Get your Microsoft 365 work email, calendar and contacts on your iPhone, iPad or Android phone. The free Outlook app is the easiest and most reliable option, but the built-in iPhone Mail app and Gmail app on Android work too.
Before you start
- Your Microsoft 365 email address and password.
- If your organisation uses multi-factor authentication (MFA), have the Microsoft Authenticator app set up, or your phone to hand for a text code. See Set up multi-factor authentication.
- The Outlook app is free on every Microsoft 365 plan, including Business Basic.
Option 1: the Outlook app (recommended)
Outlook for iOS and Android supports shared mailboxes, calendar sharing, Focused Inbox, Teams meeting links and your organisation's security policies, so it's what we recommend for business use.
- Install Microsoft Outlook. Download it from the App Store or Google Play.
- Open the app and add your account. If Outlook finds an account already signed in to another Microsoft app on the phone, it offers it. Otherwise choose Add account and type your work email address.
- Sign in. Enter your password and approve the MFA prompt.
- Allow notifications when asked, so new email alerts reach you.
- Add another account later (for example a personal one) from your profile picture at the top left → the + or Add account option.
info@yourbusiness.co.uk). You must already have Full Access to it. See Create a shared mailbox.Option 2: iPhone and iPad Mail app
- Open Settings. On iOS 18 and later go to Settings → Apps → Mail → Mail Accounts → Add Account. On older versions, it's Settings → Mail → Accounts → Add Account.
- Choose Microsoft Exchange. Enter your email address and a description (such as "Work"), then tap Next.
- Tap Sign In, not Configure Manually. The Microsoft sign-in page opens. Enter your password and complete MFA.
- Choose what to sync (Mail, Contacts, Calendars, Reminders, Notes) and tap Save.
Option 3: Gmail app on Android
- Open the Gmail app, tap your profile picture and choose Add another account.
- Choose Exchange and Office 365 (the wording varies slightly by phone), enter your work email address and sign in through the Microsoft page.
- Accept the security prompt if your organisation asks to apply device policies, such as requiring a screen lock.
Phones from Samsung and others have their own email apps that follow similar steps. If an app only offers IMAP or POP, don't use it: those connections are blocked by Microsoft 365 security defaults and won't sync your calendar.
Settings at a glance
Only needed if an app asks you to configure Exchange manually.
| Setting | Value |
|---|---|
| Account type | Microsoft Exchange / Exchange ActiveSync |
| Server | outlook.office365.com |
| Username | Your full work email address |
| Domain | Leave blank |
| SSL | On |
Troubleshooting
"Cannot get mail" or the password is rejected on the iPhone Mail app
The account was probably set up with Configure Manually, which uses an older sign-in method that your organisation blocks. Delete the account from the phone and add it again, tapping Sign In so you get the Microsoft sign-in page.
Email works but the calendar is empty
In the iPhone Mail settings, open the account and make sure Calendars is switched on. In the Outlook app, calendars appear under the calendar icon at the bottom; tap the menu to tick which calendars to show.
"Your organisation requires a device policy" or the app asks for a PIN
Your administrator has turned on mobile security policies (common on Business Premium). Follow the prompts to set a screen lock or install Microsoft Intune Company Portal if asked. If you're not sure the request is genuine, check with your administrator first.
New email arrives late
Check that background app refresh and notifications are allowed for the app, and that Low Power Mode or battery optimisation isn't stopping it. The Outlook app delivers notifications more reliably than most built-in mail apps.
Last reviewed: October 2026
