Microsoft 365 Help / Staff guides
Outlook Desktop App

Set up Microsoft Authenticator (MFA)

Protect your work sign-in with a second check on your phone. MFA means multi-factor authentication.

About 12 minutes Follow at your own pace

Before you start

  • Microsoft Authenticator is already available on your mobile device. Allow its notifications so approval requests can reach you.
  • Your own full work email address and password, supplied by the office. Use your named account even when you need a shared mailbox.
  • Your phone with internet access. A computer or second screen makes QR-code setup easiest.
  • If Authenticator already works for this same work account, you normally do not need to set it up again.

Choose the option that matches your screen or the task you want to do.

Recommended: phone plus computer

0 of 7 steps done

  1. Open your security information

    On a computer or a second device, open mysignins.microsoft.com/security-info and sign in with your own work account. If Outlook displays “More information required”, select Next to enter the setup flow instead.

  2. Add the verification method

    On the Security info page, choose Add sign-in method, select Microsoft Authenticator, then Add. Continue until Microsoft displays a square QR code.

  3. Prepare your phone to scan

    In Authenticator, tap + or Add account, then Work or school account > Scan a QR code. Allow camera access if prompted.

  4. Scan the code

    Point the phone camera at the QR code on your other screen. Hold it still until Authenticator adds the work account. This QR code is private: do not email it, share it or use a sample QR code.

  5. Run the test

    Return to the setup page and select Next. When the test notification reaches your phone, open it. If a number is displayed on the sign-in screen, enter that number in Authenticator and confirm.

  6. Finish registration

    Return to the browser and select Next or Done until setup is complete. The Security info page should now list Microsoft Authenticator. An account tile on the phone alone does not prove registration finished.

  7. Return to Outlook

    Continue your Outlook sign-in. For future sign-ins, approve only requests you started. This same work-account verification also covers services such as OneDrive and Teams; you do not register a separate account for every app.

Only one phone available

0 of 4 steps done

  1. Open the setup page in the phone browser

    Use Chrome or Edge to open mysignins.microsoft.com/security-info. Add Microsoft Authenticator as a sign-in method and continue to the QR-code screen. Keep the browser tab open.

  2. Reveal the manual setup details

    Select Can’t scan the image or the similarly worded option beneath the QR code. Keep the displayed code and URL private; they are setup secrets.

  3. Switch to Authenticator

    Open Authenticator, tap + > Work or school account > Scan a QR code, then choose Enter code manually if offered. Enter the code and URL exactly as shown in the browser.

  4. Return to the browser to test

    Switch back to the browser, continue with Next and approve the test in Authenticator. Finish the browser setup. If the manual option is not available, use a computer or ask the office to assist.

You have finished when…

  • Microsoft Authenticator is listed on the Security info page and the test is successful.

Helpful tips

  • MFA setup belongs to your work account, not to Outlook itself. Keep the same registered account when using other Microsoft 365 apps.
  • Changing phones? Ask the office about adding your new phone before wiping the old one. Work-account sign-in may need re-registration after a restore.
  • If a sign-in approval appears unexpectedly, decline it and tell the office. Never approve a request because a caller asks you to.

Something looks different?

It asks for Authenticator before I can set it up

Try another registered method if offered. If none works, the office must help recover or re-register the account; repeatedly removing the app will not solve the lockout.

No notification arrives

Open Authenticator directly. Check internet access and phone notification permission. Return to the sign-in window and try again if the request expired.

There is no Add sign-in method option

The organisation controls available methods. Contact the office to check your registration policy rather than creating a personal Microsoft account.

Microsoft help & further guidance

Menu names can change as Microsoft updates the apps. These official pages include further instructions.

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