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6 min fix 4 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Install the Microsoft Authenticator app on the new phone first and register it by logging into aka.ms/mfasetup on a computer. Once Authenticator is working, download the Outlook and Teams apps.

How to Set Up Work Email and Apps on a New Phone ​

Applies to: iOS (iPhone), Android
Article Type: How-To
Last Updated: 2026-07-10

Summary ​

When you buy a new phone, copying your personal photos and apps usually happens automatically. However, your work email (Outlook), Teams, and Authenticator apps will not work by copying them over. For security reasons, you must re-register the new physical device with your company's IT department. This guide walks you through the proper order of operations.

Prerequisites ​

  • Your new phone must be connected to Wi-Fi
  • CRITICAL: Do NOT factory reset or trade in your old phone until you have completed Step 1 (Authenticator setup).

Instructions ​

Step 1: Move Your Authenticator App (Do This First!) ​

Your Microsoft or Google Authenticator app generates the 6-digit codes you need to log in to work. These codes do not automatically transfer to a new phone when you restore from a backup.

If you still have your old phone:

  1. Log in to your company's security portal on a computer (usually mysignins.microsoft.com/security-info).
  2. Click Add sign-in method > Authenticator App.
  3. Open the Authenticator app on your new phone, tap the + icon, and scan the QR code on your computer screen.
  4. Once the new phone is generating codes, you can safely wipe the old phone.

(Note: If you already traded in your old phone and cannot log in to anything, you must call the IT Helpdesk to reset your Multi-Factor Authentication).

Step 2: Install the Management App (Company Portal) ​

To get Outlook and Teams, you must enroll your phone in the company's security system.

  1. Open the App Store (iPhone) or Google Play Store (Android).
  2. Search for and download the Intune Company Portal app (or the specific app your IT department uses, like Workspace ONE).
  3. Open the app and sign in with your work email address and password.
  4. Approve the login using the Authenticator app you set up in Step 1.
  5. Follow the on-screen prompts to "Set up company access." You will need to tap Allow or Download Profile several times. Don't worry, IT cannot see your personal photos or text messages.

Step 3: Download Work Apps ​

Once the Company Portal says "You're all set," you can download your work apps.

  • On Android: Your phone will create a specific "Work Profile." Look for a new tab in your app drawer labeled "Work" (the apps will have tiny blue briefcases on their icons). Open the Work version of the Google Play Store to download Outlook and Teams.
  • On iPhone: You can download Microsoft Outlook, Teams, and Slack directly from the regular Apple App Store.

Step 4: Sign in to Outlook ​

  1. Open the Microsoft Outlook app.
  2. Tap Add Account.
  3. Enter your work email address.
  4. Because you already enrolled the device in Step 2, it will automatically log you in, or prompt you for your password one last time.
  5. Your email and calendar will begin syncing.

Troubleshooting ​

Symptom / ErrorPotential CauseSolution
Can't log in to Company PortalMissing AuthenticatorSee Step 1. If you lost your old phone, you must call IT to reset your MFA
"Device limit reached" errorToo many old phonesGo to myaccount.microsoft.com/device-list on a PC and delete your old phones, or ask IT to clear your stale devices
Outlook says "Your device is not compliant"Phone needs an updateGo to your phone's Settings and install the latest iOS/Android software update