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Knowledge Base: Microsoft 365 MFA Setup Guide

What is Multi-Factor Authentication?

Multi-Factor Authentication (MFA), also known as 2-Factor Authentication (2FA) or 2-Step Verification (2SV), is a security feature included with Microsoft 365 that helps to protect and secure your account.

MFA makes it far more difficult for anyone but yourself to access your account, therefore providing a further layer of protection for your data.

MFA is used in addition to a traditional username and password in that it also requires confirmation of your login by a second factor, hence the “Multi”, “2-Factor” or “2-Step” terminology. The second factor can come in many forms, but the most common are by way of an Authenticator app notification on a personal device or by the receipt of a time sensitive code via text message (SMS), telephone call or by email.

Due to the ever increasing threat of sophisticated phishing attacks, internet based data breaches and social engineering it is recommended to enable MFA for all customer accounts.

Microsoft 365 MFA Setup Steps

Step 1

On your mobile device that you intend to use for authentication, you should download and install the free Microsoft Authenticator app from the app store relevant to your mobile phone or device.

Below are direct links for the various supported platforms:

Once installed, you can open the app, where the first thing you will be asked is to accept Microsoft’s Privacy Policy. You will then be asked if you would like to submit data to Microsoft for them to be able improve their app and services. You can leave this unchecked and proceed.

You will then be given the opportunity to signin if you wish, please select Skip. We are now at a stage where we are ready for step 2.

Step 2

On your PC or Mac (not on your mobile device), please visit the following link;

Step 2.1

You will be asked to enter your work email address.

Continue by clicking the “Next” button.

Step 2.2

You will then be asked to enter your password.

Continue by clicking the “Next” button.

Step 2.3

You will then be informed that more information is required, this will take us to the MFA setup.

Continue by clicking the “Next” button.

Step 2.4

The first step of the MFA process will ask for you to get the Microsoft Authenticator app, but we have already done this under Step 1 above.

Continue by clicking the “Next” button.

Step 2.5

There is then an information screen asking for you to allow notifications for the Microsoft Authenticator app if prompted.

Continue by clicking the “Next” button.

Step 2.6

On your mobile device, click the + button, or the Add Account button within the Microsoft Authenticator app.

You should then select “Work or School account”, followed by “Scan a QR Code”.

You may be asked to allow permissions to use your devices camera, which you should allow.

Use your device to scan the QR code on screen, you will receive an “Account added” notification in the Microsoft Authenticator app.

Continue by clicking the “Next” button.

Step 2.7

You will now test the authenticator app. A notification will be sent to your mobile device for you to approve.

As part of this approval you will be asked to enter the number shown on screen into the authenticator app.

Step 2.8

Once you have entered the given number and approved the login request, the screen will automatically update to show that it worked.

Continue by clicking the “Next” button.

Step 2.9

You have now completed the MFA setup and can exit the process.

Continue by clicking the “Done” button

Step 2.10

You will now be redirected to the following link;

You may be asked to signin again before you see the above page, where you will now have to complete the same approval as you just tested above.

Once logged in, your device will show as “Microsoft Authenticator” followed by the model of your device.

Should you wish to add more authentication methods such as a mobile number for Text Message (SMS) / Phone Call login option, you can do so by clicking the “+ Add sign-in method” option at the top of the table.