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What is Two-Factor Authentication (2FA)?

Two-factor authentication adds an extra layer of security to your online accounts by requiring two forms of verification: your password and a time-based code from an authenticator app. Even if someone obtains your password, they won't be able to access your account without the verification code from your phone.

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Which App Should You Use?

Both apps are secure and work with most services that support 2FA. You can even use both apps simultaneously for different accounts!

Use Microsoft Authenticator if:

  • You primarily use Microsoft services (Office 365, Azure, etc.)

  • You prefer tap-to-approve notifications

  • You want cloud backup with your Microsoft account

Use Google Authenticator if:

  • You primarily use Google

  • You prefer a simpler, lightweight app

  • You want broader compatibility with many services

  • You don't mind entering six-digit codes each time

Smiling student readying 2FA with Microsoft Authenticator
Microsoft Authenticator Setup

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Step 1: Download the App

For Android:

  • Open the Google Play Store

  • Search for "Microsoft Authenticator"

  • Verify it's published by Microsoft Corporation

  • Tap "Install"

 

For iPhone/iPad:

  • Open the Apple App Store

  • Search for "Microsoft Authenticator"

  • Verify it's published by Microsoft

  • Tap "Get" then "Install"

 
Step 2: Set Up Your Account

  1. On your computer, sign in to the service or website you want to secure (e.g., Microsoft 365, work account)

  2. Navigate to Security Settings or Security Info

  3. Look for options like "Two-step verification" or "Multi-factor authentication"

  4. Select "Add sign-in method" or "Set up authenticator"

  5. Choose "Authenticator app" from the list

 
Step 3: Connect the App to Your Account

  1. On your phone, open Microsoft Authenticator

  2. If this is your first time, allow notifications when prompted

  3. Tap the "+" icon or "Add account"

  4. Select the account type:

    • Work or school account (for Microsoft 365, company accounts)

    • Personal account (for personal Microsoft accounts)

    • Other account (for non-Microsoft services like Facebook, Google, etc.)

 
Step 4: Scan the QR Code

  1. Your computer screen will display a QR code

  2. On your phone, tap "Scan QR code"

  3. Allow camera access if prompted

  4. Point your camera at the QR code on your computer screen

  5. The account will be added automatically

 

Can't scan the QR code?

  • On your computer, look for "Can't scan image?" or "Enter code manually"

  • You'll see a code and URL

  • On your phone, tap "Enter code manually"

  • Type in the code and URL exactly as shown

 
Step 5: Verify Setup

  1. After scanning, your computer will send a test notification

  2. You'll see a two-digit number on your computer screen

  3. On your phone, open the notification and enter the matching two-digit number

  4. Tap "Approve" or "Yes"

  5. Click "Done" on your computer

 

Using Microsoft Authenticator

When signing in:

  • Enter your username and password as usual

  • Open Microsoft Authenticator on your phone

  • You'll see a notification with a two-digit number

  • Match the number on your screen with the notification

  • Tap "Approve" to complete sign-in

A man looking at a computer screen and smiling setting up Google Authenticator
Google Authenticator Setup

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Step 1: Download the App

For Android:

  • Open the Google Play Store

  • Search for "Google Authenticator"

  • Verify it's published by Google LLC

  • Tap "Install"

 

For iPhone/iPad:

  • Open the Apple App Store

  • Search for "Google Authenticator"

  • Verify it's published by Google

  • Tap "Get" then "Install"

 
Step 2: Choose Your Backup Option

When you first open Google Authenticator, you'll be asked:

  • Sign in with Google Account: Backs up your codes to the cloud (recommended)

  • Use without an account: Keeps codes only on your device (more secure but no backup)

Choose the option that works best for you.

 
Step 3: Set Up 2FA on Your Account

  1. On your computer, sign in to the service you want to secure

  2. Navigate to Security Settings or Account Settings

  3. Look for "Two-factor authentication" or "2-Step Verification"

  4. Click "Turn on" or "Enable"

  5. Select "Authenticator app" as your verification method

 
Step 4: Add the Account to Google Authenticator

  1. On your phone, open Google Authenticator

  2. Tap the "+" button or "Get Started"

  3. Choose "Scan a QR code" or "Scan barcode"

  4. Allow camera access if prompted

 
Step 5: Scan the QR Code

  1. Your computer will display a QR code

  2. On your phone, point your camera at the QR code

  3. The account will be added automatically

  4. You'll see a six-digit code appear in the app

 

Can't scan the QR code?

  • On your computer, look for "Can't scan it?" or "Enter a setup key"

  • You'll see a long alphanumeric code

  • On your phone, tap "Enter a setup key" or "Manual entry"

  • Type in your email address and the setup key

  • Tap "Add"

 
Step 6: Complete Setup

  1. On your phone, note the six-digit code shown in Google Authenticator

  2. On your computer, enter this six-digit code in the verification field

  3. Click "Verify" or "Confirm"

  4. Save any backup codes provided (store them securely offline)

 

Using Google Authenticator

When signing in:

  • Enter your username and password as usual

  • Open Google Authenticator on your phone

  • Find your account in the list

  • Enter the current six-digit code (it changes every 30 seconds)

  • Complete your sign-in

Two-Factor Authentication Setup Guide
Keep your work site safe

Microsoft Authenticator
Important Tips
If you lose your phone
Switching to a new phone
Which app should you use?
Important Tips
 
Security Best Practices

✓ Enable 2FA on critical accounts first: Email, banking, social media

 

✓ Save backup codes: Store them in a safe place (not on your phone)

 

✓ Set up a device lock: Use a PIN, password, or biometric lock on your phone

 

✓ Never share codes: Legitimate services will never ask for your verification codes

 

✓ Approve only requests you initiated: Deny any unexpected authentication requests

 
Managing Multiple Accounts

  • Both apps can store codes for many different accounts

  • Keep your most-used accounts at the top for easy access

  • Name accounts clearly so you can find them quickly

 
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If You Lose Your Phone

Microsoft Authenticator:

  • If signed into a Microsoft account, codes can be recovered on a new device

  • Use backup methods you set up (phone number, email)

  • Contact your IT support if it's a work account

 

Google Authenticator:

  • If signed into a Google account, codes sync to a new device

  • Use backup codes you saved during setup

  • Use backup phone number or email you configured

 

Switching to a New Phone

Microsoft Authenticator:

  • Sign in with your Microsoft account on the new device

  • Accounts will sync automatically

 

Google Authenticator:

  • If signed into Google: Install app on new phone and sign in

  • If not signed in: Use "Transfer accounts" to export from old device and import to new device

Google Authenticator
Troubleshooting
Woman on Computer
Troubleshooting

 

Codes not working?

  • Ensure your phone's date and time are set to automatic

  • The time on your phone must be accurate for codes to work

 

Camera won't scan QR code?

  • Check camera permissions in your phone settings

  • Use manual entry option instead

  • Ensure QR code is fully visible on screen and well-lit

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Lost access to authenticator app?

  • Use backup codes saved during setup

  • Use alternative verification methods (phone, email)

  • Contact support for the service you're trying to access

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