How-To · Computers & Phones
How to use Microsoft 365 on your phone
Set up Outlook, Teams, OneDrive and Authenticator on your iPhone or Android for work, and what to expect if your company protects work apps.
Your work email, chats and files can go with you. These are the Microsoft apps most people need on their phone for work.
The apps to install
All are free from the App Store (iPhone) or Google Play (Android). Check that the publisher is Microsoft Corporation.
| App | Use it for |
|---|---|
| Microsoft Outlook | Work email and calendar |
| Microsoft Teams | Chat, calls and joining meetings |
| Microsoft OneDrive | Your work files and files shared with you |
| Microsoft Authenticator | Approving sign-ins (you probably set this up on day one) |
Word, Excel and PowerPoint also have phone apps, or you can open documents straight from OneDrive or Teams.
Sign in
- Open the app and choose to sign in with a work account.
- Enter your work email, then your password.
- Approve the sign-in in Microsoft Authenticator when asked.
Once one Microsoft app is signed in, the others often find your account automatically. Just tap it.
If your company protects work apps
Many companies add protection to work apps on phones, especially personal phones. If yours does, you might be asked to:
- Set a PIN for work apps, separate from your phone’s lock screen.
- Install Microsoft Intune Company Portal or Microsoft Authenticator to finish signing in.
- Keep work data in work apps, so things like copying from Outlook into a personal app may be blocked.
This protects company data without giving your company access to your personal photos, messages or apps. If a prompt doesn’t make sense, call IT before you tap through it.
Good habits
- Use a screen lock (PIN, Face ID or fingerprint) on any phone with work email.
- Keep the apps and your phone updated.
- Don’t forward work email to a personal account to read it somewhere else. Use the Outlook app instead.
- Lost your phone? Call IT right away. They can remove work data and make sure nobody can approve sign-ins as you. See also How to move Microsoft Authenticator to a new phone.
Matter of Technology clients: need help getting work apps on a new phone? Submit a request and we’ll walk you through it.