Introduction
With the Workspace 365 mobile app, you can open your Workspace on a phone or tablet. This gives employees access to their Workspace without setting up a browser on a mobile device.
The mobile app helps employees who do not always use a computer or laptop. For example, employees who work on location, travel often, or work in an environment where a laptop is not practical.
This article is for:
Employees who want to use Workspace 365 on a phone or tablet.
IT employees and service desk employees who support mobile access.
Employees who prepare or test the mobile app for other users.
Requirements
To use the mobile app, you need:
An iOS or Android device.
Access to the App Store or Google Play Store.
An internet connection.
An active Workspace 365 environment.
Your Workspace 365 sign-in credentials.
Some connection methods have extra requirements:
To connect with a QR code, you need access to your Workspace on a desktop or laptop.
To connect with an email address or domain, a DNS administrator must configure a TXT record.
Microsoft Entra policies must allow access through the mobile app.
Conditional Access policies or Enterprise App Restrictions policies must not limit sign-in to Microsoft services only, or to Microsoft apps only, such as Edge.
Instruction
Download the mobile app
Open the App Store or Google Play Store on your mobile device.
Search for Workspace 365.
Download the Workspace 365 app.
Open the app.
Click Next on the welcome screen.
After the welcome screen, connect the app to your Workspace environment. You can use one of these methods:
Scan a QR code.
Enter your email address or domain.
Enter your Workspace URL.
Method 1: Scan a QR code
Open your Workspace on a desktop or laptop.
Sign in.
Click the profile menu in the top-right corner.
Click Mobile app.
Scan the QR code with the Workspace 365 app on your mobile device.
Check if the app shows Workspace found!
Click Login to Workspace.
Sign in with your credentials.
Method 2: Enter an email address or domain
Use this method when your organization wants to connect the mobile app to the correct Workspace environment through DNS.
A DNS administrator must add a TXT record to the domain that users use to sign in.
Example:
A user signs in with:
The DNS administrator must configure the TXT record for:
somedomain.net
Use this format for the TXT record:
workspace365-url=https://instance.url/environment
Example:
If the Workspace URL is:
The TXT record must be:
workspace365-url=https://workspace.somedomain.net/myworkspace
After the TXT record has been configured, users can connect the app.
Open the Workspace 365 app.
Enter your email address.
Click Login to Workspace.
Sign in with your credentials.
The app uses the domain in the email address to find the TXT record. The app then connects to the Workspace environment from the TXT record.
💡 Guest users can enter the domain that the DNS administrator configured. In the example above, this domain is somedomain.net.
Method 3: Enter the Workspace URL
Use this method when you want to connect the Workspace manually.
1. Open the Workspace 365 app.
2. Enter the full Workspace URL.
Example:
3. Click Login to Workspace.
4. Sign in with your credentials.
Connect the mobile app to a different Workspace environment
You can unlink the mobile app from the current Workspace environment. After that, you can connect the same app to another Workspace environment.
Open the Workspace 365 app.
Click the profile menu in the top-right corner.
Select Mobile app.
Click Unlink workspace from app.
Click Unlink to confirm.
Click Next.
Connect the app again with a QR code, email address, domain, or Workspace URL.
Open web links with the in-app browser
The Workspace 365 app can open web links in an in-app browser. This keeps the user inside the app when the user opens a link.
This helps with Single Sign-On (SSO). SSO means that a user signs in once and stays signed in to connected services while the session remains valid.
Click your profile picture in the top-right corner.
Select Mobile app.
Go to Web links.
Turn Open web links using in-app browser on or off.
Log in on the mobile app with Microsoft Authenticator
If you want users to log on with Microsoft Authenticator, add a scope to the SSO-app registration on Entra ID. Click here for an instruction.
Best practices
Use the QR code when you want to help one user connect the app.
Use the DNS method when many users need to set up the mobile app.
Use a recognizable domain for the DNS method. A different domain can confuse users.
Test the mobile app before you make the app available to a larger group.
