Setting Up Two-Factor Authentication on Microsoft 365

Microsoft 365 + Microsoft Authenticator App

This guide walks you through enabling two-factor authentication (2FA) on your Microsoft 365 account using the Microsoft Authenticator app. Following these steps protects your company's data and systems from unauthorized access. You can download or print PDF version of this document here - Microsoft 2FA Setup Guide (PDF)

What You Will Need

Before you begin, make sure you have the following ready:

Your work email address (e.g. yourname@company.com)

Your Microsoft 365 password

Your smartphone - iPhone or Android

The Microsoft Authenticator app - free to download from the App Store (iPhone) or Google Play (Android) - search 'Microsoft Authenticator' and make sure the publisher says 'Microsoft Corporation'

An internet connection on both your computer and phone

Every Team Member Needs to Follow These Steps

Each team member needs to complete this setup on their own phone and computer. You will only need to do this once. The whole process takes about 5 minutes.

Step 1 - Download the Microsoft Authenticator App on Your Phone

Download the free Microsoft Authenticator app on your smartphone before starting on your computer.

iPhone (iOS) - App Store - search 'Microsoft Authenticator'

Android - Google Play Store - search 'Microsoft Authenticator'

Publisher must say 'Microsoft Corporation' - avoid imitations

Important: Do not open the app yet - just install it. You will be prompted to open it during Step 4.

Step 2 - Sign In to office.com on Your Computer

Open your browser on your computer and go to https://office.com

Open your web browser (Chrome, Edge, or Safari) and go to https://office.com

Click Sign in - if prompted, select Work or school

Enter your work email address and click Next

Enter your password and click Sign in

Once signed in, you will see your Microsoft 365 home screen

Step 3 - Go to My Sign-Ins Security Info

In a new browser tab, go directly to https://mysignins.microsoft.com/security-info

Open a new browser tab

Type or paste this address into the address bar: https://mysignins.microsoft.com/security-info

Press Enter - you will land on the Security Info page

If prompted to sign in again, use your work email and password

Tip: You can also reach this page by going to office.com - clicking your profile picture (top-right) - View account - Security info.

Step 4 - Add a Sign-In Method

On the Security Info page, click the + Add sign-in method button to begin adding the Authenticator app.

On the Security Info page, click the button labelled + Add sign-in method

A dropdown list will appear showing the available methods

Select Microsoft Authenticator from the list

Click Add to continue

Step 5 - Scan the QR Code with Your Phone

Microsoft will display a QR code on your computer screen. You scan this with the Authenticator app on your phone to link your account.

A setup wizard will appear on screen - click Next through the first two screens

A QR code will appear on your computer screen

On your phone, open the Microsoft Authenticator app

Tap the + (plus) icon in the top-right corner of the app

Select Work or School account

Tap Scan a QR code

Point your phone camera at the QR code on your computer screen

Your account will appear in the app automatically

Click Next on your computer once the account is visible in the app

Important: Scan the QR code within a few minutes - it expires quickly. If it expires, click the refresh icon on screen to generate a new one.

Step 6 - Approve the Test Notification

Microsoft sends a test approval request to your phone to confirm the link is working correctly.

Your phone will receive a push notification from Microsoft Authenticator

Tap Approve on your phone when the notification appears

Your computer screen will confirm 'Notification approved'

Click Next, then click Done

Setup complete. Microsoft Authenticator now appears as a sign-in method on your Security Info page. Your account is now protected with 2FA.

Need Help With Microsoft 365 for Your Business?

Setting up 2FA is one of the most important steps you can take to protect your business from unauthorized access. If you need help configuring Microsoft 365 security settings across your team, we can help.

See our Microsoft 365 Services page or call us at 604-676-9000.