The best way to get your work email, calendar and contacts on your phone is Microsoft's Outlook app. This guide covers iPhone and Android. Allow about ten minutes, and have the phone you use for multi-factor authentication (MFA) nearby.
Install the Outlook app
- Open the App Store (iPhone) or Google Play Store (Android).
- Search for Microsoft Outlook and install it. Check that the publisher is Microsoft Corporation.
Use Outlook rather than your phone's built-in mail app. Many organisations only allow work email in Outlook because it supports the security protections your organisation relies on.
Sign in with your work account
- Open Outlook and tap Add account (or Get started).
- If it offers to add an account it found on your phone, make sure it's your work address, or choose to add a different one.
- Type your full work email address and tap Continue.
- Enter your Microsoft 365 password and tap Sign in.
- Approve the MFA request, for example in Microsoft Authenticator, or enter the code you're sent.
- Allow notifications if you want alerts for new emails and meeting reminders.
If you haven't set up MFA yet, see Set up Microsoft Authenticator first.
Extra steps your organisation may require
Depending on your organisation's policy, Outlook may ask you to do one or more of the following before your email appears:
- Install Company Portal: Outlook may prompt you to install the Intune Company Portal app and sign in with your work account. Follow the prompts, then go back to Outlook.
- Set a screen lock or app PIN: your phone may need a passcode, or Outlook may ask you to create a PIN for work apps.
- Restart Outlook: after a policy is applied, you may be asked to close and reopen the app.
These settings protect work data on your phone. In most cases they apply to work apps only, and your organisation can't see your personal photos, messages or personal email. If you have questions about what's managed, ask the service desk.
Add your calendar and shared mailboxes
Your calendar appears automatically in the Calendar tab of the Outlook app. If you have access to a shared mailbox, you can add it from the account menu. See Open a shared mailbox.
If your phone is lost or you change phones
If your phone is lost or stolen, tell us straight away so we can protect your account. See Lost or stolen device. If you're moving to a new phone, also move your Authenticator app before resetting the old one: Move Microsoft Authenticator to a new phone.
Still stuck?
If sign-in fails or Outlook keeps asking for setup steps, log a ticket or call 1300 079 636, and include any error message you see.