Add email settings to devices using Intune

Microsoft Intune includes different email settings you can deploy to devices in your organization. An IT administrator creates email profiles with specific settings to connect to a mail server, such as Microsoft 365 and Gmail. End users then connect, authenticate, and synchronize their organizational email accounts on their mobile devices. By creating and deploying an email profile, you can confirm settings are standard across many devices. And, help reduce support calls from end users who don't know the correct email settings.

You can use email profiles to configure the built-in email settings for the following devices:

  • Android device administrator on Samsung Knox Standard 5.0 and newer
  • Android Enterprise
  • iOS 11.0 and newer
  • iPadOS 13.0 and newer
  • Windows 10 (desktop)

This article shows you how to create an email profile in Microsoft Intune. It also includes links to the different platforms for more specific settings.

Create the profile

  1. Sign in to the Microsoft Endpoint Manager admin center.

  2. Select Devices > Configuration profiles > Create profile.

  3. Enter the following properties:

    • Platform: Choose the platform of your devices. Your options:

      • Android device administrator (Samsung Android Knox Standard only)
      • Android Enterprise personally owned work profiles
      • iOS/iPadOS
      • Windows 10 and later
    • Profile: Select Email.

  4. Select Create.

  5. In Basics, enter the following properties:

    • Name: Enter a descriptive name for the policy. Name your policies so you can easily identify them later. For example, a good policy name is Windows 10: Email settings for all Windows 10 devices.
    • Description: Enter a description for the policy. This setting is optional, but recommended.
  6. Select Next.

  7. In Configuration settings, depending on the platform you chose, the settings you can configure are different. Choose your platform for detailed settings:

  8. Select Next.

  9. In Scope tags (optional), assign a tag to filter the profile to specific IT groups, such as US-NC IT Team or JohnGlenn_ITDepartment. For more information about scope tags, see Use RBAC and scope tags for distributed IT.

    Select Next.

  10. In Assignments, select the users or device groups that will receive your profile. For more information on assigning profiles, see What you need to know (in this article). Assign user and device profiles also some guidance.

    Select Next.

  11. In Review + create, review your settings. When you select Create, your changes are saved, and the profile is assigned. The policy is also shown in the profiles list.

What you need to know

  • Email profiles are deployed for the user who enrolled the device. To configure the email profile, Intune uses the Azure Active Directory (AD) properties in the email profile of the user during enrollment.

  • Microsoft Outlook for iOS/iPadOS and Android devices don't support email profiles. Instead, deploy an app configuration policy. For more information, see Outlook Configuration setting.

    On Android Enterprise devices, deploy Gmail or Nine for Work using the managed Google Play Store. Add Managed Google Play apps lists the steps.

  • Email is based on identity and user settings. Email profiles are typically assigned to user groups, not device groups. Some considerations:

    • If the email profile includes user certificates, then assign the email profile to user groups. You may have multiple user certificate profiles that are assigned. These multiple profiles create a chain of profile deployments. Deploy this profile chain to user groups.

      If one profile in this chain is deployed to a device group, users may be continuously prompted to enter their password.

    • Device groups are typically used when there's not a primary user, or if you don't know who the user will be. Email profiles targeted to device groups (not user groups) may not be delivered to the device.

      For example, your email profile targets an all iOS/iPadOS devices group. Be sure all these devices have a user. If any device doesn't have a user, then the email profile may not deploy. You limit the profile, and could miss some devices. If the device has a primary user, then deploying to device groups should work.

      For more information on possible issues with using device groups, see Common issues with email profiles.

Remove an email profile

There are different ways to remove an email profile from devices, even when there's only one email profile on the device:

  • Option 1: Open the email profile (Devices > Configuration profiles > select your profile), and choose Assignments. The Include tab shows the groups that are assigned the profile. Right-click the group > Remove. Be sure to Save your changes.

  • Option 2: Wipe or retire the device. You can use these actions to selectively or fully remove data and settings.

Secure email access

You can help secure email profiles using the following options:

  • Certificates: When you create the email profile, you choose a certificate profile previously created in Intune. This certificate is known as the identity certificate. It authenticates against a trusted certificate profile or a root certificate to confirm a user's device is allowed to connect. The trusted certificate is assigned to the computer that authenticates the email connection. Typically, this computer is the native mail server.

    If you use certificate-based authentication for your email profile, then deploy the email profile, certificate profile, and trusted root profile to the same groups. This deployment makes sure each device can recognize the legitimacy of your certificate authority.

    For more information about how to create and use certificate profiles in Intune, see How to configure certificates with Intune.

  • User name and password: The end user authenticates to the native mail server by entering a user name and password. The password doesn't exist in the email profile. So, the end user enters the password when connecting to email.

How Intune handles existing email accounts

If the user already configured an email account, then the email profile is assigned differently, depending on the platform.

  • Android device administrator Samsung Knox Standard: An existing, duplicate email profile is detected based on the email address, and overwrites it with the Intune profile. Android doesn't use the host name to identify the profile. Don't create multiple email profiles using the same email address on different hosts. The profiles overwrite each other.

  • Android Enterprise personally owned work profiles: Intune provides two Android work email profiles: Gmail app and Nine Work app. These apps are available in the Google Play Store, and install in the personally owned work profile. These apps don't create duplicate profiles. Both apps support connections to Exchange. To use email connectivity, deploy one of these email apps to your user devices. Then, create and deploy the email profile.

    You can also use certificate profiles on Gmail and Nine Work. Any Gmail or Nine Work device configuration policies that you create continue to apply to the device. It's not necessary to move them to app configuration policies. Email apps, such as Nine Work, may not be free. Review the app's licensing details, or contact the app company with any questions.

    On Android Enterprise Fully Managed, Dedicated, and Corporate-owned Work Profiles, use app configuration policies. You can use email apps that support app configuration policies, including Gmail and Nine Work.

  • iOS/iPadOS: An existing, duplicate email profile is detected based on host name and email address. The duplicate email profile blocks the assignment of an Intune profile. In this case, the Company Portal app notifies the user that they aren't compliant, and prompts the end user to manually remove the configured profile. To help prevent this scenario, tell your end users to enroll before installing an email profile, which allows Intune to set up the profile.

  • Windows: An existing, duplicate email profile is detected based on host name and email address. Intune overwrites the existing email profile created by the end user.

Changes to assigned email profiles

If you make changes to an email profile you previously assigned, end users may see a message asking them to approve the reconfiguration of their email settings.

Next steps

Once the profile is created, it isn't doing anything yet. Next, assign the profile and monitor its status.