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6.1. Setting Up Microsoft 365 Email on an Apple iPhone

Setting Up Microsoft 365 Email on an Apple iPhone

This guide explains how to complete your first Microsoft 365 login and configure your email account on an Apple iPhone.

You can use either:

• The Microsoft Outlook app

• The built-in Apple Mail app

The Microsoft Outlook app is generally the recommended option for accessing a Microsoft 365 mailbox.

Before You Begin

You will need:

• Your full Microsoft 365 email address

• Your Microsoft 365 password or temporary password

• Access to your mobile phone if multi-factor authentication is enabled

• The Microsoft Authenticator app, if required by your organisation

Always enter your complete email address, including the domain name, for example:

name@company.co.uk

Part 1: Logging In to Microsoft 365 for the First Time

It is recommended that you complete the initial Microsoft 365 login before setting up email on the iPhone.

1. Open Safari or another web browser.

2. Go to www.office.com.

3. Select Sign in.

4. Enter your full Microsoft 365 email address.

5. Select Next.

6. Enter the temporary password or current password supplied by your administrator.

7. Select Sign in.

Creating a New Password

New Microsoft 365 accounts are commonly supplied with a temporary password.

If prompted to update your password:

1. Enter the temporary password in the Current password box.

2. Create a new password.

3. Enter the new password again to confirm it.

4. Select Sign in or Submit.

Use this new password when configuring Outlook or Apple Mail.

Setting Up Multi-Factor Authentication

Your organisation may require multi-factor authentication.

If you see More information required, Help us protect your account or Let’s keep your account secure:

1. Select Next.

2. Follow the instructions displayed on the screen.

3. Install the Microsoft Authenticator app from the App Store if requested.

4. Open Microsoft Authenticator.

5. Add a Work or school account.

6. Scan the QR code displayed during the setup process, if requested.

7. Approve the test notification.

8. Add a telephone number or additional recovery method if requested.

9. Select Done when the setup has been completed.

The security options displayed may vary depending on your organisation’s Microsoft 365 security settings.

Confirming That the Mailbox Works

Once signed in:

1. Open Outlook through the Microsoft 365 website.

2. Confirm that the mailbox opens.

3. Check that you can see the Inbox and other email folders.

The account is now ready to be added to the iPhone.

Part 2: Setting Up the Microsoft Outlook App

Installing Outlook

1. Open the App Store.

2. Search for Microsoft Outlook.

3. Confirm that the application is published by Microsoft Corporation.

4. Tap Get or the download symbol.

5. Wait for the installation to complete.

6. Open Outlook.

Adding the Microsoft 365 Account

1. Open the Outlook app.

2. Tap Add Account.

Outlook may automatically detect an email address already associated with the iPhone.

3. Tap Continue to use the detected account, or tap Skip to enter a different account.

4. Enter your full Microsoft 365 email address.

5. Tap Add Account or Continue.

6. Enter your Microsoft 365 password.

7. Tap Sign in.

8. Complete the multi-factor authentication request, if prompted.

9. Approve any required security or application permissions.

10. Choose whether you want to add another email account.

The mailbox will begin synchronising automatically.

Adding Another Account to Outlook

If Outlook already contains another email account:

1. Open the Outlook app.

2. Tap the account or Inbox icon in the upper-left corner.

3. Tap the Settings cog.

4. Select Accounts.

5. Tap Add Account.

6. Select Email Account.

7. Enter your full Microsoft 365 email address.

8. Follow the sign-in and multi-factor authentication prompts.

Enabling Outlook Notifications

If the iPhone asks whether Outlook can send notifications, tap Allow.

To change the notification settings later:

1. Open the iPhone Settings app.

2. Select Apps.

3. Select Outlook.

4. Select Notifications.

5. Enable Allow Notifications.

Testing Outlook

1. Open the Outlook app.

2. Open the Inbox.

3. Tap the new message button.

4. Send a test email.

5. Confirm that the message appears in Sent.

6. Confirm that new email arrives on the phone.

Part 3: Setting Up Microsoft 365 in Apple Mail

Microsoft 365 email can also be configured using the iPhone’s built-in Mail app.

This method can synchronise:

• Email

• Contacts

• Calendars

• Reminders

• Notes

Adding the Account

On current versions of iOS:

1. Open Settings.

2. Select Apps.

3. Select Mail.

4. Select Mail Accounts.

5. Tap Add Account.

6. Select Microsoft Exchange.

On older versions of iOS, the option may be located under:

Settings > Mail > Accounts > Add Account

7. Enter your full Microsoft 365 email address.

8. Enter a description, such as Work Email.

9. Tap Next.

10. Tap Sign In.

Do not select Configure Manually unless your IT administrator has specifically supplied manual Exchange server settings.

11. Enter your Microsoft 365 password.

12. Complete the multi-factor authentication request, if prompted.

13. Accept the requested Microsoft permissions.

14. Choose which services you want to synchronise.

15. Tap Save.

The Microsoft 365 account will now appear in the Apple Mail app.

Testing Apple Mail

1. Open the Mail app.

2. Select Mailboxes.

3. Open the newly added Microsoft 365 Inbox.

4. Create and send a test email.

5. Confirm that the message appears in Sent.

6. Confirm that new email arrives correctly.

Troubleshooting

The Password Is Not Accepted

Confirm that:

• You are entering the latest password rather than the original temporary password.

• The email address has been entered in full.

• You can sign in through www.office.com using Safari.

If the password works in a browser but not in Outlook or Apple Mail, remove the account from the application and add it again.

A Personal Microsoft Account Is Displayed

Some email addresses may be associated with both a personal Microsoft account and a company Microsoft 365 account.

When asked to choose an account type, select:

Work or school account

Multi-Factor Authentication Is Not Working

Check that:

• The iPhone has an internet connection.

• Notifications are enabled for Microsoft Authenticator.

• The number displayed during sign-in matches the number shown in Authenticator.

• The correct account is selected in Authenticator.

• The date and time on the iPhone are set automatically.

Contact your IT administrator if you have replaced or lost the phone previously registered for multi-factor authentication.

The Account Is Already Added

To check Apple Mail:

1. Open Settings.

2. Select Apps.

3. Select Mail.

4. Select Mail Accounts.

To check Outlook:

1. Open Outlook.

2. Open Settings.

3. Select Accounts.

Remove the existing account only if you are certain that it has been configured incorrectly.

Removing the account from the iPhone does not delete the Microsoft 365 mailbox from the server.

Email Appears but Calendars or Contacts Do Not

Confirm that the account was added as a Microsoft Exchange account.

Do not configure a Microsoft 365 mailbox using IMAP, POP or Other unless specifically instructed.

IMAP and POP normally synchronise email only and do not provide full Microsoft 365 calendar and contact synchronisation.

The Account Requires Company Portal

Some organisations use Microsoft Intune to protect company data.

You may be instructed to install:

• Microsoft Authenticator

• Microsoft Intune Company Portal

• Microsoft Outlook

Follow the company enrolment instructions displayed on the iPhone. Outlook may not open the mailbox until the required security checks have been completed.

Email Is Taking Time to Appear

Allow several minutes for the initial synchronisation.

Large mailboxes may take longer to populate. Recent messages normally appear first, followed by older email and additional folders.

The Password Has Recently Been Changed

After changing the Microsoft 365 password, Outlook or Apple Mail may ask you to sign in again.

Enter the new password and complete the multi-factor authentication request. Do not continue using the previous password.