How to set up and manage app passwords for Microsoft 365 when MFA is enabled

Summary

This guide helps you troubleshoot and resolve: How to set up and manage app passwords for Microsoft 365 when MFA is enabled. Follow the steps below to fix the issue.

Common Causes

When Multi-Factor Authentication (MFA) is enabled on your Microsoft 365 account, older email applications and devices that do not support modern authentication may fail to connect. App passwords provide a way to sign into these specific apps without using your regular password or MFA code.

Quick Fix Steps

1. Sign in to your Microsoft account security settings.
2. Create a new app password for your application or device.
3. Enter the app password in place of your regular Microsoft 365 password.

Detailed Instructions

Before you begin

App passwords are only available if your organisation has enabled security defaults or MFA through Microsoft Entra ID. If you do not see the app password option, your administrator may need to enable it first.

Create an app password

1. Open a web browser and go to https://account.microsoft.com.
2. Sign in with your Microsoft 365 email address and password.
3. Complete the MFA prompt when asked.
4. Select Security from the left-hand menu or top navigation.
5. Under Advanced security options, select Create a new app password.
6. Enter a name for the app password, such as Outlook 2016 or iPhone Mail, then select Next.
7. Copy the generated app password immediately. You will not be able to see it again after closing this window.
8. Select Done.

Use the app password in your application or device

1. Open the email application or device settings where you are adding your Microsoft 365 account.
2. When prompted for your password, enter the app password you copied earlier instead of your regular Microsoft 365 password.
3. Complete the account setup and test that emails send and receive correctly.

Managing App Passwords

View or delete existing app passwords

1. Sign in to https://account.microsoft.com.
2. Go to Security > Advanced security options.
3. Locate the list of app passwords you have created.
4. Select Remove next to any app password you no longer use or if a device is lost or stolen.

Regenerate a lost app password

Microsoft does not display app passwords after they are created. If you lose or forget an app password, you must create a new one using the steps above and update it in your application or device.

Troubleshooting

App password is not accepted

• Ensure you entered the app password exactly as generated, without spaces.
• Check that you are using the app password in the correct application or device.
• If you recently changed your Microsoft 365 password, try creating a new app password.

Cannot find the app password option

• Confirm that MFA is enabled for your user account.
• Contact your IT administrator to verify that app passwords are permitted under your organisation's security policy.

Still unable to connect

If you continue to experience issues, Open a Ticket with 220 Internet Services support.

Still Having Issues?