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Microsoft Authenticator: What It Is, How It Works, And How To Use It!
Microsoft Authenticator is a security app for two-factor authentication. It competes directly with Google Authenticator, Authy, LastPass Authenticator, and others. You may run into the app when updating your Microsoft account settings or enabling two-factor authentication there. Alternatively, you may want to have a TFA available for your own security purposes. You can download Microsoft Authenticator from the Google Play Store or Apple App Store. Let's talk about Microsoft Authenticator and how it works.
Read more: The best two-factor authentication apps for Android
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Microsoft Authenticator is Microsoft's two-factor authentication app. It makes password-less sign-ins possible for your Microsoft accounts and provides an extra layer of security for third-party apps and services. Once you set up Microsoft Authenticator, you will get a time-sensitive six or eight-digit code that you must enter when logging into any accounts you've set up with 2FA.
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What is Microsoft Authenticator?
Microsoft Authenticator is Microsoft's two-factor authentication app. It initially launched in beta in June 2016. The app works like most others like it. You log into an account, and it asks for a code. Microsoft Authenticator generates those types of codes. It's extremely useful for quick sign-ins, it works cross-platform, and it's faster than email or text codes.
You can also use the app for no-password sign-ins for your Microsoft account. The app also features multi-account support, and support for non-Microsoft websites and services.
How does Microsoft Authenticator work?The app works like most other authentication apps. It generates a six or eight-digit code on a rotating basis of about 30 seconds. You log into your app or service like usual. The site eventually asks for the two-factor authentication code. Go into the Microsoft Authenticator app to receive those codes.
It works a little differently on Microsoft accounts than non-Microsoft accounts. You can use the codes in this app to log in without a password for your Microsoft account. You can also have it set up to send you a push notification approval. It also does a secondary check with your phone's authentication method (fingerprint scanner, PIN, or pattern). However, on all other account types (Facebook, Google, etc.), you have to log in with your username and password before you can add in the code.
Microsoft supports any website that uses the TOTP (time-based one-time password) standard. Thus, the app can continuously generate codes, and you use them as needed. Most apps you log in to use this method, except for some banking apps.
How to use Microsoft Authenticator
The app setup is relatively easy. Let's go over the setup with your Microsoft account. Download the app and open it to begin the tutorial.
Sign in/Setup for Microsoft accountsOnce you input the number, the app is linked to your Microsoft account, and you use it for no-password sign-ins. Next time you log in, enter your username and then input the code generated by the app.
Setup for non-Microsoft accountsThis varies from website to website, but the general idea remains the same. It's a fairly straightforward process.
You should only have to do the Microsoft account setup a single time. Meanwhile, you can add whatever online accounts you want by repeating the non-Microsoft account steps on all of your other accounts.
From there, using the app is very easy. When prompted, you log in with your email or username and password on non-Microsoft websites and enter the six-digit code from the Microsoft Authenticator app. Microsoft websites need you to add your username and it'll then ask you for a code from the app.
What else can Microsoft Authenticator do?
Microsoft
On Android, you can use the Microsoft Authenticator app to auto-fill passwords, addresses, and payment information. Open the Authenticator app, go to the relevant tab (passwords, addresses, payments), and save the necessary information. You can also save the information to the Authenticator app instead of typing it in on another website.
Microsoft
It will connect everything to your Microsoft account. You can use it to auto-fill passwords, payment information, and addresses on mobile and PC. It will do it automatically if you use the Microsoft Edge browser. To use this feature on Google Chrome, you will need to install the Microsoft Autofill Chrome extension. This feature is only available with the Android app.
Microsoft
Microsoft Authenticator vs Google Authenticator
Both two-factor authentication apps offer similar functionality. You can use both to log in to various apps and services that use 2FA, and both provide six-digit codes that expire every 30 or 60 seconds. But there are a few key differences that give Microsoft Authenticator a leg up.
