IT Support | Rayzina

M365 sign-in is moving to a simpler, more secure method using the Microsoft Authenticator app — setup takes about 5 minutes and no tech experience is needed.

Step-by-Step Setup

Download Microsoft Authenticator — On your iPhone, open the App Store and search for "Microsoft Authenticator". It's free and published by Microsoft. Tap Get to install it.

Tip

Tip: Already have it? Just make sure it's up to date before continuing.
Visit the Security Settings Page — from your laptop — Open a browser and go to mysignins.microsoft.com. Sign in with your work email. When asked to verify your identity:
- If you receive a text code (SMS): enter the code you receive.
- If you already have the Authenticator app: approve the notification on your phone.
This verification step is just to get you into the settings page.
Add Microsoft Authenticator as a sign-in method — Once signed in, tap Security info from the menu. Then tap + Add sign-in method, choose Microsoft Authenticator from the list, and tap Next.
Scan the QR code — A QR code will appear on your screen. Open the Microsoft Authenticator app on your iPhone, tap the + button in the top corner, choose Work or school account, and select Scan QR code. Point your camera at the QR code on screen — it will link automatically.

Tip

Tip: If you're doing this on your phone, tap "Can't scan image?" for a manual code option instead.
Approve the test notification — Microsoft will send a test notification to your Authenticator app. You'll see a two-digit number on screen — enter that same number in the app and tap Approve. This confirms everything is connected.
Set it as your default — Back on the Security info page, find Microsoft Authenticator in your list and tap Change next to your default method. Select Microsoft Authenticator — notification and save.
Enable passwordless sign-in in the app — On your iPhone, open the Microsoft Authenticator app and tap on your work account (your work email address). You'll see a section called "Ways to sign in or verify" — look for "Passwordless sign-in requests" and tap it. Tap "Set up passwordless sign-in" and follow the prompts; you may be asked to use Face ID or your iPhone passcode to confirm. Once complete, you'll see "Passwordless sign-in requests — Sign in without a password" listed and active.

Warning

Warning: Not seeing this option? Make sure you completed Steps 3–5 first and that the Authenticator app is fully up to date.

Tip

Tip: You're all set! The next time you sign into M365 on the web, you'll get a tap-to-approve notification — no password needed.

What Signing In Will Look Like Going Forward

Type your work email as usual
A notification pops up on your iPhone in the Authenticator app
You'll see a number on screen — type it into the app and tap Approve
You're in — no password ever needed
On your laptop, Windows Hello (face recognition) continues to work exactly as before

Common Questions

What if I don't get a notification? Make sure your iPhone allows notifications from the Authenticator app. Go to iPhone Settings → Notifications → Microsoft Authenticator and turn them on. You can also open the app manually and approve from there.

What if I get a new phone? Just contact IT and we'll help you transfer your account to your new device. Don't delete the app on your old phone until after IT confirms the transfer.

Why is this more secure than a password? Passwords can be guessed, stolen, or phished. An approval tap on your personal phone means only you can let yourself in — even if someone knows your email address.

What if I'm somewhere with no cell signal? The Authenticator app works over Wi-Fi too. As long as your phone has any internet connection, you can approve sign-ins.

Troubleshooting

I don't see "Passwordless sign-in requests" in the Authenticator app This usually means the app needs an update, or your account wasn't fully linked yet. First, go to the App Store and update Microsoft Authenticator. Then open the app, tap your work account, and look again under "Ways to sign in or verify." If it still doesn't appear, make sure you completed Steps 3–5 (adding the account via QR code and approving the test notification).

The setup page isn't loading or something looks stuck Try a full laptop restart first — this has resolved the issue for several users. After restarting, open a fresh browser window and return to mysignins.microsoft.com to continue. If it still doesn't load, try a different browser (Edge or Chrome).

I completed setup but I'm still being asked for a text code Make sure you completed Step 6 — setting Authenticator as your default method. Go back to mysignins.microsoft.com → Security info, find Microsoft Authenticator, and confirm it's set as the default. If SMS still shows as default, tap Change next to it and switch to Authenticator.

The QR code scan isn't working on my phone If you're doing setup on your laptop (recommended), your phone camera should scan the QR code easily. Make sure the Authenticator app is fully up to date. If scanning still fails, tap "Can't scan image?" on the setup page and enter the code manually instead.

I'm not receiving the test notification during setup Check that your iPhone allows notifications from Authenticator: Settings → Notifications → Microsoft Authenticator → Allow Notifications. Also confirm your phone has an active internet connection (Wi-Fi or cellular). You can also open the Authenticator app directly — pending approvals sometimes appear there even without a notification banner.