How to Set Up Multi-Factor Authentication (MFA)

iPhone, iPad and Android  |  Three paths - pick the one that matches you  |   About 3 minutes

Which path do you need?

Path A - You have a computer or laptop as well as your phone. This is the recommended path. Start at Path A.

Path B - You have a phone only, no computer. Go to Path B.

Path C - You cannot install an app on a phone, so use text message. Go to Path C.

 

What is MFA?

Multi-factor authentication adds a second check to your sign-in. After your password you confirm it is really you, either by approving a prompt in an app on your phone or by entering a code sent to you by text message. It means a stolen password on its own is not enough for someone to get into your account.

You will not be asked to verify every sign-in. Most of the time you will not notice it at all.

Before You Start

You will need:

  • Your work email address
  • Your work password
  • Your mobile phone
  • Path A only: a computer or laptop
  • Path C only: nothing to install - just your mobile number

Set aside about 3 minutes. Do not start this in the middle of something time-sensitive.


 

 

Path A - Computer and phone (recommended)

Quick version - 5 steps

1. Install Microsoft Authenticator on your phone.

2. On your computer go to https://aka.ms/mfasetup and sign in.

3. Follow the prompts until a QR code appears on screen.

4. In the app tap + > Work or school account > Scan QR code, then scan the screen.

5. Approve the test notification on your phone. Done.

Confident? Do the five steps above and you are finished.

 

Step 1 - Install Microsoft Authenticator on your phone

Open the App Store (iPhone or iPad) or the Google Play Store (Android), search for Microsoft Authenticator, and install it.

Important: the publisher must be Microsoft Corporation. Do not install Google Authenticator. 

The correct app in the App Store



Step 2 - On your computer, open the setup page

Go to https://aka.ms/mfasetup and sign in with your work email address and password.



Step 3 - Start the setup

If you see More information required or Let's keep your account secure, click Next.

If nothing prompts you, click + Add sign-in method on the Security info page and choose Authenticator app.


Step 4 - Choose Microsoft Authenticator

You already have the app, so click Next on both of these screens.

Do not close the browser window. The next screen shows the QR code you need.

Step 5 - Add your work account in the app

On your phone, open Microsoft Authenticator and:

  • Tap the + button
  • Select Work or school account
  • Select Scan QR code
  • Allow camera access if your phone asks






Step 6 - Scan the QR code

Point your phone camera at the QR code on your computer screen. This links the app to your account.

Then go back to the computer and click Next.


Step 7 - Approve the test notification

Your computer shows a two-digit number. Your phone shows Are you trying to sign in?.

Type that number into the app and tap Yes.


Step 8 - You're done

You will see Authenticator Added. Click Done.




Path B - Phone only

Use this path only if you do not have a computer or laptop. On a phone-only setup you do not scan a QR code. Microsoft gives you a pairing link that opens the app for you.

Quick version - 4 steps

1. Install Microsoft Authenticator on your phone.

2. In your phone browser go to https://aka.ms/mfasetup and sign in.

3. On the pairing screen tap Pair your account to the app by clicking this link, then tap Open.

4. Approve the test notification. Done.

Do not tap Show QR code. You cannot scan a QR code using the same phone that is showing it.

 

Step 1 - Install Microsoft Authenticator

Open the App Store or Google Play Store, search for Microsoft Authenticator, and install it. The publisher must be Microsoft Corporation.


Step 2 - Open the setup page in your phone browser

Open Safari, Chrome or Edge on your phone and go to https://aka.ms/mfasetup.

Sign in with your work email address and password.

Step 3 - Start the setup

If you see More information required or Let's keep your account secure, tap Next. Choose Microsoft Authenticator if you are asked to pick a method.

Step 4 - Confirm the app is installed

When the Install Microsoft Authenticator screen appears, the app is already on your phone, so tap Next.


Step 5 - Tap the pairing link

The next screen is Now pair Authenticator with your account. Tap Pair your account to the app by clicking this link.

Do not tap Show QR code. You cannot scan a QR code using the same phone that is displaying it.

Your phone asks Open in "Authenticator"? Tap Open. On Android the prompt may say Open with Authenticator.

Microsoft Authenticator opens and adds your work account by itself. There is nothing to type in.

Go back to your browser and tap Next.


Step 6 - Approve the test notification

A test request appears in Microsoft Authenticator. Enter the number shown, or tap Approve.

Step 7 - You're done

You will see Authenticator Added. Tap Done.


If the pairing link does not work

Tap Other options or Can't scan the QR code? on the setup page. Microsoft then shows a code and a URL.

In Microsoft Authenticator tap + > Work or school account > Enter code manually, type in the code and URL, then return to your browser and tap Next.


Path C - Text message (only if you cannot use an app)

Use this path only if you cannot install Microsoft Authenticator, for example if you do not have a smartphone. Text message is less secure than the app and it does not work without mobile signal, so use the app if you possibly can. If you have no mobile phone at all, contact IT - we will agree an exception with your manager.

Step 1 - Open the setup page

On a computer, or in your phone browser, go to https://aka.ms/mfasetup and sign in with your work email address and password.

Step 2 - Add your phone as a sign-in method

Click + Add sign-in method and choose Phone. If a More information required screen appears first, click Next, then choose I want to set up a different method and select Phone.

Step 3 - Enter your mobile number

Leave the country set to Australia (+61), type your mobile number, select Text me a code, then click Next.

Step 4 - Enter the code you receive

Microsoft sends a six-digit code to your phone by text message. Type the code into the browser and click Next. If nothing arrives within a minute, click Resend and check you have mobile signal.

Step 5 - You're done

You will see SMS verified. Click Done. From now on, when you are asked to verify a sign-in, you will receive a six-digit code by text message and type it into the sign-in page.

Important: keep your mobile number up to date. If your number changes, update it at https://aka.ms/mfasetup straight away, or tell IT. If we cannot text you, you will not be able to sign in.



Common Issues and What to Do

Problem

What to do

I cannot scan the QR code

Click Can't scan the QR code? on the setup page and follow the manual setup option it shows.

Tapping the pairing link does nothing

Check Microsoft Authenticator is installed. If it still does not open, tap Other options or Can't scan the QR code? and use manual setup instead.

I installed Google Authenticator by mistake

Install Microsoft Authenticator instead. The publisher must be Microsoft Corporation.

I did not get the approval notification

Open the Microsoft Authenticator app manually. The request is usually waiting inside the app. Also check that notifications are allowed for the app in your phone settings.

I got a new phone

Contact IT before you remove the old device. Your MFA may need to be reset first.

My text message code has not arrived

Wait a minute, then click Resend. Check you have mobile signal. If it still does not arrive, contact IT - the mobile number on your account may be wrong.

My mobile number has changed

Update it yourself at https://aka.ms/mfasetup, or contact IT if you can no longer sign in.

I have no mobile signal, or I am overseas

Text messages will not reach you. Microsoft Authenticator works without signal or Wi-Fi using the code shown in the app, so ask IT to help you set it up before you travel.

I do not have a smartphone

Follow Path C to set up text message instead. If you have no mobile phone at all, contact IT.

I am stuck

Contact IT and include a screenshot of the screen you are stuck on.



Important Security Reminder

IT will never ask you to approve a sign-in, or to read out a verification code, that you did not start yourself.

If an approval request appears on your phone, or a code arrives by text, when you are not signing in, do not approve it and do not share the code. Contact IT straight away - someone may have your password.

Need Help?

Contact IT or raise a ticket through the Service Desk. Please include:

  • Your name
  • Your work email address
  • Your phone type, iPhone or Android
  • The step where you are stuck
  • A screenshot of the screen, if possible