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Setting up Microsoft Authenticator for a new user

Manuel Torfs
  • Updated

With multi-factor authentication (MFA) you secure your Microsoft 365 account with an extra verification step in addition to your password. This guide shows you how to set up MFA using the Microsoft Authenticator app.

 

Why MFA?
MFA ensures that a stolen or leaked password alone is not enough to gain access to your Microsoft 365 account.

 

Important
Never approve an MFA request that you did not initiate yourself. If you unexpectedly receive a notification in Microsoft Authenticator, do not approve it and contact FLEXAMIT if in doubt.

 

1. Sign in to Microsoft 365

  1. Open a web browser on your computer.
  2. Go to:
  1. Sign in with your work Microsoft 365 account.
  2. Use the email address and password provided by your organisation or FLEXAMIT.

 

2. Set up additional security information

If MFA is required for your account and has not yet been set up, Microsoft will display a message during sign-in such as:

More information required
or
Let's keep your account secure
  1. Click Next.

 

3. Install Microsoft Authenticator

You will now need your smartphone.

  1. Open the App Store on iPhone or the Google Play Store on Android.
  2. Search for Microsoft Authenticator.
  3. Make sure the app is published by Microsoft Corporation.
  4. Install the app.
  5. Open Microsoft Authenticator.
Note: only install the official Microsoft Authenticator app. There are other apps with similar names.

 

Then return to your computer and click Next in the Microsoft setup. Click Next again when Microsoft explains how to add the Authenticator app.

 

4. Add work or school account

Perform the following steps in the Microsoft Authenticator app on your smartphone:

  1. Choose Add account or the + symbol.
  2. Choose Work or school account.
  3. Choose Scan QR code.

 

5. Scan the QR code

A unique QR code will now appear on your computer.

  1. Point the camera in Microsoft Authenticator at the QR code displayed on your computer.
  2. Wait until the work account is automatically added to Microsoft Authenticator.
  3. Then click Next on your computer.
Important: the QR code is linked to your account. Do not share photos or screenshots of it with others.

 

6. Approve test notification

Microsoft will now check if the connection with your smartphone is working correctly.

  1. A number will appear on your computer screen.
  2. Microsoft Authenticator sends a notification to your smartphone.
  3. Open the notification.
  4. Enter the number shown on your computer screen in Microsoft Authenticator.
  5. Confirm the sign-in.
Check: only approve an Authenticator notification if you are trying to sign in yourself at that moment and the number shown matches.

 

7. Complete configuration

  1. After a successful test, Microsoft confirms that Microsoft Authenticator was set up correctly.
  2. Click Next.
  3. On the final screen, click Done.

 

MFA is now set up
Microsoft Authenticator is now linked to your work Microsoft 365 account.

 

8. What happens during future sign-ins?

Microsoft will not necessarily ask for MFA every time you sign in. When extra verification is required:

  1. Sign in with your work Microsoft 365 account.
  2. Microsoft may display a number on the screen.
  3. Open the notification in Microsoft Authenticator.
  4. Verify that you initiated this sign-in yourself.
  5. Enter the displayed number and confirm.

 

Managing your security methods

If you want to add a new phone later, remove an old Authenticator registration, or set up an additional sign-in method:

Go to:

Sign in with your work Microsoft 365 account. Under Security info you will see the sign-in methods registered for your account.

Only remove your old Authenticator registration once you are sure your new sign-in method works correctly.

 

New phone or no longer have access to Authenticator?

Do you have a new smartphone, lost your phone, or can no longer use Microsoft Authenticator?

If you can still sign in, you can manage your security methods yourself via mysignins.microsoft.com/security-info.

If you cannot sign in anymore, please contact FLEXAMIT. We can check or reset your existing MFA registration and help you set up Microsoft Authenticator correctly again.

 

Sign in even more securely with a passkey

Microsoft 365 can, depending on your organisation’s settings, also support more modern sign-in methods such as passkeys and Windows Hello for Business.

These methods are more resistant to phishing than the classic combination of password and approval notification.

FLEXAMIT advises: MFA with Microsoft Authenticator is an important security layer. Where possible, we recommend evolving further towards phishing-resistant sign-in methods such as passkeys. FLEXAMIT can assist your organisation with this.

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