Check in advance whether Microsoft Entra policies allow sign-in through the app.
Keep the in-app browser enabled when users often open links from the Workspace.
Align session policies and Multi-factor authentication (MFA) with your security and user experience requirements.
Check whether mobile devices can store cookies.
Prevent mobile devices from automatically clearing cache or cookies when users must sign in again often.
Limitations
Availability of the mobile app can differ per country.
The app may not appear in App Store or Google Play Store search results.
Mobile app notifications through the Activity Feed do not work for self-hosted partners.
Hosted partners can configure whether mobile app notifications through the Activity Feed are disabled.
Number badges and dot-style badges do not appear on the mobile app icon.
Teams sites cannot be opened through the mobile app. Teams does not support the browser in the mobile app.
Custom Workspace branding works inside the mobile app.
The app icon on the mobile device cannot be customized.
The setup screens of the mobile app cannot be customized.
Workspace 365 does not control when Microsoft Entra asks users to sign in again.
Troubleshoot
Category | What do you see? | What does it mean? | What should you do? |
App does not appear in the app store | You cannot find the Workspace 365 app in the App Store or Google Play Store. | The app may not be available in the country of the user. | Use the direct App Store or Google Play Store link. Contact Workspace 365 support if the user still cannot download the app. |
QR code does not work | The app shows the message URL is invalid. | The app cannot use the QR code to find the Workspace environment. | Scan the QR code again. Check that you use the QR code from the profile menu of the correct Workspace. Use the email address, domain, or Workspace URL method if the issue remains. |
Email address or domain does not work | The app does not find the Workspace environment after the user enters an email address or domain. | The TXT record is missing or points to the wrong Workspace URL. | Check the TXT record in DNS. Use the format |
Sign-in is blocked | The user cannot sign in to the mobile app. | A Microsoft Entra policy may block sign-in through the mobile app. | Check Conditional Access policies and Enterprise App Restrictions policies. Make sure the policies allow the mobile app and the in-app browser. |
User must sign in often | The app often asks the user to sign in again. | Microsoft Entra session settings expire or reassess the session. The mobile device can also delete cache or cookies. | Check session policies, SSO settings, Conditional Access policies, and MFA settings in Microsoft Entra. Also check whether the device stores cookies and does not automatically clear cache. |
Web links ask for sign-in again | A user must sign in again after opening a link. | The link may open outside the app. This uses a different browser session. | Enable Open web links using in-app browser in the mobile app settings. |
Teams site does not open | A Teams site does not open from the mobile app. | Teams does not support the browser in the mobile app. | Open the Teams site outside the Workspace 365 mobile app. Use the Teams app or a supported browser. |
No badge on app icon | The app icon does not show a number badge or dot-style badge. | The mobile app does not support badges on the app icon. | No action is needed. Inform users that badges are not available. |
No Activity Feed notifications | Activity Feed notifications do not appear on mobile devices. | Mobile app notifications through the Activity Feed do not work for self-hosted partners. | Check whether the environment is self-hosted. For hosted partners, check whether the option for mobile app notifications is enabled. |
Glossary
Activity Feed
An overview of notifications and activities in Workspace 365.
Conditional Access policy
A policy in Microsoft Entra that defines the conditions under which users can sign in.
DNS
The system that links domain names to technical settings, such as the TXT record for the mobile app.
In-app browser
A browser that opens inside the mobile app. The user stays inside the Workspace 365 app.
Microsoft Entra
The identity platform where organizations manage sign-in, access, and security policies.
Multi-factor authentication (MFA)
An extra check during sign-in. A user uses another verification method next to a password, such as an app or code.
Single Sign-On (SSO)
A sign-in method that gives a user access to multiple connected services with one session.
TXT record
A DNS record with text information. The Workspace 365 app uses this record to find the correct Workspace environment.
Workspace URL
The web address of the Workspace 365 environment.
Self-hosted partner
A partner that hosts the Workspace 365 environment instead of using hosting by Workspace 365.