Microsoft Authenticator's newest feature, the ability to sync and auto-fill passwords, addresses, and payment information, isn't available with the Google app. However, you can sync this information with your Google account and use it to auto-fill on Chrome and your Android phone. So while Microsoft bakes this feature into its app, Google provides the same service, just not with Authenticator.
Microsoft Authenticator makes it much easier to move to a new phone because you can back up your log-in credentials and accounts set up to a Microsoft account. Open the app, tap the three vertical dots at the top right corner, open Settings, and enable Cloud backup. When you download the app on a new phone, you can log in with the same account, and the information will be available. A cloud backup option isn't available with Google Authenticator.
You can also set up Microsoft Authenticator on multiple devices and sync it across the board. Google Authenticator is limited to just one device at a time. Microsoft's app also has various notification options, including push notifications, biometric verification on phones, and email and text messages. Again, Google has these options available, but it's linked to your Google account and not the Authenticator app specifically.
FAQs Is Microsoft Authenticator available on Windows?
The Microsoft Authenticator app is only available on mobile. However, if you sync your passwords and other credentials, you can use push notifications and biometric authentication on your phone to log in to apps and services quickly on your computer without needing a code every time.
How do I set up Microsoft Authenticator on a new device?You can use the cloud backup feature to make it easy to set up the app on a new device. You must sign in with your synced Microsoft account, and all the saved credentials should be available. Open the app, tap the three vertical dots at the top right corner, and open Settings. Enable Cloud backup.
How do I get a QR code for the Microsoft Authenticator app?If you need to regenerate a QR code to set up the app on a new device, log in to your Microsoft account on a desktop and go to Security–>Advanced security options and click on Add a new way to sign in or verify and select Use an app.
Why is the sign-in approval push notification or pop-up not showing up?You might not see the necessary approval push notification or pop-up when you expect it. If that happens, open the Microsoft Authenticator app, and the pop-up will then appear. This bug sometimes occurs when the app is updated but goes away with subsequent software updates.
CommentsConfiguring MFA Using The Microsoft Authenticator App On An Android Device
You will be asked to provide a mobile phone number as a backup authentication method. This is an optional step and can be skipped. To skip this step click on 'Done.'
Please be careful not to click on the drop-down asking you to select a country, and do not click in the text field where the phone number is to be entered. Doing so alters the page and makes the fields become required.
If the page does not let you proceed, simply close the browser window. Your setup is complete and will not be lost.
6 Best Multi-Factor Authentication (MFA) Solutions For 2024
Multi-factor authentication requires users to present two or more pieces of evidence to prove their identity, such as a password and a one-time code sent to an authorized device. Requiring a secondary authentication factor reduces the risk of breaches caused by brute force attacks, social engineering and other methods used to steal or guess passwords, improving a company's overall security posture.
For an example of how MFA prevents data breaches, read How to Prevent Phishing Attacks with Multi-Factor Authentication.
MFA software solutions provide multi-factor authentication for individual end-users, organizational workforces and customer-facing applications. Some platforms also offer identity and access management (IAM) features like single sign-on or additional functionality like threat detection. This guide compares the top multi-factor authentication tools based on use case, features and price.
1 PulsewayEmployees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Any Company Size Any Company Size
Features
Activity Monitoring, Antivirus, Dashboard, and more
2 ESET PROTECT AdvancedEmployees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Any Company Size Any Company Size
Features
Advanced Threat Defense, Full Disk Encryption , Modern Endpoint Protection, Server Security
3 ManageEngine Desktop CentralEmployees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Any Company Size Any Company Size
Features
Activity Monitoring, Antivirus, Dashboard, and more
Top MFA software comparisonEach of the MFA tools on this list is the best for a particular use case or deployment environment due to their pricing structure, unique feature offerings and ease of use.
