Home > Articles

How to Sync Business and Personal Email Accounts with an iPhone or iPad

  • Print
  • + Share This
One of the best features of your Apple iPhone or iPad is its ability to keep you connected wherever you happen to be. The Mail app offers a powerful and feature-packed solution for accessing and managing your existing work and/or personal email accounts. Jason Rich will help you set up, sync, and utilize the Mail app built into your mobile device, allowing you to access and manage one or more of your existing email accounts from virtually anywhere.
Like this article? We recommend

Like this article? We recommend

Apple's iPhone 3Gs and iPhone 4, along with the iPad tablet, are among the most advanced mobile communication tools in the world. By offering wireless Internet connectivity from virtually anywhere, you can be more productive and better connected than ever before.

While you may use online social networks (like Facebook and Twitter) as well as instant messaging and text messaging to stay connected with friends and family, most business people rely heavily on telephone conversations and email to maintain contact with coworkers, superiors, customers, clients, suppliers, and other individuals or businesses they work with on a professional level.

Using the iPhone or iPad, you can maintain access to and manage multiple email accounts simultaneously. However, while the Mail app built into Apple's mobile devices is powerful, it has a few limitations, like the ability to add or retrieve certain types of email message attachments.

Currently, users can send and receive photos, videos, most types of graphic files, PDF files, and a few other file types as attachments to an email message via the iPhone. Several additional file types, including Word documents, can be opened and viewed (but not edited) if they're received as an email attachment. Files created using Apple's iWork apps (Pages, Numbers, and Keynote)—as well as Word, Excel, or PowerPoint files—can also be attached to emails and then sent or received and viewed/edited on an iPad.

If you receive an email attachment associated with an incoming email message on your iPhone or iPad, but the attachment is in a file format that isn't yet compatible with your device, you will be able to see that an attachment is present, but you will not be able to open it using the Mail app on your iPhone or iPad. In this case, you can simply tap the "Mark As Unread" link that appears when you open an email, and later download and view the attachment using your desktop or laptop computer.

If you receive an email attachment that is compatible with the iPhone or iPad's Mail app, open the email message and tap on the attachment icon. Based on the file format of the attachment, choose which app you want to open that attachment with, or choose the Quick Look option to preview the attachment. For example, if the attachment is a photo, you can open that photo using the Photos app that's built into your iPhone or iPad.

As each new version of the iOS operating system gets released, the Mail app on your iPhone and iPad becomes increasingly more powerful and useful, particularly for business or work-related purposes. Released in November 2010, iOS 4.2 dramatically upgraded the Mail app, especially for the iPad.

The Mail app that comes bundled on your iPhone and iPad is fully compatible with most types of email accounts. It works seamlessly with email accounts associated with Microsoft Exchange, MobileMe, Yahoo!, Google, and AOL, as well as virtually all POP3 or IMAP email systems. In other words, you should be able to sync all your existing work and personal email accounts with your iPhone and/or iPad using the device's Mail app.

Setting Up Your Existing Email Accounts on the iPhone or iPad

The first time you use the Mail app to access your existing email accounts, you'll need to spend a few minutes to set up the app with your email account information. If you don't already have an established email account, you can sign up for a free email account from Yahoo Mail, Google Gmail, or AOL, for example.

Assuming you have an existing email account and want to access it from your iPhone or iPad, begin by tapping on the iPhone or iPad's Settings icon from the Home Screen, and scroll down to the "Mail, Contacts, Calendars" option (shown in Figure 1). Tap on it.

A new set-up screen will appear with the heading "Accounts" displayed at the top of the screen. At the bottom of the Accounts section of this screen will be an "Add Account" icon. Tap this icon to set up an existing email account on your iPhone or iPad.

When the "Add Account" screen appears (shown in Figure 2), determine what type of email account you currently have. Your options include Microsoft Exchange, MobileMe, Google Gmail, Yahoo Mail, or AOL Mail. Your iPhone or iPad will automatically configure the device to sync with one of these types of email accounts. Tap the logo for the appropriate email account type, and fill in the fields displayed on the next screen that appears.

Typically, to add a Gmail or AOL account, for example, all you'll need to provide is Your Name, Email Address, Password and an Account Description (such as Personal AOL Account). Once you've filled in each field using the device's virtual keyboard, tap the "Next" icon that's located in the upper-right corner of the screen. Your iPhone or iPad will access the Web and verify the account information (as shown in Figure 3). This process could take a minute or two. When the verification is complete, tap the "Save" icon and you will be returned to the Settings Accounts screen.

Once your email account information is entered correctly, press the Home button on the iPhone or iPad, and tap on the Mail app's icon from the Home Screen to launch it. From the Mailboxes screen of Mail, scroll down to the email account you just added and tap on it. This will open up the Inbox for your email account. Your iPhone or iPad will now sync with your email account's server, and download copies of your emails.

If your email account type isn't one of the ones listed under the "Add Account" screen when you access the Mail, Contacts, Calendars screen under the Settings option, tap the icon marked "Other" that's located at the bottom of the "Add Account" screen. At the top of the next screen, you'll see an icon labeled "Add Mail Account" under the "Mail" heading. Tap on this icon.

Using the iPhone or iPad's virtual keyboard, you'll now be promoted to input your Name, existing email address, password, and a description for the account. Tap the "Next" icon that's located at the top-right corner of the screen to continue. The message "Looking Up Account" will be displayed for a few seconds. A new screen, labeled "New Account" will then appear (as shown in Figure 4).

At the top of the "New Account" screen you'll see two icons labeled IMAP and POP. You will need to contact your email account provider or your employer's IT department to determine what type of existing email account you have, if you don't already know this information.

Whether you tap the IMAP or POP icon, you will be asked to enter some technical information pertaining to your existing email account. For example, you'll need to know your Incoming Mail Service information (the Host Name, User Name, and Password) along with your email service's Outgoing Mail Server information (the Host Name, User Name and Password). Again, this is information your employer or email account provider will supply.

Once you've entered the appropriate information pertaining to your existing email account, tap the "Save" icon that's located in the upper-right corner of the screen. Next, press the iPhone or iPad's Home button and access the Mail app.

This email account set-up process needs to be done only once for each of your email accounts. Using the Mail app, you can manage as many email accounts as you wish from your iPhone or iPad.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020