Setting up email on your phone
How to add your business email account to an iPhone or Android phone so you can send and receive messages on the go.
- Time
- 5 minutes
- Difficulty
- Beginner
- You’ll need
- Your business email address · Your email password
Getting your business email on your phone means you can stay in touch anywhere — without needing to open a browser. This guide walks you through the setup for both iPhone (iOS) and Android.
Quick summary
Download the Gmail or Outlook app for your platform, open it, tap "Add account," and enter your business email address and password. The app will configure itself automatically in most cases. The whole process takes about five minutes.
What you'll need
- Your business email address (e.g.,
jane@yourbusiness.com) - Your email password
- Your phone (iPhone or Android)
- An internet connection (Wi-Fi or mobile data)
Which app should I use?
| Your email platform | Recommended app |
|---|---|
| Google Workspace (Gmail) | Gmail app |
| Microsoft 365 (Outlook) | Microsoft Outlook app |
| Either | The built-in Mail app on your phone also works |
The dedicated apps (Gmail and Outlook) generally have better features and tighter security integration with their platforms. We recommend using the official app.
Business accounts can have extra requirements
A business account isn't always as simple as a personal one, and your administrator's settings decide what works.
- Google Workspace in a non-Google app (such as the built-in Mail app): IMAP has to be turned on for your account in the Google Admin console, and the account has to be added by signing in with Google rather than by typing a password into the app. If IMAP is turned off, Google's answer is to use the Gmail app instead — an IMAP sign-in simply fails.
- Microsoft 365 for business or an Exchange account: Microsoft notes there may be additional requirements set by your IT admin, such as an enrolled company device or a company portal app.
If a setup fails and you don't know why, contact us rather than guessing at server settings.
Setting up on iPhone (iOS)
Download the Gmail app from the App Store if you don't have it.
Open Gmail and tap your profile picture at the top right of the search bar.
Tap Add another account, then Google.
Follow the steps on the screen to sign in with your business email address and password. If you have two-factor authentication, Google asks you to complete that step too.
Your inbox loads. Business email is now on your phone.
Setting up on Android
Open the Gmail app. It comes pre-installed on most Android phones.
Tap your profile picture at the top right of the search bar, then tap Add another account.
Choose Google for Google Workspace, or pick your email provider from the list for anything else. For a Microsoft 365 business account we'd use the Outlook app instead — see the other tab.
Enter your email address and password. Follow the prompts to sign in.
Your inbox loads. You can switch between accounts by tapping your profile picture.
Notifications
Once your email is set up, you'll receive notifications for new messages. You can adjust how often you're notified in the app's settings.
If you find notifications overwhelming, consider setting up out-of-office replies for quieter periods, or adjust notification settings so only important messages alert you.
Common questions
Do I need a data plan to receive email on my phone?
Your phone needs an internet connection — either Wi-Fi or mobile data — to send and receive email. Most plans handle email without significant data usage.
Will my email be deleted from the server if I check it on my phone?
No. Modern email (IMAP-based) keeps messages on the server. Your phone displays a copy. Messages appear on your phone, computer, and webmail at the same time.
I set up my email but I'm not getting messages. What should I try?
Check that you have an internet connection and that the app has permission to sync in the background. If the problem continues, see Email not sending or receiving?.
Can I have my personal and business email in the same app?
Yes. Both the Gmail app and the Outlook app support multiple accounts. You can switch between them easily.
Related guides
- Accessing email on the web
- Setting up email in a desktop app
- Email security basics
- Out-of-office & auto-replies
- Email not sending or receiving?
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