Set Up Microsoft Authenticator and Outlook (classic)


Overview
This guide explains how to set up two-factor authentication using Microsoft Authenticator and how to create a new Outlook classic profile.
New users are already required to use two-factor authentication. When signing in for the first time, you will be prompted immediately to set it up.

You will need:

  • Your company email address
  • Your Microsoft 365 password
  • A smartphone
  • The Microsoft Authenticator app
  • Access to the computer where Outlook will be used

Part 1: Set Up Microsoft Authenticator


Step 1: Sign In to Microsoft 365

  1. Open a web browser.
  2. Go to: https://outlook.office.com
  3. Click Sign in.
  4. Enter your company email address (given to you)
  5. Enter your password.

After signing in, you should see a message that says:

More information required

Click Next.

Step 2: Start Authenticator Setup

  1. When Microsoft asks you to set up the Microsoft Authenticator app, click Next.
  2. Leave the QR code page open on the computer.

Step 3: Add the Account to Microsoft Authenticator

  1. On your phone, open the Microsoft Authenticator app.
  2. Tap Add account or the + button.
  3. Choose Work or school account.
  4. Choose Scan QR code.
  5. Scan the QR code shown on the computer monitor.

Step 4: Approve the Test Sign-In

  1. After scanning the QR code, click Next on the computer.
  2. A sign-in approval request should appear on your phone as a notification or directly in the app since it's still open.
  3. Open Microsoft Authenticator.
  4. Approve the request.
  5. If a number appears on the computer, enter that number into the Authenticator app.
  6. Click Done or Next when setup is complete.

2 Factor Authentication is now set up.  You will only have to use 2FA the first time you sign in on a new device or app.  There will be another prompt next when you're setting up Outlook (classic).  We do not use the new Outlook due to compatibility and other issues.  Be sure the icon reads Outlook (classic).

Part 2: Remove any Old Outlook Classic profiles


If this computer was used by another person and now only used by you, Outlook classic profiles may still be connected to the previous user’s mailbox and will need to be removed. Remove the old Outlook profile before setting up the new user.

This applies to Outlook classic for Windows, not New Outlook.

Step 1: Ensure Outlook (classic or new) are closed

Step 2: Open Mail Settings

  1. Click the Windows Start button (bottom left or centered, 4 blue squares)
  2. Type: Control Panel and open it
  3. Change View by at the top right from Category to Large icons if it isn't already
  4. Click Mail or Mail (Microsoft Outlook).

Step 3: Remove the Old Profile
  1. Click Show Profiles.
  2. Select the old Outlook profile.
  3. It may be named Outlook, the previous user’s name, or the previous user’s email address.
  4. Click Remove.
  5. Confirm the removal by clicking apply or ok
  6. Close any remaining windows

Removing the Outlook profile only removes the account setup from Outlook, it does not affect the mailbox itself.

Part 3: Create the New Outlook Classic Profile


  1. Open Outlook (classic) by clicking Start and typing Outlook and choosing Outlook (classic)
  2. Enter your company email address and click Connect at the bottom of the window
  3.  Enter your Microsoft 365 password if prompted.
  4. You may be prompted for 2FA on your computer. Type the code into Microsoft Authenticator when you're prompted on your phone.
  5. Approve the sign-in using Microsoft Authenticator and tap Yes it's me
  6. You will not need to download Outlook on your phone.  Uncheck the box and click Done on your computer.

Part 4: Open Outlook

  1. Open Outlook (classic)
  2. Your mailbox will begin syncing

The first sync may take several minutes if there is any email.

You can now open Teams and sign in there as well.