How to Set Up Microsoft Authenticator: Step-by-Step Guide
If your IT team or Microsoft has prompted you to set up multi-factor authentication (MFA), this guide will walk you through the whole process in plain English. It takes about five minutes and you will only need your phone and a computer.
What You Will Need
- Your smartphone (iPhone or Android)
- A computer or laptop signed into your Microsoft 365 account
- Your Microsoft 365 email address and password
Step 1: Download the Microsoft Authenticator App
On your phone, open the App Store (iPhone) or Google Play Store (Android) and search for Microsoft Authenticator. It is free and published by Microsoft Corporation. Download and install it.
Once installed, open the app. You will be shown a welcome screen. You do not need to do anything in the app just yet.
Step 2: Go to Your Microsoft Security Settings
On your computer, open a browser and go to:
mysignins.microsoft.com/security-info
Sign in with your work Microsoft 365 account if prompted. You will see a page called Security info showing your current sign-in methods.
Step 3: Add the Authenticator App
- Click Add sign-in method
- From the dropdown, choose Authenticator app
- Click Add
- Click Next on the screen that explains what the Authenticator app does
- On the next screen, click Next again. Microsoft will now show you a QR code on your screen.
Step 4: Scan the QR Code
Now switch to your phone:
- In the Microsoft Authenticator app, tap the + button (top right on iPhone, or the add icon on Android)
- Choose Work or school account
- Choose Scan a QR code
- Point your phone camera at the QR code on your computer screen
The app will scan it automatically and add your account. You will see your name and email address appear in the app.
Step 5: Allow Notifications
When prompted on your phone, allow the Microsoft Authenticator app to send you notifications. This is how it will notify you when you need to approve a sign-in. Without notifications enabled, the app will not be able to send you approval prompts.
On iPhone: tap Allow when iOS asks about notifications.
On Android: tap Allow when prompted.
Step 6: Approve the Test Notification
Back on your computer, click Next. Microsoft will send a test notification to your phone to confirm everything is working.
- A notification will appear on your phone
- It will show a two-digit number. Check that number matches what is shown on your computer screen
- Tap Yes or Approve on your phone
Your computer will confirm that the app is set up. Click Next and then Done. That is it. You are set up.
Using Microsoft Authenticator Day to Day
Once it is configured, here is what happens each time you sign in:
- Enter your email and password as normal
- A notification appears on your phone with a two-digit number
- Check the number matches what is on your screen
- Tap Approve
- You are signed in
If you do not have mobile data or the notification does not arrive, open the Authenticator app and use the six-digit code shown under your account. Type that code into the sign-in screen instead. The code refreshes every 30 seconds.
Getting a New Phone
Before you get a new phone, do two things:
- Enable cloud backup in the Authenticator app settings (Google account on Android, iCloud on iPhone)
- Add a backup sign-in method at mysignins.microsoft.com/security-info, such as an alternative phone number
When you set up your new phone, install the Authenticator app and restore from your backup. Your accounts will be transferred. If you get stuck, your IT admin can reset your MFA registration so you can start fresh.
Need Help?
If you ran into any problems during setup, or if your business needs help rolling out MFA across the whole team, the Pro Business team are here for you.
Drop us an email at support@pro-business.co.uk and we will get you sorted. We support businesses across Manchester and the North West with Microsoft 365, cyber security and IT support.