Google Workspace on your phone

How to set up and use Google Workspace on an iPhone or Android phone — installing apps, signing in, and using Gmail, Drive, Calendar, and Meet on the go.

Most of your Google Workspace tools have their own free phone app, and the rest — Forms, Groups and Sites, for example — work in your phone's browser. You get the same email, files, and calendar on your phone as on your computer — everything stays in sync automatically.

Quick summary

Install the Gmail, Drive, Calendar, and Meet apps on your phone. Sign in with your Workspace email (you@yourcompany.com). Everything syncs automatically — any email you read, any file you edit, any event you create will show up on all your devices.

Apps to install

Install each app separately from the App Store (iPhone) or Google Play (Android):

App	What it's for
Gmail	Your work email
Google Drive	Access and upload files
Google Calendar	Your schedule and meetings
Google Meet	Video calls
Google Docs	Edit documents
Google Sheets	Edit spreadsheets
Google Slides	Edit presentations
Google Chat	Team messaging
Google Admin	Admin tasks on the go — on Android for admins, on iPhone for super admins only

You don't need to install all of these — start with Gmail, Drive, and Calendar. Add the others as you need them.

Signing in on iPhone (iOS)

Install the Gmail app from the App Store.

Open the Gmail app. At the top right of the search bar, tap your profile picture.

Tap Add another account, then Google.

Follow the on-screen steps — your Workspace email (e.g. you@yourcompany.com) and your password. If 2-step verification is on, Google asks you to complete the second step as well.

Allow notifications when your phone asks, so new email reaches you.

For Drive, Calendar, Meet, and other apps: repeat the same steps. Because you're already signed in to your Google account on the device, later apps may just ask you to select your existing account rather than re-entering your password.

Signing in on Android

Android devices often come with Google already built in. The quickest route is the same as on iPhone — add the account in the Gmail app. To add it to the phone itself instead:

Open your phone's Settings app and tap Passwords & accounts. Some phones call this Users & accounts, Manage accounts, or something similar.

Under "Accounts", tap Add account, then tap Google.

Follow the on-screen steps to sign in with your Workspace email and password. Your email, contacts and calendar then sync to the phone.

Once added, your Workspace account is available in Gmail, Drive, Calendar, and any other Google app on your device.

Managing multiple Google accounts on your phone

If you have both a personal Gmail account and a work Workspace account on your phone:

In the Gmail app, tap your profile photo in the top right. You'll see all signed-in accounts. Tap one to switch.
In Google Drive, do the same — tap your profile photo to switch between accounts.

Don't mix personal and work accounts

It's easy to accidentally save a work file to your personal Drive, or share a work document from your personal account. Always check which account is active before creating or sharing anything.

Working offline

The Docs, Sheets, and Slides apps can work offline on your phone. Changes sync automatically when you're back online.

In the Drive app, you can also mark individual files as available offline: tap More (the three dots) next to the file, then Make available offline. To find what you've saved, tap Menu, then Offline.

Push notifications for email

Your phone's own notification settings have to allow Gmail notifications first. Then, in Gmail:

Open the Gmail app. At the top left, tap Menu, then Settings.

On Android, tap the account you want to change. (If you have more than one account in the app, set this for each one.)

Under "Notifications", tap Email notifications and pick how much you want — for example everything in your Primary inbox, high priority only, or none.

Common questions

Do I need to install apps, or can I use the mobile browser?

You can use the browser, but the apps handle offline use and push notifications, so we recommend installing them.

Will my phone's email app work with Google Workspace?

Sometimes. Adding your Workspace account to your phone's built-in mail app (Apple Mail or Samsung Email, for example) is convenient if you prefer one inbox for all your email, but two things can stop it. Your admin decides whether POP and IMAP are turned on for your organization. And since 1 May 2025, Workspace accounts no longer work with apps that sign you in with just a username and password — the app has to hand you over to Google to sign in. Google names Microsoft Outlook and the iOS and macOS mail apps among the ones affected. The Gmail app avoids both problems, and gives you more features and better search.

My company has a mobile device management (MDM) policy — what does that mean for me?

If your Workspace admin manages devices, signing in with your work account can mean your phone has to meet your organization's password rules. With Google's basic mobile management, an admin can wipe your work account off the phone; with advanced mobile management they can wipe the whole device, and you may have to install a management app first. See Managing company devices (overview) for more detail.

Need a hand?

If you're stuck, email support@chykalophia.com and we'll help. Include your website address and a screenshot if you can.