How to set up MFA using Microsoft Authenticator app

As our identities and lives are increasingly linked to digital accounts, keeping those accounts secure is more important than ever.

Multi-factor authentication (MFA) can add an extra layer of protection to your accounts, making it much harder for unauthorised users to gain access.

This guide will walk you through the simple steps to set up MFA using the Microsoft Authenticator app.

Table of contents

1. What is multi-factor authentication (MFA)?
2. Why use the Microsoft Authenticator app?
3. Step-by-Step guide to MFA setup with Microsoft Authenticator
4. Troubleshooting: Microsoft Authenticator app not working

What is multi-factor authentication (MFA)?

Before we dive into the steps, let’s understand what Multi-Factor Authentication (MFA) is.

MFA is a security feature that requires you to provide two or more pieces of information before you can access an account.

This often includes something you know (like a password) and something you have (like your phone).

Even if someone has your password, they won’t be able to access your account without the second factor or piece of information.

Why use the Microsoft Authenticator app?

The Microsoft Authenticator app is a free app that can be used on your phone that provides a secure way to verify your identity when accessing your accounts.

It generates a unique six-digit code every 30 seconds, which you use as the second piece of information to get into your account.

It’s highly recommended for securing your Microsoft accounts, but you can also use it for other online services like Google, Facebook, and many more.

Step-by-step guide to MFA setup with Microsoft Authenticator

Step 1: Download and install the Microsoft Authenticator app

First, you need to download the Microsoft Authenticator app on your mobile phone. It’s available for both iOS and Android devices.

• Open the “App Store” (for iPhone users) or “Google Play Store” (for Android users) on your mobile device.
• In the search bar, type “Microsoft Authenticator” and look for the app with a blue icon featuring a white padlock.
• Tap "Install" or "Get" to download and install the app.

Step 2: Open the app and set up your account

Once the app is installed, it’s time to set it up.

• Open the “Microsoft Authenticator” app.
• You’ll see a welcome screen with a brief introduction.
• Tap “Add Account” or the “+” sign.
• You may be asked to allow the app to send notifications and access your camera.
• Tap “Allow” to enable these features, as they are necessary for the setup process.

Step 3: Choose the type of account to add

You can use the Microsoft Authenticator app with different types of accounts. When you are adding a new account to the app, you need to tell it what kind of account you are adding.

After tapping “Add Account”, you’ll be prompted to choose the kind of account.

• Select "Work or school account" if you’re setting up MFA for a Microsoft 365 account provided by your work.
• Choose a "Personal account" if you're setting it up for a personal Microsoft account, such as Outlook.com.

You’ll also see an option for "Other (Google, Facebook, etc.)", which is what you should select if you are setting up MFA for Facebook, Instagram or something similar.

Step 4: Scan the QR code

Next, you’ll need to link your account to the Microsoft Authenticator app.

• Log in to the account you want to secure with MFA.
• Every site will be unique, but generally, you are looking for the "Account Settings" or "Security Settings" area within the site to enable "Two-Factor Authentication (2FA)" or "Multi-Factor Authentication (MFA)."
• Once you find this section, you’ll be presented with a QR code or a unique code on your screen.
• Go to your Microsoft Authenticator app, and after selecting the account type, you’ll be presented with a screen that will allow you to scan the QR code or enter the code.

Step 5: Complete the verification process

After scanning the QR code or entering the code, your account will be added to the Microsoft Authenticator app.

You may be asked to add the code that the Microsoft Authenticator app generates to complete the process.

Step 6: Backup your account information on an iPhone (optional but recommended)

The Microsoft Authenticator app allows you to back up your account information to iCloud. This backup is useful if you lose your phone or switch to a new device.

• In the “Microsoft Authenticator” app on your iPhone, tap the “three lines” in the upper left corner of the app.

• Tap “Settings” to open the settings menu.

• Scroll down to find the iCloud Backup option.
• Toggle on “iCloud Backup” to enable it.

• Follow the on-screen instructions to complete the backup process. Once enabled, your account information will be automatically backed up to iCloud.

For Android users, you can follow a similar process to back up your account information, but it will be saved to OneDrive instead of iCloud. This ensures your MFA settings are safely stored and can be restored if needed.

Step 7: Test your MFA setup

Finally, it’s a good idea to test that everything is working correctly.

• Log out of your account on your computer or mobile device.
• Try logging back in, and when prompted, open the Microsoft Authenticator app on your phone.
• Enter the six-digit code displayed in the app to complete the login process.

If you successfully log in, your MFA is now set up and working correctly.

Troubleshooting: Microsoft Authenticator app not working

There may be times when you hit some issues when using the Microsoft Authenticator app, here are some tips on resolving common issues.

Error message: “We could not complete the sign-in at this time"

Ensure that you have network connectivity and that your push notifications for the app are enabled on your device.

No Microsoft Authenticator notifications when the app is closed

Check that your phone is not in Do Not Disturb Mode or Quiet mode; these modes can prevent apps from sending notifications.

Microsoft Authenticator notifications are always expired

Check that the time on your phone is correct. If you have manually configured the time, reconfigure it to automatically be set and restart your device.

Conclusion

Setting up Multi-Factor Authentication (MFA) using the Microsoft Authenticator app is an effective way to enhance the security of your online accounts.

By using MFA, you can add that extra layer of protection to your personal and work accounts from unauthorised access.

Remember to always keep your app updated and consider backing up your account information to avoid losing access in the future.

At Texaport, our Microsoft-certified experts are here to help you maximise the potential of Microsoft products, ensuring a seamless, secure, and efficient workflow for your business. Learn more on how we've supported our clients in achieving their goals, or contact us today to explore what we can do for you.