Office 365 2FA setup: protect your accounts with two step verification

Why two-factor authentication (2FA) should be your first line of defence 

Passwords alone are no longer sufficient to protect your data. Two-Factor Authentication (2FA) is a simple but powerful security measure that requires two forms of identity, typically a password and a time-sensitive code, before granting you access.  This extra layer is purposefully designed prevent unauthorised logins, especially if standard email-password combination of credentials has been compromised. 

For businesses, enabling 2-step verification is crucial to protecting sensitive data, accounts, and systems. For individuals, it’s a significant step toward reducing the risk of identity theft. 

That’s why individuals and organisations alike should enable 2FA wherever possible. Office 365 requires it by default, and we strongly recommend activating it on any system that supports it. If you’re unsure how or where to start, our IT support experts at PCM have broken it down step by step. 

2-step verification is a smart, scalable defence- easy to implement, hard to bypass. Common 2FA methods include authenticator apps, SMS verification codes, push notifications, phone calls, and hardware tokens. 

How do I enable two-factor authentication? 

Step-by-step for Microsoft 365: 

  1. Go to office.com and sign in with your Microsoft 365 account. 
  2. If your admin has enabled 2FA, you’ll be prompted to set it up straight away – go to 4. 
  3. If not prompted, click your profile icon and select View Account, or go directly to My Sign-Ins | Security Info. 
  4. From left navigation menu select Security Info. 
  5. Click Add sign-in method > Microsoft Authenticator 
  6. If using the app, download Microsoft Authenticator from the App Store or Google Play. 
  7. Open the app, choose Add Account > Work or School Account, and scan the QR code shown on your computer screen. 
  8. Once linked, the app will begin generating 6-digit codes every 30 seconds. 
  9. Enter the current code into the setup screen and click Verify. 

Your setup is now complete You’re now protected with 2FA. Each time you log in, you’ll be asked to verify your identity using the method you selected. 

Benefits of 2FA 

  • Protects data from unauthorised access. 
  • User friendly. No special technical skills needed 
  • Flexible and convenient. Choose the verification  method that works best for you. 
  • No need for physical tokens or additional hardware. 
  • Limits login attempts with passcode expiry and time restrictions. 

Need 2FA help? 

If you're unsure how to get started or run into issues, PCM is here to help. Our IT support team regularly assists businesses with setup and troubleshooting. Whether you prefer app-based authentication or SMS codes, we’ll walk you through the process and make sure everything works smoothly; step by step.