A stolen password rarely gets a hacker anywhere when two-factor authentication is turned on: they’re still missing the code from your phone. It’s the single most cost-effective security measure a business can take. Here’s how to set it up in Microsoft 365.
Quick answer: To turn on two-factor authentication in Microsoft 365, your administrator needs to enable it for the organization first. Each user then sets up their method by going to aka.ms/mfasetup and adding the Microsoft Authenticator app as a verification method.
What is two-factor authentication?
Two-factor authentication (also called two-step verification or MFA) adds a second proof of identity at sign-in. After your password, you confirm with a code or a notification on your phone. Even if your password gets leaked, the account stays protected.
1. The administrator turns on the protection
The first step happens on the admin side, in the Microsoft 365 admin center. The administrator enables security for the organization, either through security defaults or conditional access policies. Without this step, users can’t set up their own verification method.
2. The user sets up their method
Once it’s enabled, each employee sets up their verification:
- Go to aka.ms/mfasetup (or “Security info” in your account).
- Click Add sign-in method.
- Choose Authenticator app and follow the prompts.
- Scan the QR code with the Microsoft Authenticator app on your phone.
3. Go with the Authenticator app
Microsoft recommends the Microsoft Authenticator app over SMS codes, which are more vulnerable. It sends a notification you approve with a tap, or shows you a one-time code.
Why this matters for small businesses
Most account breaches come down to stolen or reused passwords. Two-factor authentication shuts down that attack on its own. That holds true for your personal accounts too, email, banking, social media, not just business ones.
Frequently asked questions
What happens if I get a new phone?
Before switching devices, add the new method in your security info, or ask your administrator to reset your verification. Always keep a backup method on file.
Does MFA slow down sign-ins?
Barely. With the Authenticator app, all it takes is approving a notification. You can also mark a device as trusted to cut down on how often you’re prompted.
Secure your business accounts
We roll out two-factor authentication and cybersecurity protections for everyone, individuals and businesses alike, across Quebec, without unnecessary friction. Contact OKTO Solutions or check out our services.