Microsoft Authenticator Guide
Strong identity authentication is crucial in the digitally connected world of today. As we manage an increasing number of online accounts, the risk of passwords being stolen or hacked grows exponentially.
This is where the extra security offered by two-factor authentication, or 2FA comes in handy. By combining something you know (your password) with something you have (your phone or security key), 2FA makes it exponentially harder for unauthorised access even if a password is compromised.
When enabled, 2FA requires logging in with a password and a one-time code obtained from a different verified device or app. By preventing password-stuffing attempts and restricting what can be done even when a password is exposed, this second factor serves as a dynamic digital gatekeeper.
Major technology companies and online services now make 2FA ubiquitous, with options built into platforms like Google, Microsoft, and beyond. However, different 2FA methods have varying levels of usability, supportability, and security strength.
Microsoft Authenticator has become one of the best multi-factor authentication options due to its smooth integrations and widespread availability across operating systems. This comprehensive guide will explore how Microsoft Authenticator works, ways to set up frequently asked questions, and how it compares to alternatives.
How to set up Microsoft Authenticator for Office 365
Here are the steps to set up Microsoft Authenticator for Office 365:
1.Download the Microsoft Authenticator App
Microsoft Authenticator is available for iOS or Android devices. Download the app from the relevant app store onto your phone or tablet.
2.Open the Microsoft Authenticator App
Launch the app and select "Add an account."
3.Sign In with Your Office 365 Credentials
Enter the email address and password associated with your Office 365 account.
4.Set up 2FA authentication.
Go to settings. In the drop-down box under What's your preferred option, choose Notify me through the app. Check the box for Authenticator app or token, and then click Set up Authenticator app.
5. Add your Office 365 to Microsoft Authenticator.
Click the “Add account” button from your authenticator and scan the QR code displayed on your Office account.
You're good to go!
Is Microsoft Authenticator free?
Yes, Microsoft Authenticator is completely free to download and use for both personal and business accounts. There are no monthly or annual subscription fees associated with the app.
There will not be any payment information or methods asked for when you set up Microsoft Authenticator. The user is not charged for the app itself or any of its essential features, which enable two-factor authentication across accounts.
Does Microsoft Authenticator work offline?
Yes, Microsoft Authenticator has limited offline functionality. While an internet connection is not strictly required, there are some important things to note:
Time-Based Code Generation: The app can generate one-time passwords (TOTPs) without an internet/data connection by using the device's local clock. This allows authentication when offline.
No Cell Signal Needed: Once configured, the authenticator codes will work regardless of cellular or WiFi connectivity on the device.
Airplane Mode Support: Microsoft Authenticator can generate codes even if the device is placed in airplane mode.
Battery Optimisation: The app prioritises battery life by ceasing all activity when closed. Code generation only occurs when open, preventing excessive drain.
Limitations: Accounts cannot be added or removed from the app unless reconnected online. Syncing of accounts across devices also requires an internet connection initially.
Troubleshooting Microsoft Authenticator: Common resolutions
Here are some troubleshooting steps to take when Microsoft Authenticator is not working properly:
Check For Internet Connection: Microsoft Authenticator relies on an internet connection to fetch the one-time codes. Ensure your device is connected to Wi-Fi or mobile data.
Refresh App Cache: Sign out and back into the Microsoft Authenticator app. This clears app data and refreshes authentication tokens.
Remove and Re-Add Account: If refreshing the cache doesn't help, remove the problematic account from the app and re-add it from scratch.
Check for Outages: Sign in to the Microsoft 365 admin center or Azure portal to confirm no current service outages affecting authentication.
Update App: Ensure Microsoft Authenticator is updated to the latest version. Outdated apps can cause issues. Check app stores for pending updates.
Reset Device Settings: As a last resort, try resetting network or app settings on your device. This wipes cached data that may be corrupted.
Use Backup Codes: Your one-time backup codes can always generate authentication codes if the app is unavailable.
Try Different Devices: If issues persist across devices, use the Microsoft Authenticator app on an alternate device temporarily.
Contact Support: Microsoft support can help investigate further if the above troubleshooting steps don't resolve app problems.
The key is to methodically refresh tokens, caches and connections between your user account and the authenticator app software. With some trial and error, common outages should be resolvable.
Microsoft Authenticator vs. Google Authenticator
Although the primary function of both apps is to facilitate two-factor authentication by means of time-based one-time passwords, Microsoft Authenticator and Google Authenticator differ significantly in a few key areas.
Authentication Methods
Microsoft Authenticator supports time-based one-time codes like Google Authenticator. It also offers push notifications and biometric login integration on supported devices. Face ID or fingerprint scans can auto-fill codes and secure app access.
Google Authenticator sticks to basic time-based codes that refresh every 30 seconds. For easier mobile authentication, number-matching capabilities and push notification prompts have been added.
Security
Both apps generate secure login codes using the TOTP algorithm. Microsoft Authenticator can also store passwords and payment/address details. This integration with tools like Dashlane and 1Password streamlines online transactions. It's Azure AD and OneDrive ties enhance corporate authentication capabilities.
Google Authenticator focuses solely on time-based code generation for a tried-and-true security method. It lacks extra features for convenience.
User Experience
Microsoft Authenticator offers an all-in-one dashboard but requires extra navigation between features.
Google Authenticator prioritises simplicity through a no-frills design focused just on code generation. This makes the core workflow fast and intuitive.
Additional Features
Password storage in Microsoft Authenticator can reduce reliance on paid manager apps. Integration with Edge and the ability to sync identities and payment info aids various sign-up and checkout tasks.
Google Authenticator recently added account transferring for smoother device changes. Number-matching prompts also speed up on-the-go logins versus manual code entry.
While Google Authenticator and Microsoft Authenticator are both great choices for personal two-factor authentication use cases, it is crucial to consider various requirements when searching for an enterprise solution.
An authentication app specifically designed for managing multiple user accounts, such as Daito Authenticator, might offer more feature-rich functionality for businesses and organisations. Daito Authenticator allows IT teams to centrally manage and enforce two-factor authentication policies across all employee accounts. It also provides features like account sharing, SSO integration, and detailed audit logging that standard personal authenticator apps lack.
