How to Set Up Outlook on Your iPhone or Android Phone
The Outlook app does more than show your email. It has your calendar, contacts and files, works with Gmail and iCloud as well as Microsoft accounts, and has a few tricks the built-in Mail app doesn't. Here's how to set it up properly in ten minutes.
Quick reference
| What you want | How |
|---|---|
| Install | Search Microsoft Outlook in the App Store or Google Play |
| Add an account | Profile picture → Settings cog → Add mail account |
| Change swipe actions | Settings → Swipe options |
| Quiet evenings | Settings → Notifications → Do not disturb |
1. Install and sign in
1. Open the App Store (iPhone) or Google Play (Android) and search for Microsoft Outlook. Install it.
2. Open Outlook and tap Add account.
3. Type your email address and tap Continue.
4. Sign in with your password. Work accounts may ask you to approve the sign-in in the Authenticator app or by text.
5. If you're asked about notifications, tap Allow — you can fine-tune them later.
2. Open Outlook and tap Add account.
3. Type your email address and tap Continue.
4. Sign in with your password. Work accounts may ask you to approve the sign-in in the Authenticator app or by text.
5. If you're asked about notifications, tap Allow — you can fine-tune them later.
Outlook detects whether it's a Microsoft 365, Outlook.com, Gmail, iCloud or Yahoo address and sets it up automatically.
2. Add another account
Tap your profile picture (top left), then the Settings cog, then Add mail account → Add an email account. Repeat for each address you check. All your inboxes appear under All accounts, or tap an account to see just that one.
3. Set up swipe actions
By default, swiping right archives and swiping left schedules. Change them to whatever you do most:
1. Settings → Swipe options.
2. Tap Swipe right and choose — Delete, Archive, Mark read, Flag, Move or Snooze.
3. Do the same for Swipe left.
2. Tap Swipe right and choose — Delete, Archive, Mark read, Flag, Move or Snooze.
3. Do the same for Swipe left.
Many people set Delete and Archive and clear their inbox in a minute at the bus stop.
4. Sort out notifications
Settings → Notifications:
• Choose Focused inbox only so newsletters don't buzz your pocket.
• Set Do not disturb hours — for example 7pm to 7am and weekends — so work email waits.
• Calendar reminders have their own toggle; keep those on.
• Set Do not disturb hours — for example 7pm to 7am and weekends — so work email waits.
• Calendar reminders have their own toggle; keep those on.
5. Focused inbox on or off
Outlook sorts email into Focused and Other. If you keep missing things in Other, turn it off: Settings → Focused Inbox. If you like it, teach it by long-pressing an email → Move to Focused (or Other).
6. Features worth knowing
• Calendar — tap the calendar icon at the bottom. Tap + to add an event; use Agenda view for a simple list.
• Search — the search tab finds emails, contacts and files across all your accounts.
• Attachments — the Files section lists every attachment you've been sent, without opening the emails.
• Play My Emails (iPhone) — Cortana reads your email aloud while you drive or walk.
• Add a signature — Settings → Signature. The app has its own, separate from your computer's.
• Search — the search tab finds emails, contacts and files across all your accounts.
• Attachments — the Files section lists every attachment you've been sent, without opening the emails.
• Play My Emails (iPhone) — Cortana reads your email aloud while you drive or walk.
• Add a signature — Settings → Signature. The app has its own, separate from your computer's.
7. Widgets and quick replies
Add the Outlook Calendar widget to your home screen for today's agenda at a glance (long-press the home screen → add widget). On both platforms you can reply to an email straight from the notification.
Troubleshooting
Work account won't add. Your organisation may require the Microsoft Authenticator app or a device policy first. Install Authenticator, then try again. If it still fails, ask IT whether mobile access is allowed.
Emails arrive late or not at all. Check Settings → Notifications in Outlook and in the phone's own Settings for the Outlook app. On Android, turn off battery optimisation for Outlook.
I've got two copies of every email. You've added the same account twice, or the phone's built-in Mail app is also set up. Remove one.
Wrapping up
Install, add every account, set your swipes to Delete and Archive, and switch on Do not disturb for the evenings. Outlook on your phone becomes a place to clear email quickly, not another source of noise.