Software Solution category Authentication types Hosting options Pricing Google Authenticator Individual MFA Mobile app, software token, mobile push, risk-based Cloud-based Free Cisco Duo Workforce MFA Mobile app, software token, hardware token, mobile push, WebAuthn, biometric Cloud-based Free MFA for up to 10 users; plans start at $3/user/month. Auth0 Customer IAM Software token, mobile push, WebAuthn, biometric, SMS notification, voice notification, email notification Cloud-based (public or private) Free for up to 7,500 users; plans start atEssentials: $35/month (min. 500 users). PingID Workforce MFA, Customer MFA Mobile app, software token, mobile push, WebAuthn, biometric, SMS notification, voice notification, email notification, third-party hardware token, third-party authenticator apps Cloud-based Plans start at $3/user/month (min. 5,000 users). FusionAuth Customer IAM Third-party authenticator apps, software token, mobile push, biometrics, SMS notification, voice notification, email notification Cloud-based (public or private), self-hosted Plans start at $37/month. Okta Workforce MFA, Customer IAM Mobile app, software token, mobile push, WebAuthn, biometric, SMS notification, voice notification, email notification, third-party hardware token, third-party authenticator apps, U2F Cloud-based Plans start at $3/user/month ($1,500 annual min). Google Authenticator: Best free MFA app for individuals
Image: Google Authenticator Google Authenticator is a free MFA app for Android, iOS, Wear OS and Blackberry. It generates time-based one-time passwords for a wide range of third-party software with very little setup. Google Authenticator is an extraordinarily useful MFA tool for individual end-users because it provides TOTPs for so many different applications and services in a single place. However, it doesn't natively offer any multi-user administration functionality for organizations without being integrated with another management platform.
Want to try another free MFA app? Read our review of the Top 6 Google Authenticator Alternatives.
Why we chose Google AuthenticatorThis tool is like a free skeleton key for end-users, granting them TOTPs for many different applications and services in a single place.
Pricing
Figure A: A screenshot of the Google Authenticator mobile app. Image: Google Features For more information, read our comparison of Authy vs. Google Authenticator.
Cisco Duo: Best MFA software for small to medium-sized businesses
Image: Cisco Duo Duo (now owned by Cisco) is a cloud-based access management tool that provides free MFA for up to 10 users, making it a great choice for budget-conscious small businesses looking for basic functionality. For SMBs looking for enhanced IAM capabilities, paid plans unlock additional features such as single sign-on, passwordless authentication, adaptive and risk-based authentication, device visibility and threat detection. The Premier plan also offers Zero Trust Network Access for VPN-less remote access to enterprise resources.
Why we chose Cisco DuoCisco Duo offers a complete MFA platform for free to organizations with 10 or fewer users, and SMBs can get a full suite of IAM features + ZTNA for an affordable price.
Pricing
Figure B: A screenshot of the Cisco Duo Microsoft Remote Desktop integration page. Image: Nicole Rennolds Pros For more information, view Duo Passwordless: Expert Tips and Your Questions Answered.
Auth0: Best MFA solution for developers in startups and nonprofits
Image: Auth0 Auth0 is a customer identity and access management solution that developers integrate into their customer-facing (or partner-facing) applications to provide functionality like MFA and SSO. Auth0 hosts the solution in their cloud, but they offer private clouds for customers who need dedicated resources. MFA is available for free in the public cloud for up to 7,500 active users and includes machine to machine authentication and customizable logins.
Paid plans can get pricey, but they include features like SSO, identity management and step-up MFA, which requires stronger authentication to access more sensitive resources. Plus, Auth0 offers special pricing for startups and nonprofits.
Why we chose Auth0We chose Auth0 for its focus on CIAM and design with startup developers in mind. The solution is free for up to 7,500 users, and startups and nonprofits get discounted pricing on paid plans.
Pricing
Figure C: A screenshot of the Auth0 login customization screen. Image: Auth0 Pros For more information, read our comparison of Auth0 vs. JumpCloud.
