Authorising an outlook.com email account with QR Code

Question

Authorising an outlook.com email account with QR Code

Jeff Gaines 371

I am trying a new email program because my current one keeps getting error messages when collecting email from my outlook.com accounts.

As part of the process the instructions from outlook.com were to scan a QR code with the device I want the passkey on.

The device is a Lenovo V17 Gen4 and I tried to remove the screen to point it at itself but it is firmly fixed.

Can anybody explain to me how I use my laptop to scan a QR code on my laptop please?

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3 answers

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Answer 1

Hornblower409 8,215

@Jeff Gaines said

I am trying a new email program

It would be very helpful to know what is the new email client you are setting up. Is it New Outlook for Windows?

I do not see why I need to have a laptop on my lap and my 'phone in my hands trying to photograph a screen

Because the Microsoft Authenticator App only runs on your phone. But it needs the QR code from your laptop to finish setup.

nor what good the photograph is

It's not a photo. The Microsoft Authenticator App and your phone's camera recognizes that it's a QR code and treat it special.

There are some general steps outlined in this post
https://learn.microsoft.com/en-us/answers/questions/5837720/qr-code-passkey

why I need to treat email like Fort Know I don't know.

Because, your outlook.com account is setup to use a passkey and/or the Microsoft Authenticator App as other ways to verify you when you are adding your account to a new email client.

Can you reach your Account Home Page?
https://account.microsoft.com

If so, then go to your Security Settings - How I Sign In
https://account.live.com/proofs/manage/additional

This is where you tell Microsoft what different ways you want to use to be verified.

Jeff Gaines 371 Reputation points

2026-03-28T15:53:12.4866667+00:00

I am trying a new email program

It would be very helpful to know what is the new email client you are setting up. Is it New Outlook for Windows?

It is EPIM Pro but I can't see it matters, it is Microsoft that is seeking the information.

I do not see why I need to have a laptop on my lap and my 'phone in my hands trying to photograph a screen

Because the Microsoft Authenticator App only runs on your phone. But it needs the QR code from your laptop to finish setup.

I have no idea what the Microsoft Authenticator App is but I don't want it.

nor what good the photograph is

It's not a photo. The Microsoft Authenticator App and your phone's camera recognizes that it's a QR code and treat it special.

The camera on my 'phone took a picture.

There are some general steps outlined in this post https://learn.microsoft.com/en-us/answers/questions/5837720/qr-code-passkey

why I need to treat email like Fort Know I don't know.

Because, your outlook.com account is setup to use a passkey and/or the Microsoft Authenticator App as other ways to verify you when you are adding your account to a new email client.

Can you reach your Account Home Page? https://account.microsoft.com

If so, then go to your Security Settings - How I Sign In https://account.live.com/proofs/manage/additional

This is where you tell Microsoft what different ways you want to use to be verified.

I went there and it is set up to use a password or send me a code via email, no ide why it didn't.
Hornblower409 8,215 Reputation points

2026-03-28T16:41:43.5366667+00:00
@Jeff Gaines said

what is the new email client you are setting up?
It is EPIM Pro but I can't see it matters

Because different email clients use different ways of authenticating with Microsoft. In the case of EPIM Pro it has to use the "OAuth" authentication method or Microsoft won't play with it.

Are these the steps you are using to add the outlook.com account to EPIM Pro? If so, then I assume the problem with Microsoft Authentication is at the "Authorize through Microsoft" step?

(I don't have access to EssentialPIM Pro, so I can't test. This is just what I gleaned from their support pages)

In EssentialPIM Pro, go to the File menu, select New, and then click on Mail Account....

Your Name: Enter the name you want recipients to see.

Email Address: Enter your full Outlook.com email address.

Click Next.

Server Settings:

The wizard should automatically detect the settings. But ensure the Server type is set to IMAP4 and OAuth authentication.

Using OAuth means you won't need to manually enter your password in EPIM; instead, a Microsoft login window will appear.

Microsoft Authorization:

A secure Microsoft login pop-up will appear.

Sign in with your Microsoft account credentials

Grant EssentialPIM permission to access your mail.

Click Finish to finalize the account creation. Your mail folders will begin synchronizing automatically.
Hornblower409 8,215 Reputation points

2026-03-28T16:47:08.8566667+00:00

If at any point in the Microsoft Authorization steps it ask your to use a passkey or Microsoft Authenticator, tell it "No". Use another verification method until you get to one that you already have setup on your account.

