MFA Setup for Microsoft 365 Accounts

Ultrex IT
12 steps
24 seconds

Google

Microsoft

Hey there Team 🙂 This is your friends over at Ultrex IT! To help protect your account and data, we’re rolling out Multi-Factor Authentication (MFA). This means logging in will require something you know (your password) and something you have (a code from your phone). Even if someone guesses your password, they can’t get in without that second step. Let’s walk you through how to get set up — it’s quick and easy!

What You’ll Need: Your smartphone Your Microsoft 365 email and password (if you don’t know your password, reach out to your contact to have it reset) The Google Authenticator app (free from the App Store or Google Play)\ \ [[iPhone: \[App Store link]]\] <https://apps.apple.com/us/app/google-authenticator/id388497605> [[Android:\[Google Play link]]\] <https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2> The icon looks like this in your app store:

Why Google Authenticator? ✅ No Google account required — please don’t sign in with your work email inside the app ✅ Minimal permissions — just uses your camera to scan a setup QR code ✅ No work access to your phone — we can’t see or control anything on your device ✅ Optional syncing — sign in with a personal Gmail account if you want to back up your codes (not required)

Visit the Microsoft 365 Portal from your computer (not your phone) Go to 👉 <https://portal.office.com>

Sign In Use your Microsoft 365 email and password If you're already signed in, you might land directly on your dashboard. If so, click your icon in the top right corner, then “View Account” Then “Security Info”, then “Add sign in method”, then “Microsoft Authenticator” From there the instructions are the same as below.

More Information Required You’ll see a prompt saying "More information required" Click Next to continue

Choose Authenticator App Select “I want to use a different authenticator app” The screen will then display a QR code

Open the Google Authenticator app on your phone Tap “+” then “Scan a QR Code” Point your phone camera at your screen You’ll now see a 6-digit code that refreshes every 30 seconds

Back on your computer, enter the 6-digit code from the app Click Next

Add Your Phone Number (Backup MFA) Add your phone number (cell or landline) Choose either call or text as your backup method This ensures you can still get in if the app is ever unavailable

You’re All Set! From now on, when you sign in to Microsoft 365: Enter your password Then open the Google Authenticator app and enter the 6-digit code

Bonus Tips: Don’t delete the app! You’ll need it whenever signing in on a new device Getting a new phone? Let us know so we can help transfer your MFA Prefer not to use your phone? Reach out — there are other secure options available at a cost.