Microsoft Authenticator - restore from Backup

Question

Microsoft Authenticator - restore from Backup

Padraig R 0

I have recently needed to restore Microsoft Authenticator from a backup ( changed phones) . All is fine except for any Microsoft Work or School accounts. In these cases when restoring apparently it is only the name which is restored and a message states that further authentication in the from of a QR code is required. The problem is one has to log in to the relevant work/school account to obtain that QR code which of course can't be done without MFA - a vicious circle . The only way around this that I can see is to use SMS or voice calling for the MFA to then get the QR code (effectively a new entry setup). We are constantly advised that SMS is the weakest form of MFA ( SIM swapping etc) .

In addition Microsoft Authenticator doesn't allow export of the MFA seeds to a local backup which would ( for me anyway) be a preferable method of backup as , if for any reason my Microsoft account was breached , my non-Microsoft MFA codes ( and for that matter any passwords stored in Microsoft Password Manager passwords) would become available to the hacker

0 comments

1 answer

Your answer

Answer 1

Hi @Padraig R,

Changing to a new phone often triggers this issue because your Multi-Factor Authentication (MFA) settings usually need to be reset. When you switch devices or reinstall the Microsoft Authenticator app, your new phone isn’t automatically configured for authentication. Since the app is still tied to your previous device, you’re unable to receive authentication codes on the new one, which is why you can’t access your account right now.

Additionally, when your university/company enforces multi-factor authentication (MFA) and only allows verification through the Microsoft Authenticator app, the system will not display other options such as SMS, email, or phone call unless those methods have been configured by your administrator. That’s likely why you're being prompted exclusively for the Authenticator app.

Since you are using a work or school email address, the MFA settings are managed by your school or organization's IT department. For assistance with resetting or updating your MFA, you will need to contact them directly to resolve this.

Please contact your university's / company's IT Help Desk or support team and explain the situation. You can say: "I am stuck in a login loop between Microsoft Teams and the Microsoft Authenticator app. I cannot get the code to sign in."

Specifically ask them to “Reset my MFA settings or allow me to re-register for MFA". This is a standard request, and your school's / organization's IT team should be able to assist you with it.

You can also share the steps in this Microsoft article for them so they can help reset your MFA settings for you: Manage user authentication methods for Microsoft Entra multifactor authentication.

Once your school's / organization's in has reset your MFA, the next time you log in to your account, you will be guided through the process of setting up the Microsoft Authenticator app again from the beginning by scanning a QR code. This will break the loop and allow you to access your account normally.

Please note that forum advisors do not have access to user account settings and cannot assist with logging in, resetting passwords, or changing access rights. While we do not have access to internal systems or administrative tools required to resolve account-specific or backend-related issues but we’ll continue doing our best to support you within the scope of our responsibilities.

I hope this helps you regain access to your account quickly. I'm glad to assist and truly hope the information provided has been useful. Please feel free to reach out anytime if you need further assistance.

If you find my post helpful, kindly consider marking it as the accepted answer. Doing so can assist others in the community who may have similar questions in finding solutions more quickly.

Thank you for your kindness and contributions to the forum.

Note: Please follow the steps in our documentation to enable email notifications if you want to receive notifications related to this thread.

Padraig R 0 Reputation points

2026-06-23T17:27:58.1766667+00:00

Thank you for the detailed and very informative answer. The problem arises when the account concerned is an admin account - such as would apply to many small businesses with only a few subs. The solution is I suppose to allow another MFA method but as I noted this is likely to be SMS which we are told is the least secure.
Killian N 1,645 Reputation points Independent Advisor

2026-06-26T16:08:03.6+00:00

Hi @Padraig R,

Thank you for your observation, you’re absolutely right that in smaller organizations, admin accounts can present a unique challenge when it comes to MFA options.

However, enforcing MFA (Multi-Factor Authentication) is a mandatory security requirement because it significantly strengthens the protection of your organization’s tenant, especially for privileged accounts like administrators. These accounts are the most sensitive and are often targeted in attacks.

At the moment, there is no secure alternative to MFA for authentication. Even though SMS is considered less secure compared to methods like authenticator apps or hardware tokens, it still provides an important additional layer of protection compared to using only a password.

For this reason, Microsoft requires at least one MFA method to be configured. Where possible, we strongly recommend using more secure options such as: Authenticator apps (e.g., Microsoft Authenticator)

SMS can be used as a fallback if no other method is available, but it should not be the primary method if stronger options are feasible.

Thank you for sharing your valuable feedback on the forum.
Padraig Rocks 0 Reputation points

2026-06-28T10:36:41.15+00:00

Thank you for your help . I was reading an article elsewhere and the suggestion was a security key for admin accounts with app based MFA as a backup . Perhaps this is an option ?
Killian N 1,645 Reputation points Independent Advisor

2026-06-29T14:46:38.7433333+00:00

Hi,

This is definitely a strong and recommended approach.

Using Microsoft Authenticator as part of your MFA strategy provides a secure and convenient way to protect admin accounts. It supports features such as push notifications and number matching, which help reduce the risk of unauthorized access and phishing attacks.

Having Microsoft Authenticator configured as a backup method alongside your primary authentication method is a good practice, as it ensures continued access if the primary option is unavailable. This helps maintain both security and operational continuity for admin accounts.

Regards,