Your Mobile Setup

What's Changing

The Gmail, Google Drive, and Google Chat apps on your phone will be replaced by Outlook, OneDrive, and Teams. Setting up the new apps takes about 5 minutes.

What Stays the Same

• Your phone - no changes to your actual device
• Push notifications - you'll still get alerts for new emails and messages
• Offline access - apps work even when you don't have signal
• Your personal apps - nothing on your phone changes except the work apps

Apps You'll Need

Download these three apps from the App Store (iPhone) or Google Play (Android):

1. Microsoft Outlook - for email and calendar
2. Microsoft Teams - for chat and video calls
3. Microsoft OneDrive - for your files

Optional but useful:

• Microsoft Office - for viewing and editing Word, Excel, and PowerPoint files

Setting Up Outlook on Your Phone

1. Open the App Store or Google Play
2. Search for Microsoft Outlook and install it
3. Open Outlook and tap Add Account
4. Enter your work email address
5. Enter your password
6. Complete MFA verification if prompted (see the MFA module for details)
7. That's it - your email and calendar are ready

What You'll See

• Mail tab - your inbox, same as on the computer
• Calendar tab - your meetings and schedule
• Search - find emails quickly
• Swipe gestures - customize swipe left/right to archive, delete, or flag emails

Setting Up Teams on Your Phone

1. Install Microsoft Teams from your app store
2. Open Teams and sign in with your work email
3. Allow notifications so you don't miss messages
4. You're ready to chat and join meetings

Pro Tip

When someone sends you a Teams meeting invite, you can join right from your phone. Tap the Join button in the notification or calendar event.

Setting Up OneDrive on Your Phone

1. Install Microsoft OneDrive from your app store
2. Sign in with your work email
3. Your files from OneDrive are now accessible on your phone
4. Turn on Camera Upload if you want to automatically back up photos you take at work

Which Apps Are Essential vs Optional

Start with Outlook and Teams. Add the others when you need them.

Tuning Your Notifications

The first time you open each app, set your notifications to avoid being overwhelmed:

• Outlook - Enable. You want to know about new emails
• Teams - Enable, but set to "Mentions and direct messages only" in Teams Settings > Notifications. This avoids getting pinged for every channel message
• OneDrive - Disable notifications. You don't need to know every time a file syncs

You can adjust these anytime in each app's settings.

Data Usage and Wi-Fi

• Teams video calls use approximately 1.5 GB/hour on cellular data
• Audio-only calls use much less - about 100 MB/hour
• Use Wi-Fi whenever possible for video meetings, especially in areas with poor signal
• OneDrive file syncing uses data too - if you're on a limited plan, set OneDrive to "Wi-Fi only" in the app settings

Swipe Gestures in Outlook

The Outlook mobile app supports swipe gestures to speed up email management:

• Swipe right - Flag for follow-up (default)
• Swipe left - Archive (default)
• These are customizable: go to Settings > Swipe Options to change what each swipe does

Offline Access

• Outlook caches your recent emails automatically - you can read and draft replies even without internet. They send when you reconnect
• OneDrive - tap the … next to any file > Make available offline to keep a copy on your phone
• Teams - recent chats are available offline, but you can't send new messages until you're back online

If You Lose Your Phone

Contact IT immediately. They can:

1. Remotely wipe work data from your phone without touching your personal photos, apps, or contacts
2. Block your account temporarily until you get a new device
3. Reset your MFA so you can set it up on the replacement phone

This is why keeping your personal and work data separate (using the Microsoft apps for work) matters - IT can protect company data without affecting your personal stuff.

Tips for Staff

• Enable notifications for Outlook and Teams so you don't miss important messages from colleagues or partners
• Use Teams for quick calls - tap someone's name and hit the phone icon. It's faster than dialing
• The Outlook app combines email AND calendar - one app instead of two
• You can access SharePoint files through the OneDrive app or Teams app
• Keep your phone locked with PIN, fingerprint, or face ID - Blue Ant Media policy requires it

What About the Old Apps?

You can remove the Gmail and Google Drive apps from your phone once your migration is complete. Your personal Google account (if you have one) is not affected.

Need Help?

1. Make sure you have your new password ready before starting setup
2. If you get stuck on MFA, check the Sign-In & MFA module on this site
3. Contact IT Support
4. Email the Blue Ant Media IT team at it@blueantmedia.com