This guide explains how to install and configure the Microsoft Authenticator app for Multi-Factor Authentication (MFA) with Microsoft 365 and other Entra-protected applications.

📱 Step 1: Install Microsoft Authenticator

1. Open the App Store (iPhone) or Google Play Store (Android).

2. Search for Microsoft Authenticator.

3. Tap Install.

4. Once installed, open the app.

✅ Make sure your phone has internet access (Wi-Fi or mobile data).

🔐 Step 2: Start MFA Registration

The next time you sign in to:

• Microsoft 365

• Outlook

• Teams

• SharePoint

• Or any Microsoft Entra-protected application

You will see this message:

“More information required”

1. Click Next.

2. This will begin the MFA setup process.

📷 Step 3: Add Your Account to the Authenticator App

On your computer:

1. The setup wizard will display a QR code.

On your phone:

1. Open the Microsoft Authenticator app.

2. Tap + (Add Account).

3. Select Work or school account.

4. Choose Scan QR code.

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

✅ Your account will appear in the app immediately after scanning.

✅ Step 4: Approve the Test Notification

Microsoft will send a test approval request to your phone.

You will see either:

• A number matching prompt (enter the number shown on your computer), OR

• An Approve / Deny notification

1. Approve the request.

2. This confirms the Authenticator app is working correctly.

Once approved, setup is complete 🎉

🔎 What Happens Next?

After setup:

• You will receive a notification on your phone whenever you sign in.

• Simply tap Approve (or complete number matching).

• No SMS codes required.

⚠️ Troubleshooting

Not Receiving Notification?

• Ensure internet is enabled on your phone.

• Open the Authenticator app manually.

• Check that notifications are enabled for the app.

• Make sure the correct account was added.

Camera Not Scanning QR Code?

• Increase screen brightness.

• Hold phone steady.

• Ensure camera permissions are allowed for the app.

If the issue persists, contact IT Support.

📌 Important Notes

• Do NOT delete the app after setup.

• If you change phones, you must re-register MFA.

• Always approve sign-in requests only if you initiated them.