Microsoft 365 and multifactor authentication
What is multifactor authentication?
Multifactor authentication (MFA) is widely used to help secure access to computer systems. As the name
suggests, MFA requires using two or more ‘factors’ to gain entry to a computer system or app. Factors
include:
Something you know, such as a password or PIN.
Something you have, such as a smartphone with which to receive notifications.
And something you are, meaning a biometric factor such as facial recognition or a fingerprint.
Microsoft has long provided MFA to enable users to more securely gain access to resources such as
Microsoft 365. In the past, the use of MFA has been optional. However, as of fall 2024, MFA is now
mandatory for all users accessing Microsoft 365 and other cloud apps.
What this means for you
Your organization might already have enabled MFA. If so, your usual sign in process when accessing your
computer or a Microsoft Cloud app will not change. However, if your organization has yet to roll out MFA,
your IT support should contact you to describe what this means for you.
Typically, your IT department will determine what methods can be used to complete the sign in process for
Microsoft 365. These might include:
Phone: You’ll receive an automated telephone call to a designated number. You’ll need to respond
to this call to sign in.
SMS: You’ll receive a text message on your cell phone with a numerical code. To sign in, you’ll need
to enter the code on your computer screen.
Password: Enter your account password when prompted to sign in.
Email: You’ll receive an email message with a code. You must enter the code on your computer
screen to sign in.
Microsoft Authenticator: You’ll receive a push notification on your smartphone in the Microsoft
Authenticator app. Simultaneously, your computer screen displays a 2-digit numeric code. You must
enter the code in the authenticator app and then use your fingerprint or face to biometrically
authorize the sign in on your phone.
Note: You must already have installed the Authenticator app. Your IT department can help and, in some
cases, can automate the deployment of this app to your work phone.
Signing in using MFA
Use the following guidance to perform the sign in process when you access Microsoft 365 apps and
resources. Note that the specific situations when you need to use MFA, and the frequency of use,might
vary based on your IT department’s chosen configuration. This procedure is based on using the Microsoft
Authenticator app as a secondary method for MFA.
1. Navigate to office.com. Click Sign in.
2. Enter your username when prompted and click Next.
3. Enter your password and click Sign in.
4. At the Approve sign in request prompt, notice the 2-digit code.
5. Switch to your smartphone. Review and then select the ‘Approve sign-in?’ notification by tapping it.
6. In the ‘Are you trying to sign in?’ notification screen, enter the numeric code displayed on your
computer screen and tap Yes.
7. Use the biometric method required to confirm your confirmation of the sign in request.
8. No further action is needed. Your computer continues to the Microsoft 365 page you requested. You can
now lock your phone. If prompted to ‘Stay sign in?’, click Yes if this is your usual computer. Click No if
you’re signing in on someone else’s computer or if you’re using a public computer.
9. You might not be prompted with MFA again throughout the day, although some organizations require
MFA every time you sign in. If you are unsure, contact your IT department for guidance. Remember that the
details of your sign in experience will vary based on organizational settings.
