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.
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
Beginner 5 minutes- 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.
Setting up on iPhone (iOS)
Download the Gmail app from the App Store if you don't have it.
Open Gmail. If you're already signed in to a personal Gmail, tap your profile picture in the top right, then tap Add another account.
Choose Google as the account type.
Enter your business email address and tap Next.
Enter your password. If you have two-factor authentication, complete that step too.
Your inbox loads. Business email is now on your phone.
Download the Microsoft Outlook app from the App Store.
Open Outlook and tap Add Account (or tap the envelope icon if you already have other accounts).
Enter your business email address and tap Add Account.
Enter your password when prompted.
Complete multi-factor authentication if required.
Tap Done. Your inbox is now accessible in the Outlook app.
Open Settings on your iPhone.
Scroll down and tap Mail, then tap Accounts, then Add Account.
Choose your platform — Google for Google Workspace, Microsoft Exchange for Microsoft 365 — or tap Other if you're unsure.
Enter your name, email address, and password. Tap Next.
Your phone will verify the account and configure settings automatically. Tap Save.
Setting up on Android
Open the Gmail app. It comes pre-installed on most Android phones.
Tap your profile picture in the top right, then tap Add another account.
Choose Google for Google Workspace, or Outlook, Hotmail, and Live for Microsoft 365.
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.
Download the Microsoft Outlook app from the Google Play Store.
Open Outlook and tap Add Account.
Enter your business email address and tap Continue.
Enter your password and complete any multi-factor authentication prompts.
Your inbox is ready. Outlook will sync your email, calendar, and contacts.
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
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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