Microsoft Authenticator: how to set it up, switch phones and fix notifications

Microsoft Authenticator is the phone app that confirms it’s really you signing in to your personal Microsoft account or your work account (Microsoft 365). It shows a notification to approve the sign-in or a 6-digit code. Here’s how to set it up and fix the most common problems.

In this article

1. Set it up for a personal account (Outlook, Hotmail, Xbox)
2. Set it up for a work account (Microsoft 365)
3. Notifications don’t arrive
4. Switching phones
5. I lost my phone
6. FAQ

Set it up for a personal account (Outlook, Hotmail, Xbox)

1. Install Microsoft Authenticator from your phone’s official store (App Store or Google Play).
2. On your computer, go to account.microsoft.com › Security › Advanced security options.
3. Click Add a new way to sign in or verify › Use an app and scan the QR code with Authenticator.

Set it up for a work account (Microsoft 365)

1. Go to mysignins.microsoft.com/security-info with your work account.
2. Click Add sign-in method › Authenticator app and follow the wizard, scanning the QR code with the app.

At many companies, setup is requested automatically at first sign-in. If the option is blocked, IT controls which methods are allowed.

Notifications don’t arrive

1. Make sure the phone has internet and the time is set to automatic (Settings › Date & time).
2. Allow notifications for Authenticator in your phone’s settings.
3. On Android, exclude Authenticator from battery optimization; on iPhone, check Focus/Do Not Disturb.
4. Open the app and pull down to refresh — pending requests show up on screen.
5. On the sign-in screen, choose Use a verification code and enter the 6-digit code the app shows, even without a notification.

Switching phones

Before wiping or handing over the old phone:

1. On the old phone, turn on Cloud backup (Android) or iCloud backup (iPhone) in Authenticator’s settings. Backup requires a personal Microsoft account.
2. On the new phone, install the app, choose Begin recovery and sign in with the same account.
3. Work accounts usually need to be verified again: go to mysignins.microsoft.com/security-info and register the new phone. If you can’t, IT can reset the method.

I lost my phone

• Personal account: sign in with another registered method (recovery email or text) and remove the lost device under Security › Advanced security options. With no method left, use the official recovery form — see Microsoft account locked.
• Work account: tell IT right away so they can block the device and reset MFA.

FAQ

Sign-in asks me to type a number in the app.

That’s number matching: type the number shown on your computer screen into Authenticator. It stops someone from approving a sign-in you didn’t start.

Can I use Authenticator on my computer?

There’s no official Windows version. On your computer, you can use Windows Hello or a security key as an extra method, if your account allows it.

Can I use a different authenticator app?

For personal accounts, yes, with a 6-digit code. At work, it depends on company policy — many require Microsoft Authenticator.