Microsoft Authenticator App: How to Use It

The Microsoft Authenticator app is the easiest and most secure way to verify your identity when signing in to Microsoft 365 and other accounts. Here's everything you need to know about using it. What it does: When you sign in to Microsoft 365, after entering your password, Microsoft sends a prompt to the Authenticator app on your phone asking you to confirm it's really you. You approve it and you're in. No codes to type — just a tap. Download the app: - iPhone: App Store > search "Microsoft Authenticator" > Install - Android: Google Play Store > search "Microsoft Authenticator" > Install Make sure you get the official app by Microsoft Corporation. How to approve a sign-in (push notification method — most common): 1. Sign in to Microsoft 365 on your computer as normal 2. Your phone receives a notification from the Authenticator app 3. Open the notification (or open the app) 4. You may see a number displayed on your computer screen — enter that same number in the app (this is "number matching" — an extra security step) 5. Tap Approve 6. Sign-in on your computer completes automatically How to use a verification code (when you have no internet/signal on your phone): Even without cell service or internet, the Authenticator app generates 6-digit one-time codes that refresh every 30 seconds. 1. Open the Authenticator app on your phone 2. Tap your work account 3. A 6-digit code is shown with a countdown timer 4. Enter that code on the Microsoft sign-in page when prompted Setting up the app on a new phone: If you get a new phone, do not delete the app from your old phone until the new one is set up. Contact us and we can reset your MFA — you'll then go through the MFA setup process again to register the new phone. If you approve a request you didn't initiate: If your Authenticator shows an approval request and you are NOT signing in, do not approve it. Someone else has your password and is trying to get into your account. 1. Tap Deny 2. Change your Microsoft 365 password immediately 3. Call us at (269) 261-0269 Enabling App Lock for extra security: In the Authenticator app, tap the three lines (menu) > Settings > App Lock > turn On. This requires your fingerprint or PIN to open the Authenticator app, preventing someone with access to your unlocked phone from approving sign-ins. Adding other accounts to Authenticator: The app isn't just for Microsoft — you can add Google, Amazon, Instagram, and many other accounts. Tap the + button > Other account > scan the QR code from that service's two-factor setup page.