Microsoft 365
Sign in to Microsoft 365 for the first time with two-factor sign-in
After these steps you are signed in to Outlook on the web, and your Microsoft 365 account is protected by two-factor sign-in with Microsoft Authenticator. The guide applies to business Microsoft 365 accounts and to the current Authenticator app on iPhone and Android.
- Platform
- Mac & Windows
- Applies to
- Microsoft 365 (work account), Outlook on the web, Microsoft Authenticator for iOS and Android
- Time needed
- approx. 15 Min.
- Level
- Beginner
What you need
- A computer with internet access and an up-to-date browser.
- An iPhone or Android smartphone connected to the internet.
- Your new email address and the password you received from your IT team.
- About 15 minutes without interruption.
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Step 1: Go to Outlook on the web
Open a browser on your computer, for example Chrome, Edge, Firefox or Safari.
Type outlook.office.com into the address bar at the top and press Enter. The Microsoft sign-in window appears.
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Step 2: Enter your email address
Enter your business email address and click «Next».
- Sign in
- Email address name@company.com
Simplified sketch, the actual screen may look slightly different. -
Step 3: Enter your password
Enter the password you received from your IT team and click «Sign in».
Note: Keep the password in a safe place and do not share it with anyone.
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Step 4: Start setting up two-factor sign-in
After signing in, a window titled «More information required» or «Let's keep your account secure» appears. This is expected. It adds a second layer of protection to your account, because nobody can reach your emails without your smartphone, even if they know your password.
Click «Next». Leave this window open on your computer and pick up your smartphone.
- More information required
Simplified sketch, the actual screen may look slightly different. -
Step 5: Install Microsoft Authenticator
On an iPhone, open the App Store. On an Android smartphone, open the Play Store.
Search for Microsoft Authenticator and install the app from Microsoft Corporation. You can recognise it by the blue icon with the padlock. The app is free.
Note: Make sure the publisher is Microsoft Corporation. Similarly named apps from other publishers do not work for signing in.
- Search Microsoft Authenticator
- Microsoft Authenticator
Simplified sketch, the actual screen may look slightly different. -
Step 6: Open the app and allow notifications
Open the app once it is installed.
Confirm the privacy question with «Accept». When asked about notifications, be sure to choose «Allow».
Note: Without notifications allowed, you will not receive sign-in requests on your smartphone later on.
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Step 7: Show the QR code on your computer
Go back to your computer. A wizard guides you through the setup there.
Click «Next» twice until a black and white square appears. This is the QR code for your account.
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Step 8: Add a work account in the app
+Work or school accountScan a QR Code
In the Authenticator app, tap the plus sign at the top right.
Tap «Work or school account» and then «Scan a QR Code». The camera opens.
Simplified sketch, the actual screen may look slightly different. -
Step 9: Scan the QR code
Hold your smartphone in front of the computer screen so that the QR code is in the middle of the camera image. The smartphone recognises the code automatically.
Your account now appears in the app. Click «Next» on your computer.
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Step 10: Approve the test request
A two-digit number appears on your computer, for example 42. At the same time you receive a notification from the Authenticator app on your smartphone. Tap it.
Enter the number from the computer screen in the app and tap «Yes». If your smartphone also asks for your fingerprint, Face ID or passcode, confirm it.
- Number 42
Simplified sketch, the actual screen may look slightly different. -
Step 11: Finish the setup
Your computer shows a message that the notification was approved. Click «Next» and then «Done».
Your account is now set up and protected by two-factor sign-in. Outlook on the web shows your mailbox.
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Step 12: Confirm future sign-ins
From now on, sign in as usual with your email address and password. A two-digit number then appears on the screen. Enter it in the notification on your smartphone and confirm.
On your own computer you can answer the question «Stay signed in?» with «Yes». You then do not have to sign in again every time. On shared or public computers, always choose «No».
- Stay signed in?
Simplified sketch, the actual screen may look slightly different.
Frequently asked questions
I have forgotten my password. What now?
I have a new smartphone. What do I need to do?
No notification arrives on my smartphone when I sign in.
A sign-in request appears on my smartphone although I did not try to sign in.
Stuck on a step?
Start a remote support session and we will take a look at your screen together with you.
Sources
- Microsoft-Support: Set up the Microsoft Authenticator app as your verification method
- Microsoft-Support: Verifying your identity when signing in to a work or school account
- Microsoft Learn: How number matching works in MFA push notifications for Authenticator
- Microsoft-Support: Microsoft Authenticator FAQs
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