How to set up and manage Multi-Factor Authentication (MFA) for Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How to set up and manage Multi-Factor Authentication (MFA) for Microsoft 365. Follow the steps below to fix the issue.

Common Causes

Multi-Factor Authentication (MFA) adds a critical layer of security to your Microsoft 365 account. By requiring a second form of verification beyond just a password, you significantly reduce the risk of unauthorised access to your business data and emails, even if your credentials have been compromised.

Quick Setup Steps

If you are in a hurry, follow these condensed steps to get protected:

1. Download the Microsoft Authenticator app from the Apple App Store or Google Play Store.
2. Log in to your account at mysignins.microsoft.com/security-info.
3. Select + Add sign-in method and choose Authenticator app.
4. Scan the QR code displayed on your computer screen using the mobile app.
5. Complete the test notification to verify the link.

Detailed Configuration Instructions

Step 1: Prepare your mobile device

Before starting the process on your computer, ensure you have the correct application installed on your smartphone:

• iOS: Search for "Microsoft Authenticator" in the App Store.
• Android: Search for "Microsoft Authenticator" in the Google Play Store.

Step 2: Register your security information

1. Open a web browser on your computer and navigate to the Microsoft security info page: mysignins.microsoft.com/security-info.
2. Sign in with your business email address and password.
3. Click on the + Add sign-in method button.
4. From the dropdown menu, select Authenticator app and click Add.
5. Microsoft will prompt you that it wants you to use the app. Click Next until you see the QR code on your screen.

Step 3: Linking the app to your account

1. Open the Microsoft Authenticator app on your mobile device.
2. Tap the + icon or select Add account.
3. Select Work or school account.
4. Choose Scan a QR code.
5. Hold your phone camera up to the computer screen to scan the code.
6. Once the account is added to the app, click Next on your computer.

Step 4: Verification and Testing

1. Microsoft will send a test notification to your phone.
2. On your phone, tap Approve (or enter the number displayed on your computer screen into the app).
3. Once the computer screen confirms the registration is successful, click Done.

Managing Your MFA Settings

Your security needs may change over time. You can manage your devices by returning to mysignins.microsoft.com/security-info.

• Replacing a device: If you get a new phone, add the new device first before deleting the old one to avoid being locked out.
• Updating phone numbers: Select the phone number listed and click Change to update your contact details.
• Revoking sessions: If you believe your account has been accessed by someone else, you can select Sign out everywhere.

Troubleshooting Common Issues

I am not receiving the push notification

• Ensure your mobile device has a stable internet connection (Wi-Fi or Mobile Data).
• Check that notifications are enabled for the Microsoft Authenticator app in your phone's system settings.
• Restart the app and try signing in again.

The QR code will not scan

• Ensure your screen brightness is turned up.
• Clean your phone camera lens.
• If the scan continues to fail, you can select I can't scan the QR code on your computer to enter a manual code.

I have been locked out of my account

If you have lost your phone or deleted the app without a backup method, you will be unable to sign in. In this instance, please Open a Ticket so our team can verify your identity and reset your MFA settings.

Still Having Issues?