How to Download and Set Up Microsoft Authenticator for Microsoft 365

If your business has asked you to set up Microsoft Authenticator for your Microsoft 365 account, this guide will take you through how to download the app, connect it to your work account and make sure it is working correctly.

This is becoming particularly relevant because Microsoft is retiring its own SMS and voice authentication service from 1 February 2027, meaning businesses that still use text messages or phone calls for authentication need to move affected employees to another method.

If you want to understand what Microsoft is changing and what your business needs to do, read our separate guide:

Microsoft Is Retiring SMS and Voice MFA: What Does Your Business Need to Do? →

If you have already been asked to set up Microsoft Authenticator, follow the steps below.

How to Download and Set Up Microsoft Authenticator

Before you start, it is easiest to have:

• Your mobile phone
• Access to the Apple App Store or Google Play Store
• A computer where you can sign into your Microsoft 365 account
• Your work Microsoft 365 email address and password

You will normally use your computer to display the setup information and your mobile phone to complete the Authenticator registration.

Step 1: Download Microsoft Authenticator

To install Authenticator on your iOS device:

Scan the QR code

or download and install Authenticator from the Apple app store.

To install Authenticator on your Android device:

Scan the QR code

or download and install Authenticator from the Google Play store.

Once Microsoft Authenticator has downloaded, open the app.

You may be asked to allow notifications.

Allow notifications, as Microsoft Authenticator may use these when asking you to approve a sign-in.

Step 2: Open Your Microsoft Security Info

On your computer, open your Microsoft Security info page and sign in using your work Microsoft 365 account.

This is where Microsoft allows you to view and manage the different methods you use to verify your identity.

Depending on how your organisation has configured Microsoft 365, you may also automatically see a "Keep your account secure" or "More information required" message when you sign in.

If Microsoft is already asking you to set up Microsoft Authenticator, simply follow that prompt.

Otherwise, from your Security info page select:

Add sign-in method

Then choose:

Microsoft Authenticator

The options you see can vary depending on the authentication settings your organisation has put in place.

Microsoft also provides its own Security info setup guidance if your screen looks slightly different from the steps in this guide.

Step 3: Add Your Work Account to Microsoft Authenticator

Return to the Microsoft Authenticator app on your phone.

Select:

Add account

Then select:

Work or school account

Choose the option to:

Scan QR code

Your phone may ask for permission to use the camera.

Allow this so Microsoft Authenticator can scan the QR code that will appear on your computer.

Step 4: Scan the QR Code

Return to your computer.

Continue through the Microsoft setup process until a QR code appears on the screen.

Keep this page open.

Now use Microsoft Authenticator on your phone to scan the QR code displayed on your computer.

Once it has been scanned successfully, your work Microsoft 365 account should appear inside Microsoft Authenticator.

Step 5: Complete the Test

Microsoft will normally test that Authenticator has been connected correctly before completing the setup.

Return to your computer and select Next.

You may receive a notification on your phone asking you to approve the sign-in.

Depending on your organisation's configuration, Microsoft may display a number on your computer which you need to enter into Microsoft Authenticator before approving the request.

Follow the instructions shown on the screen and approve the request on your phone.

Once Microsoft confirms the test has been successful, Microsoft Authenticator has been connected to your account.

Step 6: Check Microsoft Authenticator Appears in Your Security Info

Return to your Microsoft Security info page.

You should now see Microsoft Authenticator listed as one of your registered sign-in methods.

Do not assume the setup is complete until the app has been successfully registered and tested.

If your business is moving you away from SMS authentication, your existing method should not be removed until the replacement has been confirmed as working.

What Happens When I Sign In Afterwards?

Once Microsoft Authenticator is configured, Microsoft may ask you to verify your identity when signing into Microsoft 365.

You may see a notification on your phone asking you to approve the sign-in.

If Microsoft displays a number on the sign-in screen:

1. Open Microsoft Authenticator
2. Find the sign-in request
3. Enter the number shown on your computer
4. Complete any fingerprint, face recognition or PIN check requested by your phone
5. Approve the sign-in

Microsoft may also allow you to select Other ways to sign in where more than one authentication method has been registered.

Only approve a Microsoft Authenticator request when you are genuinely trying to sign in yourself.

If an approval request appears unexpectedly, do not approve it.

What If Microsoft Asks Me to Set Up a Passkey?

Some organisations may also be moving employees towards passkeys in Microsoft Authenticator.

A passkey is another way Microsoft Authenticator can be used to sign into a work or school Microsoft account.

If your organisation has enabled this, you may see an option such as:

Passkey in Microsoft Authenticator

or Microsoft may prompt you to create a passkey as part of the registration process.

Microsoft has a separate guide to registering a passkey in Microsoft Authenticator if your organisation has asked you to use this method.

If HBP or your IT team has specifically asked you to register a passkey, follow the instructions they provide and the additional steps displayed by Microsoft.

The exact options available depend on how your organisation has configured Microsoft 365.

What If I Cannot See Microsoft Authenticator as an Option?

The authentication methods you can use are controlled by your organisation's Microsoft 365 settings.

If Microsoft Authenticator does not appear as an option, or you receive an error during setup, do not remove your existing authentication method.

Speak to your IT team or HBP Group so the configuration can be checked.

Your organisation may have chosen to allow different authentication methods or may need to enable Microsoft Authenticator for your account first.

What If I Do Not Want to Use My Personal Phone?

If your business has asked you to install Microsoft Authenticator on a personally owned mobile phone and you are not comfortable doing so, speak to your employer or IT team before any existing authentication method is removed.

There may be another authentication option available depending on how your organisation has configured Microsoft 365.

Do not wait until SMS has been switched off to raise the issue.

You should have a confirmed working way to authenticate before your existing method is removed.

What If I Get a New Phone?

If you are replacing your mobile phone, deal with Microsoft Authenticator before wiping or disposing of your existing device wherever possible.

Your new phone may need to be registered as a new authentication device against your Microsoft work account.

Once the new device is working, the old Authenticator registration can be reviewed and removed where appropriate.

If you have already lost access to your old phone, contact your IT team or HBP Group for help before changing anything in your Security info.

What If I Lose My Phone?

If the phone you use for Microsoft Authenticator is lost or stolen, contact your IT support provider as soon as possible.

Your existing Authenticator registration may need to be removed and a new authentication method registered.

Do not assume that simply installing Microsoft Authenticator on another phone will automatically restore access to your work account.

Before SMS Authentication Is Removed

If you are completing this setup because your business is moving away from SMS authentication, there is one final step:

Make sure Microsoft Authenticator has been successfully tested before SMS is removed from your account.

You should be able to:

• See your work account inside Microsoft Authenticator
• Receive the required Microsoft authentication request
• Complete the approval successfully
• Access your Microsoft 365 account normally

Only once the replacement authentication method has been confirmed should the existing SMS method be removed as part of your organisation's migration process.

This avoids somebody finding out that their new authentication method has not been configured correctly after they have already lost access to the old one.

Need Help Setting Up Microsoft Authenticator?

For most users, setting up Microsoft Authenticator should only involve downloading the app, adding your work account, scanning the Microsoft QR code and completing the verification test.

But the authentication methods available to you depend on how your organisation's Microsoft 365 environment has been configured.

If you want to understand why your business is making this change, when Microsoft's deadlines take effect and what other options are available, read our full guide:

Microsoft Is Retiring SMS and Voice MFA: What Does Your Business Need to Do? →

If The HBP Group is managing your organisation's move away from SMS and voice authentication, we can help make sure the correct authentication method is available and assist if you have any problems during setup.