Frequently Asked Questions
Answers to common questions about Microsoft 365 for Rotary District 9660 members.
General
Microsoft 365 (sometimes called M365 or Office 365) is Microsoft's suite of online tools — email, cloud storage, document editing, video meetings, and more. It gives you a single account that provides access to a family of digital tools under one login.
Rotary District 9660 uses Microsoft 365 to give members a secure, shared digital workspace including the Rotary SharePoint site, Outlook email, Microsoft Teams for meetings, and OneDrive for file storage.
With your Rotary Microsoft 365 account you can access:
- Rotary SharePoint — the district's shared files, documents, and resources at rotaryd9660.sharepoint.com
- Outlook — your personal Rotary email inbox at
firstname.lastname@rotary9660.org.au - Microsoft Teams — video meetings, chats, and district group conversations
- OneDrive — your personal cloud file storage (1 TB)
- Web versions of Office apps — Word, Excel, and PowerPoint in your browser
Yes. You can access all Microsoft 365 tools through a browser on any device. For a better experience on phones and tablets, download the free Microsoft apps — Outlook, Teams, SharePoint, and OneDrive — from the App Store (iPhone/iPad) or Google Play (Android).
Whether you can install the full desktop apps depends on your account type. Email the IT team at support@rotary9660.org.au to find out.
In the meantime, you can use the browser versions of all apps at office.com — no installation needed.
Mobile & Apps
You can use a browser on your phone for most things — go to office.com in Chrome or Safari and sign in. The apps give you a better experience, especially for Teams (meetings and notifications) and Outlook (email notifications). Apps are free to download.
Yes, this is normal. Microsoft Teams needs camera and microphone access for video meetings. Outlook needs notifications permission to alert you to new emails. These are standard permissions and the apps only use them when you actively take part in a meeting or send/receive a message. You can review and adjust these permissions any time in your phone's Settings app.
In the Outlook or Teams app, tap your profile picture or initials in the top-left corner. The account currently active will be shown with your name and email address. Your Rotary account will have an address ending in @rotary9660.org.au.
In Outlook or Teams, tap the profile picture or initials in the top-left corner. You will see a list of accounts you have added to the app. Tap the account you want to switch to. Both accounts can be active in the same app at the same time — you just choose which one you are viewing.
Microsoft Teams
Chat is a private conversation between you and one or more specific people. Only the people you added can see the messages.
Channel is a shared space inside a Team, visible to all members of that Team. It is searchable, and new members can see the history. Use channels for committee work, decisions, and files that the whole team needs to find later.
See the Chats & Channels guide for a full comparison.
Open Teams and go to your profile settings → Notifications → Quiet hours. Set the times you want Teams to stay silent. See the Teams overview page for exact steps on your device.
Yes. Download Microsoft Teams from the App Store (iPhone/iPad) or Google Play (Android). Sign in with your Rotary email address. See the Teams guide for full install steps.
Make sure you are signed in to the correct account. The link requires you to be signed in with your Rotary account (firstname.lastname@rotary9660.org.au), not a personal Microsoft account.
If you are on a phone and the link asks you to download Teams, you can also try clicking "Join on the web" instead, which opens the meeting in your browser without the app.
If you still cannot get in, contact support@rotary9660.org.au.
Outlook
No. Your Rotary email address is separate from any personal email account (Gmail, Outlook personal, iCloud, etc.) you may have. It is provided by Rotary District 9660 specifically for district work and ends in @rotary9660.org.au.
Personal Rotary accounts use the format firstname.lastname@rotary9660.org.au. For example, keiran.rodgers@rotary9660.org.au.
Role-based shared inboxes (not personal accounts) use rolename@rotary9660.org.au or rolename.role@rotary9660.org.au — for example community@rotary9660.org.au or secretary@rotary9660.org.au.
Download Microsoft Outlook from the App Store (iPhone/iPad) or Google Play (Android). Open the app, tap Add Account, enter your Rotary email address (firstname.lastname@rotary9660.org.au), and follow the prompts. See the Outlook guide for full steps.
Outlook has a message recall feature, but it only works if the recipient is in the same Microsoft 365 organisation and has not yet opened the email. To try: find the sent email in your Sent Items folder, open it, go to Message in the ribbon, click Actions, and select Recall This Message.
Recall is not guaranteed to work. If the email was sent externally or already opened, the best approach is to send a follow-up apologising for the error.
A shared inbox is an email address that belongs to a role or committee, not a single person. For example, community@rotary9660.org.au. Multiple people can read and reply to messages in a shared inbox, and replies come from the shared address, not from a personal address.
You access it through your own Outlook account after the IT team grants you permission. See the Shared Inboxes guide for full details.
On the desktop web (outlook.office.com), the shared inbox should appear automatically in the left sidebar within a few minutes of access being granted. If it does not appear, try clicking your profile picture → Open another mailbox → enter the shared inbox address.
On mobile, you need to add it manually. See the Shared Inboxes guide for step-by-step instructions.
When composing a new email, click the From field and select the shared inbox address from the dropdown. Make sure you are starting the email from inside the shared inbox, not from your personal inbox.
See the Shared Inboxes guide for platform-specific steps.
SharePoint
Check the document library you uploaded to. Navigate to the SharePoint site and open the Documents library (or the specific library you used).
If you uploaded to the wrong place, try searching for the document by name using the search bar at the top of the SharePoint site.
If you uploaded to your personal OneDrive instead of SharePoint by mistake, go to office.com → OneDrive to find it there. Then you can move or copy it to SharePoint.
Yes. Tap the document in the SharePoint app or browser. It will open in the relevant Microsoft app (Word, Excel, etc.) if you have it installed, or in the browser version. Changes are saved automatically.
OneDrive
Your Rotary account includes 1 TB (terabyte) of OneDrive storage. To see how much you have used, go to office.com → OneDrive, and look for the storage indicator in the bottom-left corner of the screen.
A few common reasons:
- The sharing link was set to "People in Rotary District 9660 with the link" but the recipient is not signed in to a Rotary account. Ask them to sign in first, or change the link to "Specific people" and enter their email address.
- The link type was "People with existing access" — if the recipient does not already have access, they cannot open it. Change the link type.
- The link has expired (if you set an expiry date when sharing).
To change the sharing settings, find the file in OneDrive, right-click it, select Share, and update the link settings.
Calendar
When creating a new calendar event in Outlook (web or app), toggle the Teams meeting option on. A Teams link will be added to the invite automatically. Attendees can join by clicking the link — they do not need the Teams app installed.
See the Calendar guide for step-by-step instructions on each device.
This usually happens when your Outlook time zone setting does not match your local time zone.
To fix it on the web: go to outlook.office.com → Settings (gear icon) → View all Outlook settings → General → Language and time. Change the time zone to (UTC+10:00) Canberra, Melbourne, Sydney (or whichever Australian time zone applies to you) and save.
Account & Security
MFA (Multi-Factor Authentication) adds a second check after your password. Each time you sign in, a 2-digit number appears on your computer screen. Your phone receives a notification from the Microsoft Authenticator app — you type that number in and tap Approve.
This means even if someone learns your password, they cannot access your account without also having your phone. Microsoft 365 requires MFA for all Rotary District 9660 accounts.
If you have completed the initial setup (including MFA), you can reset your own password at aka.ms/sspr. See the Forgot Password guide for step-by-step instructions.
If that does not work, contact support@rotary9660.org.au.
See the Changed Phone guide. If you still have your old phone, you can update it yourself at aka.ms/mysecurityinfo. If you no longer have your old phone, contact support@rotary9660.org.au.