PingID: Best MFA software for enterprises
Image: PingID PingID is the MFA component of the PingOne cloud platform for identity and access management. At a minimum, this platform also includes SSO and Microsoft integration, while upgraded plans provide adaptive MFA, advanced security features and VPN/remote access integrations. The PingID mobile app supports fingerprint, facial recognition, swipe, software tokens and Apple Watch authentication. PingID also offers MFA via desktop software tokens, third-party hardware tokens, and email, SMS and voice OTPs. Plan prices are affordable per user, but there's a 5,000 user minimum, favoring enterprises and other very large organizations.
Why we chose PingIDPingID is part of a comprehensive workforce identity platform with features like SSO and Windows integrations, and Ping Identity offers competitive per-user pricing for even its most advanced workforce IAM plans.
Pricing
Figure D: A screenshot of the PingID authentication request on Apple Watch. Image: Apple Pros For more information, read our comparison of Ping Identity vs. Okta.
FusionAuth: Best MFA solution for developers building self-hosted applications
Image: FusionAuth FusionAuth is a customer-facing authentication solution that integrates with custom software. In addition to MFA, it provides passwordless, biometric, and M2M authentication, as well as SSO, advanced threat detection, user management and password control. FusionAuth, like Auth0, targets developers building custom applications and provides features like no-code configuration and seamless API integration to make their jobs easier. What differentiates FusionAuth is the customer's ability to self-host the solution in their on-premises, private cloud or public cloud environment (e.G., AWS). This feature gives developers complete control over access and security, simplifying compliance in heavily-regulated industries like healthcare and federal government contracting.
Why we chose FusionAuthFusionAuth offers the most flexible hosting options, including managed cloud (public and private) and self-hosted plans. It's also a comprehensive customer-facing authentication solution designed with developers in mind.
Pricing
Figure E: A screenshot of the FusionAuth MFA message localization screen. Image: FusionAuth Pros 
Image: Okta Okta is a cloud-based IAM platform that lets customers mix-and-match a la carte identity features to build customized solutions that address all their requirements without forcing them to pay for things they don't need. The basic MFA feature authenticates via Okta's mobile OTP and push apps, as well as email, SMS, biometrics, voice and third-party hardware and software tokens. It also provides some context-aware authentication capabilities, though the upgraded Adaptive MFA plan provides even more context factors. Other Okta products include SSO, lifecycle management, API access management, automation workflows and more. Most of these features are very affordably priced, though there's a $1,500 annual contract minimum.
Why we chose OktaOkta allows customers to build their own workforce IAM solution by combining a la carte identification features at competitive prices. The basic MFA offering includes multiple mobile app options and context-aware authentication.
Pricing
Figure F: A screenshot of the Okta mobile push authentication screen. Image: Okta Pros For more information, read the full Okta review.
How do I choose the best MFA software for my business? More cloud security coverageEach multi-factor authentication product on this list excels in one or more use cases.
Google Authenticator is the best solution for individual end users looking for a free MFA app. Cisco Duo is an affordable yet powerful tool for budget-conscious SMBs. Auth0's developer-focused CIAM platform targets startups and nonprofits with special pricing offers. PingID offers competitive pricing packages for large enterprise workforce or customer identity. FusionAuth provides a developer-friendly customer authentication solution with flexible, cloud-based or self-hosting options. Okta's cloud-based workforce identity platform offers MFA and other features a la carte so companies can build a customized IAM solution.
The different feature sets and pricing structures of each solution can make it difficult to make direct comparisons, so you'll need to analyze your requirements to determine which MFA tool is the best fit.
Review methodologyWe conducted a thorough analysis of the capabilities, features and pricing structure of each product to determine which MFA tool was the best for each use case. This involved reviewing public-facing data from vendor websites and datasheets, reading user reviews from sites like G2 and Gartner Peer Insights, and, when possible, downloading free trial versions for hands-on testing.
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