How to Set Up Microsoft Authenticator on Android and iPhone
Summary
This guide walks end users through setting up Microsoft Authenticator on either Android or iPhone (iOS) for multi-factor authentication (MFA) and account sign-ins. It covers installing the app, adding your work account, approving sign-in requests, and confirming it’s working.
Assumptions
Your organization has already enabled MFA for your work account (Microsoft 365 or Entra ID), and you can sign in with your work email and password. You also have your phone with you and access to either the Google Play Store (Android) or Apple App Store (iPhone).
Quick Guide
Install Microsoft Authenticator, add your work or school account, then complete the verification prompt (usually scanning a QR code shown on your computer during setup). After that, you’ll approve sign-in requests using the app or a temporary code when prompted.
Step-by-Step Instructions
Install Microsoft Authenticator
Android: Open Google Play Store, search for “Microsoft Authenticator”, and install it.
iPhone: Open the App Store, search for “Microsoft Authenticator”, and install it.
Open the app and allow basic permissions
Open Microsoft Authenticator.
If prompted, allow notifications. Notifications are required for “Approve/Deny” sign-in prompts.
On iPhone, you may also be prompted to allow the app to use Face ID/Touch ID. This is optional but strongly recommended.
Start adding your work account
In the app, choose Add account.
Select Work or school account.
Choose how you’re adding the account (QR code is the standard method)
If your IT setup screen shows a QR code (common in Microsoft 365/Entra setup), choose Scan QR code.
If your phone asks for camera access, allow it so you can scan.
Scan the QR code from your computer
On your computer, you’ll typically be on a page that says something like “Set up your account” or “Additional security verification.”
Use your phone camera view inside Authenticator to scan the QR code.
Wait for the account to add successfully.
Complete the test approval
Most setups trigger a test sign-in notification.
On your phone, tap the notification or open the app, then approve the request.
Some organizations use number matching, where the computer shows a number and you must enter/select that same number on your phone.
Confirm you have a backup sign-in method
If your organization allows it, confirm your account shows a one-time passcode (6-digit code) in the app.
If you’re traveling or have poor cell service, the code method still works as long as your phone has the app available.
Use Authenticator during normal sign-ins
When signing into Microsoft 365 or other work apps, enter your password.
Approve the prompt in Authenticator, or enter the 6-digit code if prompted.
Troubleshooting
If you don’t receive prompts, notifications are usually blocked. On Android, confirm Authenticator notifications are allowed and that battery optimization isn’t restricting the app. On iPhone, go to Settings, Notifications, and make sure Authenticator notifications are allowed and set to deliver immediately.
If the QR code won’t scan, clean the camera lens, increase screen brightness on your computer, and hold the phone steady. If you’re working from a remote session (like Citrix or a VM), the QR code can appear blurry, so try zooming in on the page or opening the setup page locally if possible.
If you added the wrong account type, remove it from Authenticator and re-add it as Work or school account. Personal Microsoft accounts (like Outlook.com) and work accounts behave differently and can confuse sign-in prompts.
If you changed phones, got a new number, or wiped your device, you may need your account’s MFA methods reset so you can register the new device. In most organizations, this requires IT involvement.
Security / Business Considerations
Authenticator is one of the safest MFA options because it supports secure push approvals and number matching, which helps reduce phishing success rates compared to SMS. From a business perspective, it’s worth ensuring users enable notifications and keep their device updated, because missed prompts and outdated OS versions are two of the most common causes of MFA-related support tickets. If your company uses Conditional Access, your ability to sign in may depend on registering the device correctly and meeting basic security requirements.
When to Contact IT Support
Contact IT if you can’t get past the QR setup screen, you no longer have access to your old phone, you’re stuck in repeated MFA prompts, or you suspect your account was compromised (unexpected approval requests). IT can reset your MFA registration, confirm your account status, and validate that your authentication method is compliant with company policy.
About MET Florida
MET Florida provides practical IT support and managed services for small and midsize businesses. We help standardize identity, access, and device security so employees can sign in safely without excessive friction. When MFA issues block business workflows, we focus on quick restoration paired with smarter long-term controls.
MET Florida manages Microsoft 365 and cloud environments to ensure your data, collaboration tools, and identity systems remain secure and optimized. From tenant configuration and migrations to ongoing support and security hardening, we make cloud technology dependable and scalable. We help businesses use Microsoft 365 efficiently while maintaining strong access controls, compliance standards, and operational reliability.
