Microsoft Authenticator

Question

I am on a committee where 3 people need to access the one email account. The problem is we have just had to set up Authenticator, which has been a bit of a nightmare.

How do we all access the 1 Outlook account with Microsoft Authenticator?

Do we have our own Authenticator, and once prompted just follow the steps?

Answer 1

Hi @Su, 

Thank you for posting your question in the Microsoft Q&A forum. 

Based on my understanding, you want to know how a committee of three people can all access the same Outlook email account when multi-factor authentication (MFA) with Microsoft Authenticator is required.  

I've seen you tagged it as business right? That means you have a work account? Does that mean you can access office.com right? 

If in this case, please kindly help me go to My Sign-Ins | Security Info | Microsoft.com 

Add a sign-in method > Choose Microsoft Authenticator > Start by getting the app > Next > Set up your account > Next > Take out your phone and scan this QR code.  

Help me use each phone to scan this QR code

The app will add the account, and you'll be prompted to approve a test notification. After the test is approved, the account is successfully added. 

Repeat for Each Member: The other two committee members will repeat this exact process on their own devices. Each person will need to go to the account's security info page and add their phone MFA app as a new sign-in method. 

Note: However, when logging into that account, both three phones will receive an approve sign-in message to type the code, so whoever is using it can enter the two numbers on their phone. 

Or you can create a passkey, so each time it will send a QR code (not a two-digit code), and you just need to use your phone to scan it. Register passkeys in Authenticator on Android or iOS devices

In addition, I find several similar threads you may feel free to refer to: 

• Setting Up Microsoft Authenticator for Shared Access to Business Outlook Account - Microsoft Q&A (You can refer it most)
• MFA for one email account with several users | Microsoft Community Hub 
• MFA Activation for Shared Email Address - Microsoft Q&A 

I hope this explanation helps you understand. Please let me know if you have any other questions or need further assistance.  

Looking forward to your response! 

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