What is Microsoft Authenticator?

Microsoft Authenticator is a free security app from Microsoft that helps you sign in to your online accounts securely. The app offers several ways to confirm your identity: from approving sign-ins with a simple tap to generating one-time verification codes. What makes this app special is that you can also sign in to Microsoft accounts without a password.

Microsoft Authenticator stands out from other authenticator apps with extra features such as cloud backup, support for password management and password autofill. That makes the app an all-in-one solution for account security.

Why choose Microsoft Authenticator?

There are several authenticator apps available, but Microsoft Authenticator has unique advantages that are worth considering.

The main advantages

  • Cloud backup: Your accounts are automatically saved in the cloud, so you can restore them on a new phone.
  • Passwordless sign-in: With Microsoft accounts you can sign in without a password, using only the app.
  • Push notifications: Approve sign-in attempts with a single tap instead of typing in codes.
  • Password manager: Save your passwords too and have them filled in automatically.
  • Broadly compatible: Works with every service that supports standard TOTP codes, not just Microsoft.
  • Free to use: All features are available at no cost.

Comparison with other apps

Unlike Google Authenticator, Microsoft Authenticator does offer backup options. This means that if you lose your phone, you don't have to set up all your accounts again. The app also combines features you would otherwise need several apps for.

Downloading Microsoft Authenticator

The app is available for all common smartphones. Here is how to install it.

Installing on Android

  1. Open the Google Play Store on your Android phone.
  2. Tap the search bar and type "Microsoft Authenticator".
  3. Find the official app from Microsoft Corporation.
  4. Tap "Install" and wait for the download to finish.
  5. Tap "Open" to start the app.
  6. The app may ask for certain permissions, so allow them for full functionality.

Installing on iPhone

  1. Open the App Store on your iPhone.
  2. Tap the "Search" tab at the bottom of the screen.
  3. Type "Microsoft Authenticator" in the search bar.
  4. Tap "Get" next to the app from Microsoft Corporation.
  5. Confirm with Face ID, Touch ID or your Apple ID password.
  6. Open the app after installation.

Setting up Microsoft Authenticator

After downloading, you can set up the app. We recommend signing in with your Microsoft account right away for the backup feature.

Opening and configuring it for the first time

  1. Open Microsoft Authenticator after installation.
  2. Tap "Accept" to agree to the terms of use.
  3. You can choose whether you want to sign in with a Microsoft account.
  4. We recommend signing in, because this turns on automatic cloud backup.
  5. Enter your Microsoft account details (for example your Outlook or Hotmail address).
  6. Confirm your identity using the method you have already set up.

Turning on cloud backup

If you are signed in with your Microsoft account, backup is turned on automatically. You can check this:

  1. Tap the three lines at the top left (menu).
  2. Go to "Settings".
  3. Make sure "Cloud backup" or "iCloud backup" (on iPhone) is turned on.
  4. All your accounts are now stored securely.

Securing your Microsoft account

Let's start by securing your Microsoft account. This is the best way to experience the full power of the app.

Step 1: Turn on two-step verification

  1. On your computer, go to account.microsoft.com.
  2. Sign in with your Microsoft account.
  3. Click "Security" in the menu.
  4. Click "Advanced security options" or "More security options".
  5. Look for "Two-step verification" and click "Turn on".
  6. Follow the on-screen instructions.
  1. Choose "Authenticator app" as the verification method.
  2. Select "Microsoft Authenticator".
  3. A QR code appears on your screen.
  4. Open the Microsoft Authenticator app.
  5. Tap the plus icon (+) at the top right.
  6. Choose "Work or school account" or "Personal account".
  7. Tap "Scan QR code".
  8. Point your camera at the QR code.
  9. Your account is added automatically.

Step 3: Set up passwordless sign-in

With Microsoft accounts you can skip your password completely:

  1. Go to account.microsoft.com > Security.
  2. Look for "Passwordless account" or "Sign in without a password".
  3. Follow the instructions to turn it on.
  4. From now on, you sign in by approving a request in the app.

Adding other accounts

Microsoft Authenticator works with virtually any service that supports two-step verification.

Adding third-party accounts

  1. Open Microsoft Authenticator.
  2. Tap the plus icon (+) at the top right.
  3. Choose "Other account (Google, Facebook, etc.)".
  4. The camera opens automatically.
  5. Scan the QR code that the website shows.
  6. The account is added and shows codes right away.

