Setting up business email on mobile

Summary

This guide helps you troubleshoot and resolve: Setting up business email on mobile. Follow the steps below to fix the issue.

Common Causes

Problem

You need to set up your company email on your smartphone or tablet to send and receive work emails on the go.

Prerequisites

• A smartphone or tablet (iPhone, Android, iPad)
• Your company email address and password
• Access to your company's email server (Exchange, Microsoft 365, or Google Workspace)
• Company approval to use personal devices (check your IT policy)

Solutions

Method 1: Use the Outlook App (Recommended)

For iPhone/iPad:

1. Open the Microsoft Outlook app in the App Store and tap Get.
2. Install the app.
3. Open Outlook and tap Get Started.
4. Enter your company email address.
5. Tap Add Account.
6. Sign in with your Microsoft 365 credentials (email and password).
7. Complete two‑factor authentication if prompted (authenticator app or SMS).
8. Allow permissions for contacts, calendar, etc.
9. Your email will begin syncing automatically.

For Android:

1. Open the Microsoft Outlook app in Google Play and tap Install.
2. Follow the same steps as for iPhone above.

Method 2: Native Email App (Exchange ActiveSync)

iPhone (Mail app):

1. Open Settings → Mail → Accounts → Add Account.
2. Select Microsoft Exchange.
3. Enter your email address and a description.
4. Sign in with your Microsoft 365 account.
5. Enable Mail, Calendar, and Contacts as required.
6. Tap Save.

Android (Gmail app):

1. Open the Gmail app → tap your profile icon → Add account.
2. Select Exchange.
3. Enter your email address and tap Next.
4. Sign in with your company credentials.
5. Complete two‑factor verification if required.
6. Configure sync settings to your preference.

Method 3: Manual Setup (If Auto‑Discover Fails)

If automatic configuration does not work, obtain the server details from IT and configure the account manually.

1. Contact IT for the correct server settings.
2. Enter the settings in the native mail app:
   • Exchange: outlook.office365.com
   • IMAP: imap.company.com (port 993)
   • SMTP: smtp.company.com (port 587 or 465)
3. Save the configuration and test sending/receiving a test message.

Security Requirements

• MDM (Mobile Device Management): Your organisation may require you to install a management profile (e.g., Intune, MaaS360).
• PIN/Password: Set a lock‑screen PIN or password on your device.
• Encryption: Ensure the device is encrypted (default on modern iOS/Android devices).
• Remote wipe: The organisation may have the ability to wipe the device if it is lost or compromised.

To enrol in MDM (if required):

1. You will receive an email with enrolment instructions.
2. Install the company management app (Intune, MaaS360, etc.).
3. Follow the on‑screen setup steps.
4. Accept any security policies presented.

What You Can Do on Mobile

• Send and receive emails.
• View and respond to meeting invites.
• Access your calendar.
• Open OneDrive files directly from Outlook.
• Search your mailbox.

Troubleshooting Mobile Email

Can’t Sign In

• Verify your password is correct and not expired.
• Confirm two‑factor authentication is working.
• Check that your account is still active in the organisation’s directory.
• If the problem persists, Open a Ticket.

Emails Not Syncing

• Ensure the device has an active internet connection.
• Review sync settings in the mail app (e.g., sync frequency, data usage).
• Confirm the account is still enabled and not blocked.
• For broader sync issues, see Mobile app not syncing.

App Crashes or Freezes

• Update the app to the latest version from the App Store or Play Store.
• Delete and reinstall the app.
• Check for operating‑system updates on the device.

Push‑Notification Failures

• Verify that push notifications are enabled for the mail app in device settings.
• Ensure the device’s time and date are set to automatic.
• Check that any MDM policy does not block push services.

Certificate or Security Errors

• Make sure the device trusts the organisation’s certificate authority.
• If a certificate warning appears, contact IT for the correct certificate.

Best Practices

• Prefer the official Outlook app where possible.
• Enable biometric login (Face ID, fingerprint) for added security.
• Do not save sensitive attachments locally unless required.
• Log out of the app on shared devices.
• Report lost or stolen devices to IT immediately.

Need More Help?

If you encounter any of the following, Open a Ticket:

• You cannot set up email on your device.
• You receive security‑policy errors.
• You are unsure about MDM enrolment.
• Your device is not supported.

Still Having Issues?