Microsoft has announced that Multi-Factor Authentication (MFA) will soon be a mandatory security measure for all Microsoft 365 users. This means that every user will be required to verify their identity using a second factor—typically a mobile device—before accessing their Microsoft account.
As cybersecurity threats continue to evolve, Microsoft is enforcing MFA to protect accounts from unauthorised access. While this added layer of security significantly reduces the risk of compromised accounts, some users have raised concerns about using their personal mobile number for authentication.
In this article, we will clarify how Microsoft’s MFA works, address common concerns, and explain why using the Microsoft Authenticator app is the best way to comply with these new security requirements.
Understanding Microsoft’s MFA Requirement
MFA works by requiring two forms of authentication to verify a user’s identity:
- Something you know – Your password
- Something you have – A secondary authentication method, such as a mobile device
For most users, this means that after entering their password, they will need to approve a sign-in request on their phone before gaining access to their Microsoft 365 account.
The Role of the Microsoft Authenticator App
To address concerns about privacy, Microsoft recommends using the Microsoft Authenticator app rather than relying on SMS or phone calls. This app is free to download and offers a passwordless and number-matching approval process, eliminating the need to use a personal phone number.
The benefits of the Microsoft Authenticator app:
- No personal phone number required
- No SMS messages or phone calls involved
- Secure, encrypted, and tied only to your Microsoft account
- Easy one-tap approval for login requests
- Works on both Apple and Android devices
Why MFA is Important
Imagine this scenario: A hacker obtains an employee’s password through a phishing attack. Without MFA enabled, the hacker can immediately access the employee’s Microsoft 365 account, read sensitive emails, download confidential files, and even send phishing emails to other employees.
However, with MFA enabled using the Microsoft Authenticator app, the hacker’s attempt is blocked. Even though they have the password, they cannot gain access without the second factor of authentication. Because the real user receives a notification on their authenticator app asking for approval, they can immediately deny the request and alert their IT team that someone is trying to access their account.
This is why MFA is essential—it adds a critical security layer that prevents unauthorised access, even if passwords are stolen.
Common MFA Questions and Concerns
In the past, when we’ve suggested to our clients that they implement MFA, there have been some common questions and concerns they’ve raised. Let’s go over these and hopefully put your mind at ease…
“I Don’t Want to Use My Personal Mobile Number for Work Security”
Many employees have expressed concerns about using their personal phone numbers for work-related security measures. With Microsoft Authenticator, your phone number is not involved at all. The app functions independently and does not require or share your mobile number with Microsoft or your employer.
“What If I Lose My Phone?”
If you lose your phone, you can recover your access by:
- Using backup codes (if set up)
- Restoring the Authenticator app from a backup (if previously enabled)
- Contacting your IT team for account recovery options
“Can I Use an Alternative Method?”
While Microsoft does support other MFA methods, such as SMS codes and phone calls, these are less secure and less convenient than the Microsoft Authenticator app. In some cases, Microsoft may limit the use of SMS-based authentication due to security risks (such as SIM-swap attacks).
How to Set Up Microsoft Authenticator
Setting up the app is simple:
- Download Microsoft Authenticator from the Apple App Store or Google Play Store.
- Open the app and select Add Account.
- Choose Work or school account and follow the on-screen instructions.
- Scan the QR code provided by your Microsoft 365 account setup page.
- Approve the test notification to complete setup.
Don’t Wait – Set Up MFA Today
The rollout of mandatory MFA by Microsoft is a crucial step in securing user accounts against cyber threats. While change can be challenging, the Microsoft Authenticator app makes the transition seamless by providing a secure, simple, and private authentication method that does not require sharing your personal phone number.
At Carden IT Services, we’re here to help businesses and users navigate this transition smoothly. If you need assistance setting up MFA or have any concerns, our IT specialists are ready to support you. However, there are no loopholes and you MUST implement MFA for all your Microsoft 365 services by Summer 2025.
Need Help with MFA Setup?
Contact Carden IT Services today to ensure your Microsoft 365 accounts remain secure and compliant with the latest security updates.