How set up Authenticator app for Multi Factor Authentication (MFA)

Multi-Factor Authentication (MFA) is now required for everyone. You'll need your password and an authenticator app on your phone to access your account. This is only needed every 90 days (or every 7 days for Recordbase), so it's not too disruptive.

MFA is the best way to secure sensitive data. It protects you by requiring both your password and confirmation on your phone, making it much harder for hackers to access your account. They would need both your password and your phone.

While you can use text messages and PINs for authentication, using an app is much easier.

Follow these steps to set up the Authenticator app on your phone. It should take less than 5 minutes.

Note: You must use your own phone, not a shared or work phone. Only you should confirm your login.

First, install the Microsoft Authenticator app on your phone. If you don't have it yet, use the links below.

Do not open or sign in to the Microsoft Authenticator app yet.

Android: Tap this link on your phone - Microsoft Authenticator – Apps on Google Play

iPhone: Tap this link on your phone - Microsoft Authenticator – Apple App Store

Open your phone's app store and search for Microsoft Authenticator.

2. On your work computer, visit My Sign-Ins | Security Info | Microsoft.com

3. Click the + icon to add a sign-in method.

4. Select Authenticator App from the dropdown.

5. Follow the on-screen instructions to scan the QR code using the Microsoft Authenticator app on your phone.

6. Enter the short numeric code from the app or approve the pop-up notification.

When prompted for MFA, select Authenticator App to get a notification on your phone. Tap Approve to sign in.

Step-by-step Walkthrough

1. Download the Microsoft Authenticator App on your phone, but don't open it yet.

2. While it downloads, open your 'My Sign-in's' page to view your current MFA methods.

If Microsoft Authenticator is listed, it's already set up.

 

If there is not an option for Microsoft Authenticator in the list you can click on the Add sign in method.

3. This will pop up with a box to show how to Add a method, click on the Choose a method dropdown and select Authenticator app, click Next.
 

4. This will pop up with a bit more information about the app, this step is the same as step 1, click Next. 

 

5. You can now open up your Authentication App on your mobile, you should see an option to click on Add account. 

6. Click on Work or school account.

7. You will be prompted to either Sign in or Scan QR code, select the option to Scan QR code. 

8. You can now click next on your computer. 

9. This will pop up with a QR code that can be scanned by your Microsoft Authenticator app. 

 

Desktop/Laptop view: 

Mobile view: 

Note: If this is not working for you, please try the can't scan image link and it will give you a code. 

10. When you scan the code this will send you a one code to your Authenticator app where you can enter in the code that is given. 

 

11. Open up your Microsoft Authenticator app and you will see a code to enter to approve sign in as you will see below. 

 

12. Once you click on approve this will show as Notification approved on your desktop/laptop, click Next. 

Note: Only approve the notifications if it is you logging in. 

 

13. You should now see Microsoft Authenticator in your list of sign-in methods which means that you have successfully added it in.

14. There is one last thing to do and that is to set Microsoft Authenticator as your default sign-in method to ensure that the notification goes to your App. Look for Set default sign-in method and click on Change. 

15. In the dropdown select Microsoft Authenticator - notification, then click Confirm.