be adopting Outlook.com for email communications. To ensure you continue receiving messages sent to your personal Gmail accounts, we recommend setting up automatic forwarding from Gmail to your new Microsoft 365 email address. This will consolidate your emails into one inbox, eliminating the need to check multiple accounts. Your old email account will not be deleted or going away, but it’s best to view it as an account you can log into for viewing historical email, not checking two places at once. To that end:

Setting Up Email Forwarding from Gmail to Outlook:

To forward your Gmail messages to your new Microsoft 365 email address, please follow these steps:

**Access Gmail Settings:**
- Sign in to your Gmail account.
- Click on the gear icon in the top-right corner and select “See all settings.”
**Add Forwarding Address:**
- Navigate to the “Forwarding and POP/IMAP” tab.
- In the “Forwarding” section, click “Add a forwarding address.”
- Enter your new Microsoft 365 email address and click “Next,” then “Proceed,” and finally “OK.”
**Verify Forwarding Address:**
- A confirmation email will be sent to your Microsoft 365 inbox.
- Log in to your Outlook account, open the confirmation email, and click on the verification link provided.
**Enable Forwarding:**
- Return to your Gmail settings page and refresh the browser.
- In the “Forwarding and POP/IMAP” tab, select “Forward a copy of incoming mail to” and choose your Microsoft 365 email address from the dropdown.
- Decide on the action for Gmail’s copy of the emails (e.g., keep, archive, or delete).
- Click “Save Changes” at the bottom of the page.

Training Session:

An in-person training session is scheduled. During this session, we will cover:

Navigating the Microsoft 365 dashboard.
Using Outlook.com for email communications.
An overview of Word, Excel, and PowerPoint.
Addressing any questions or concerns you may have.

Support:

Ultrex IT will be your primary contact for any account-related issues or technical support. You can reach us at IT@Ultrex.com or call 541-862-1053.

Next Steps:

Log into your account for the first time at outlook.com and set up Multi-Factor-Authentication (MFA)
Set up email forwarding from your personal Gmail account to your new Microsoft 365 email address to streamline your communications.
If you have any immediate questions or concerns, feel free to reach out to Ultrex IT or Scott.

Reach out if you need any help- we live to serve!

How to Send Emails from a Different Account Using Outlook

November 10, 2025 / Jim Smith

Configuring Outlook to Send Emails From Another Account

If you need to send emails from a different email account using Outlook, follow these steps:

Open Outlook and start a new email.
Click on the three dots (…) in the options menu of the new email window.
Select the ‘From’ field dropdown.
Choose the desired email account you have been authorized to send from. If it’s your first time sending from that account, you may need to add it using the shared email box feature.
Once selected, this setting will remain available for future emails, making it easy to switch between authorized accounts.

This process allows for smooth switching between various accounts and is available in both Outlook.com and Outlook classic versions.