Answer 2

Vikki-T 5,445 Microsoft External Staff Moderator

Hi Jeff Gaines,

I understand your point, and I can see why the current wording feels frustrating.

The QR code flow is designed to be scanned by a phone or tablet, not by the same laptop that is showing the code. If you decide to use this method, Microsoft Authenticator is installed on a mobile device, and Microsoft provides it through the Apple App Store for iPhone/iPad and the Google Play Store for Android phones.

If you’re open to trying it, I can give you the exact steps for your phone so you don’t have to guess.

Could you let me know:

whether your phone is an iPhone or an Android phone, and
if possible, the brand and model?

Once I know that, I can give you the correct download steps from the right store and keep the instructions as simple as possible.

If you’d rather not use a phone-based app, please let me know as well, and I can outline the other sign-in options available in the setup flow if possible.

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

Jeff Gaines 371 Reputation points

2026-03-27T10:28:54.3766667+00:00

I do not see why I need to have a laptop on my lap and my 'phone in my hands trying to photograph a screen, nor what good the photograph is.

I have a user name and password and for banking two stage verification by 'phone, why I need to treat email like Fort Know I don't know.

I would appreciate it if you would advise me the, hopefully sensible. alternatives.
Vikki-T 5,445 Reputation points Microsoft External Staff Moderator

2026-03-31T09:41:30.56+00:00
Hi Jeff Gaines,

I understand your concern.

The QR code option is only intended when the passkey is stored on another device, such as a phone or tablet. It is not designed for the same laptop to scan its own screen. On Windows, if you choose to use a passkey, it can also be stored on the PC itself by using Windows Hello (PIN, fingerprint, or face recognition), or by using a FIDO2 security key, so a phone is not the only possible method.

For Outlook.com accounts, Microsoft now requires Modern Authentication in third-party mail apps. Older sign-in methods based only on repeatedly sending a username and password are no longer supported for Outlook.com connections. For more information, please visit Modern Authentication Methods now needed to continue syncing Outlook Email in non-Microsoft email a…

With that in mind, the sensible alternatives are:

Use the email program only if it supports Microsoft Modern Authentication for Outlook.com accounts.

Use your password with the app’s Microsoft sign-in flow, if that application provides one. A password can still be part of the sign-in process when the app supports the required authentication method.

Use a passkey on the laptop itself with Windows Hello, if you want to avoid the phone-based QR method.

Use a physical security key instead of a phone, if you prefer a separate device for sign-in.

Use an email client that is confirmed to support Modern Authentication for Outlook.com, if the current program does not provide that support.

Because you are trying a non-Microsoft email program, its own account setup options will determine which of the above methods it can use.

If you would like to try Microsoft Authenticator instead, please let me know your phone’s brand and model, and I will provide the appropriate support steps for your device.

I hope the information above helps clarify why the QR prompt appeared and what the practical alternatives are. Thank you so much for your understanding.
Vikki-T 5,445 Reputation points Microsoft External Staff Moderator

2026-04-01T14:43:51.9566667+00:00

Hi Jeff Gaines,

It has been a while and I am writing to see how things are going with this issue.

Have you had a chance to check the replies provided?

Any update would be appreciated.

Answer 3

A laptop cannot practically scan a QR code that is displayed on its own screen. To complete a QR-based setup for Outlook.com or passkeys, use one of these approaches instead:

Use a different device to scan the QR code
- Open the QR code page on the Lenovo laptop.
- On a separate device (phone or tablet), install and open Microsoft Authenticator.
- In Authenticator, select the plus (+) icon → choose the appropriate account type (for Outlook.com, typically Other account or Personal Microsoft account, depending on the instructions) → scan the QR code shown on the laptop screen.
- Finish any prompts on both the phone and the laptop.
Use manual code entry instead of scanning
- On the QR code page on the laptop, look for an option such as Can't scan the image or Can't scan the QR code.
- Select that option; it will show a code and URL.
- On the phone in Microsoft Authenticator, choose to Enter code manually and type in the code/URL shown on the laptop.
If setting up a work or school account
- Sign in to the Security info page for the account.
- Choose Add sign-in method → Microsoft Authenticator → Add.
- When the QR code appears on the laptop, scan it with Microsoft Authenticator on a phone as above.
- If the camera cannot be used, select Can't scan the image on the PC and Enter code manually in the app.

The key point is that the QR code must be scanned from a different device than the one displaying it; the Lenovo laptop itself cannot scan a QR code shown on its own screen.

References:

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Authorising an outlook.com email account with QR Code

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