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How to Set Up Multi-Factor Authentication in Microsoft 365

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How to Set Up Multi-Factor Authentication in Microsoft 365

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Multi-Factor Authentication (MFA) adds an extra layer of security to your Microsoft 365 account by requiring a second method of verification, such as a mobile app notification or a text message, in addition to your password.

Enabling MFA helps protect your account from unauthorised access, even if your password is compromised. Here’s how to set it up.

What You’ll Need

  • Access to your Microsoft 365 account

  • A smartphone with the Microsoft Authenticator app (recommended) or access to SMS

Step 1: Sign in to Microsoft 365

  1. Go to https://portal.office.com

  2. Sign in with your Microsoft 365 email and password

If your administrator has already enabled MFA for your account, you will be prompted to set it up automatically.

Step 2: Start the MFA Setup Process

  1. After signing in, you may see a prompt:
    “More information required” – click Next

  2. You will be directed to the Additional security verification page

Step 3: Choose Your MFA Method

You’ll see three options:

  • Authentication phone (receive a text or call)

  • Office phone

  • Mobile app (recommended)

We recommend using the Microsoft Authenticator app for speed and security.

To Set Up Using the Microsoft Authenticator App

  1. On your phone, download the Microsoft Authenticator app from:

    • Apple App Store (iPhone)

    • Google Play Store (Android)

  2. On your computer, choose Mobile app, then select Receive notifications for verification

  3. Click Set up

Step 4: Scan the QR Code

  1. Open the Microsoft Authenticator app

  2. Tap the + icon, then Work or school account

  3. Use your phone to scan the QR code on your screen

  4. Click Next on your computer

You should now receive a test notification on your phone. Approve it to continue.

Step 5: Save Your Settings

Once the test is successful:

  1. Click Next

  2. You’ll be shown backup codes in case you lose access to your phone

  3. Save these codes in a safe place (not on the same device)

  4. Click Done

Optional: Set Up Backup MFA Method

We recommend adding a second method (such as SMS or an alternate number):

  1. Go to https://mysignins.microsoft.com/security-info

  2. Click Add sign-in method

  3. Choose a second option like Phone or Email

This ensures you can still access your account if you lose your phone.

Common Issues and Fixes

Not receiving notifications?

  • Ensure push notifications are enabled for the app

  • Re-open the Microsoft Authenticator app to refresh it

  • Try SMS verification as a backup

Lost your phone?

  • Use your backup method or recovery codes

  • Contact your IT provider or administrator to reset MFA settings

Final Thoughts

Setting up MFA in Microsoft 365 is one of the simplest and most effective ways to protect your email, files, and business data. At Cyber United, we recommend all clients enable MFA as standard.

Need Help?

If you’re unsure or need assistance setting up MFA across your business, we’re here to help.

Contact us for support

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