Outlook Mobile — Setup Guide for iPhone (iOS) & Android

Outlook Mobile — Setup Guide for iPhone (iOS) & Android

This guide walks you through setting up the Microsoft Outlook app on your iPhone or Android device with your Microsoft 365 account — so you can read, send, and manage email on the go. It also covers adding shared mailboxes and fixing common mobile sync problems.

Why Use the Outlook App?

The Microsoft Outlook app is the recommended way to access Microsoft 365 email on mobile. Compared to the built-in iPhone Mail or Android Gmail apps, it offers:

• Full Exchange integration (calendar, contacts, tasks — all in one app)
• Focused Inbox to surface important emails automatically
• Access to shared mailboxes and team calendars
• Support for Microsoft 365 security policies (e.g. device PIN requirements set by your admin)

Setting Up Outlook on iPhone (iOS)

Step 1 — Install the app

1. Open the App Store and search for Microsoft Outlook.
2. Tap Get to install the app (it is free).

Step 2 — Add your Microsoft 365 account

1. Open the Outlook app.
2. Tap Add Account.
3. Enter your Microsoft 365 email address and tap Continue.
4. You will be redirected to the Microsoft sign-in page. Enter your password.
5. If MFA is enabled, approve the notification in your Authenticator app or enter the SMS code.
6. Tap Maybe Later if asked to add another account, or add one if needed.
7. Your inbox will start syncing immediately.

Step 3 — Allow notifications

1. When prompted, tap Allow to enable push notifications for new emails.
2. To manage notifications later: iPhone Settings → Notifications → Outlook.

Adding the iPhone native Mail app as an alternative

If you prefer the built-in Mail app instead of (or alongside) Outlook:

1. Go to iPhone Settings → Mail → Accounts → Add Account.
2. Tap Microsoft Exchange.
3. Enter your email address, a description (e.g. "Work"), and tap Next.
4. Tap Sign In and complete the Microsoft sign-in flow.
5. Choose which data to sync (Mail, Contacts, Calendars, Reminders) and tap Save.

Setting Up Outlook on Android

Step 1 — Install the app

1. Open the Google Play Store and search for Microsoft Outlook.
2. Tap Install.

Step 2 — Add your Microsoft 365 account

1. Open the Outlook app.
2. Tap Get Started and enter your Microsoft 365 email address.
3. Tap Continue. You will be taken to the Microsoft sign-in page.
4. Enter your password and complete any MFA prompts.
5. Grant permissions for Outlook to access your contacts and calendar when prompted.
6. Your inbox will begin syncing.

Step 3 — Configure sync settings

1. Tap your account icon in the top-left corner → tap the settings cog ( ⚙ ).
2. Tap your account name.
3. Adjust Sync Frequency and the Mail sync duration as needed.

Accessing a Shared Mailbox on Mobile

The Outlook mobile app supports shared mailboxes. Once you have been granted access in the admin centre:

1. Open Outlook mobile.
2. Tap your account icon (top-left) → tap Add Mail Account.
3. Tap Add a Shared Mailbox.
4. Enter the shared mailbox address.
5. The shared mailbox will appear as a separate inbox in the left panel.

Managing Email on Mobile

Swipe actions

Customise what happens when you swipe on an email:

1. Go to Settings → Swipe Options.
2. Set left and right swipe actions (e.g. Archive, Delete, Flag, Move).

Focused Inbox

Focused Inbox separates your most important messages automatically.

• Switch between Focused and Other tabs in the inbox view.
• Tap and hold an email → tap Move to Focused or Move to Other to teach the filter.
• To disable: Settings → Focused Inbox → Off.

Scheduling emails

• Compose your email, then tap and hold the Send button.
• Select Schedule Send and choose a time.

Calendar

• Tap the calendar icon at the bottom of the screen to view and manage your schedule.
• Tap + to create a new event and add attendees directly.

Troubleshooting Mobile Outlook

Outlook not receiving new emails

• Pull down in the inbox to manually refresh.
• Check that background app refresh is enabled: iPhone Settings → General → Background App Refresh → Outlook (iOS).
• Android: ensure battery optimisation is not blocking Outlook — go to Settings → Battery → App optimisation and exempt Outlook.
• Check that push notifications are allowed for Outlook in device settings.

Cannot sign in / account keeps disconnecting

• Remove the account and re-add it: Settings → tap the account → Delete Account, then add it again.
• If your admin has enabled Conditional Access (device compliance policies), your device may need to be enrolled in Intune. Contact your admin.
• Check that your password has not expired — try signing in at outlook.office.com in a browser first.

Calendar not syncing on iOS

• In the Outlook app, go to Settings → Calendars and check the correct calendars are toggled on.
• On iPhone, go to Settings → Calendar → Accounts and ensure the Exchange account is set to sync Calendars.

Contacts not syncing to the phone's address book

• iOS: go to Settings → Contacts → Accounts → Exchange and enable Contacts.
• Outlook app: Settings → tap account → Save Contacts.

Related Guides

• Getting Started with Microsoft 365
• Exchange Online — Email Flow, Forwarding & Troubleshooting
• Microsoft 365 Security — MFA, Passwords & Account Protection
• Shared Mailboxes & Mailbox Permissions in Microsoft 365

Need Help?

Need help setting this up? We can manage your Microsoft 365 for you — from setup to ongoing support.

Find out more about our Microsoft 365 managed service →