Supported services

Microsoft Authenticator works with all services that support standard TOTP verification, including:

  • Google accounts
  • Facebook and Instagram
  • Amazon
  • Dropbox
  • LinkedIn
  • Twitter/X
  • GitHub
  • Discord
  • And many others

Using the different verification methods

Microsoft Authenticator offers several ways to sign in, depending on the service.

Method 1: Approving push notifications

This works with Microsoft accounts and some work accounts:

  1. You sign in somewhere with your username and password.
  2. A notification appears on your phone.
  3. Open the notification or the app.
  4. You see a number on your computer screen.
  5. Select the same number in the app.
  6. Tap "Approve".
  7. You are signed in.

Method 2: Using one-time codes

This works for all accounts:

  1. After you enter your password, the website asks for a code.
  2. Open Microsoft Authenticator.
  3. Find the right account in the list.
  4. Read the six-digit code.
  5. Watch the timer: codes expire after 30 seconds.
  6. Enter the code on the website.
  7. You are signed in.

Method 3: Passwordless sign-in

This only works with Microsoft accounts where you have turned it on:

  1. On the sign-in page, you only enter your email address.
  2. Click "Next": you don't need to enter a password.
  3. A notification appears on your phone.
  4. Open the app and approve the request.
  5. You are signed in right away without a password.

Managing passwords with Microsoft Authenticator

A handy extra feature is password management. You can also use the app to store passwords.

Adding passwords

  1. Tap the "Passwords" tab at the bottom.
  2. Tap the plus icon to add a password.
  3. Enter the website, username and password.
  4. Tap "Save".
  5. Your password is now stored securely.

Setting up autofill

You can set Microsoft Authenticator as your default autofill app:

On Android:

  1. Go to your phone's Settings.
  2. Search for "Autofill" or "Autofill service".
  3. Select Microsoft Authenticator as the default service.

On iPhone:

  1. Go to Settings > Passwords.
  2. Tap "Password Options".
  3. Turn on Microsoft Authenticator under "Allow Filling From".

Switching to a new phone

Thanks to cloud backup, switching to a new phone is easy.

Restoring accounts on a new phone

  1. Install Microsoft Authenticator on your new phone.
  2. Open the app and tap "Begin recovery" or "Start recovery".
  3. Sign in with the same Microsoft account you used for the backup.
  4. Confirm your identity (possibly via text message or email).
  5. All your accounts are restored automatically.
  6. For some accounts you may need to verify again that the app is linked.

Good to know

  • Third-party (non-Microsoft) accounts are restored too, but for some services you may need to confirm that the new phone is authorized.
  • Only remove the app from your old phone after you have confirmed that everything works on the new one.

Securing the app itself

You can add extra security to Microsoft Authenticator so nobody else can see your codes.

Setting up app lock

  1. Open Microsoft Authenticator.
  2. Tap the menu (three lines at the top left).
  3. Go to "Settings".
  4. Turn on "App Lock".
  5. Choose a PIN, fingerprint or face recognition.
  6. From now on, you need to identify yourself to open the app.

Hiding codes

You can set codes to be hidden by default:

  1. Go to Settings in the app.
  2. Look for "Hide codes" or a similar option.
  3. Turn it on.
  4. Codes are now only shown when you tap them.

Frequently asked questions

What if I don't receive push notifications?

First check whether notifications are turned on for the app in your phone settings. Also make sure the app is not in battery saver mode, because that can block notifications. If the problem persists, try removing and reinstalling the app, restoring your accounts from the backup.

Can I use Microsoft Authenticator without a Microsoft account?

Yes, you can use the app without signing in with a Microsoft account. You will miss out on the cloud backup feature, though, which means you lose your accounts if you lose your phone. That's why we still recommend linking a Microsoft account, even if you mainly use the app for other services.

What is the difference between Microsoft Authenticator and Google Authenticator?

Both apps can generate verification codes for the same services. Microsoft Authenticator offers extra features such as cloud backup, passwordless sign-in for Microsoft services, password management and push notifications for faster approval. Google Authenticator is simpler but lacks backup options.

How do I remove an account from the app?

Press and hold the account you want to remove, or tap it and choose the gear icon for settings. Select "Remove account" and confirm. Note: first turn off two-step verification for that service before you remove the account from the app, otherwise you may run into problems signing in.

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