How to Set Up the Microsoft Authenticator App
What is the Microsoft Authenticator App?
Microsoft Authenticator is a free app that adds a second layer of security to your Microsoft 365 account and other services. Instead of just using a password, you also confirm your identity on your phone — making it far harder for anyone to access your accounts even if they know your password.
This guide walks you through setting up the app on your phone and linking it to your Microsoft 365 account.
Before You Start
You will need:
- Your iPhone or Android phone
- Access to the Microsoft 365 account you want to secure
- A computer or tablet to complete the setup steps
Step 1: Download the Microsoft Authenticator App
On iPhone:
- Open the App Store
- Search for Microsoft Authenticator
- Tap Get to download it (it is free)
- Open the app once it installs
- Open the Google Play Store
- Search for Microsoft Authenticator
- Tap Install
- Open the app once it installs
Step 2: Open Your Microsoft 365 Security Settings
On your computer or tablet:
- Go to mysignins.microsoft.com and sign in with your Microsoft 365 work account
- Click Security info in the left-hand menu
- Click + Add sign-in method
- In the dropdown, select Authenticator app
- Click Add
Step 3: Link the App to Your Account
Microsoft will display a QR code on your computer screen.
On your phone:
- Open the Microsoft Authenticator app
- Tap the + icon in the top right corner
- Select Work or school account
- Tap Scan a QR code
- Point your phone camera at the QR code on your computer screen
- The account will be added automatically
Step 4: Test the Connection
Microsoft will ask you to approve a test notification to confirm everything is working:
- A notification will appear on your phone
- Tap Approve
- If successful, you will see a confirmation on your computer
Step 5: Set Authenticator as Your Default Sign-In Method
To make sign-in smoother:
- Back on the Security info page, find the Authenticator app entry
- Click Set as default
- From now on, when you sign in to Microsoft 365, you will get a push notification on your phone to approve
How Sign-In Works Day to Day
Once set up, signing into Microsoft 365 works like this:
- Enter your email address and password as normal
- A notification appears on your phone
- Open the notification and tap Approve
- You are signed in
What If I Get a Sign-In Notification I Did Not Request?
This is a red flag. If you receive an Authenticator approval request when you are not signing in:
- Tap Deny immediately
- Contact your IT team — someone may be trying to access your account
- Change your password as soon as possible
What If I Lose My Phone or Get a New One?
If you lose your phone:
- Contact your IT team immediately
- They can remove the Authenticator from your account
- Once you have a new phone, set it up again using the same steps above
Troubleshooting
The QR code did not scan:
- Make sure your camera lens is clean
- Try increasing the brightness on your computer screen
- Move the phone slightly further back from the screen
- Check that your phone has a mobile or WiFi connection
- Make sure notifications are enabled for Microsoft Authenticator in your phone settings
- Try using the 6-digit code from the app instead
- Go to your phone settings and allow the Authenticator app to access the camera
Need Help?
If you are having trouble setting up the app, contact Netluma IT and we will walk you through it.
Phone: 1300 521 162 Email: helpdesk@netlumait.com.au
Was this article helpful?
Still Need Help?
If you are still having trouble, our support team is here to help.