Updating Microsoft Authenticator When You Change Phones

Here is a clear, step-by-step instruction set you can share with coaches or staff. It’s written to minimise confusion and works for both iPhone and Android users.

Updating Microsoft Authenticator When You Change Phones

If you’ve changed phones, you’ll need to set up your email account(s) again in the Microsoft Authenticator app. The app does not automatically transfer accounts to a new device.

Before you start (important)

• Make sure you can still sign in to your email account with your username and password
• Have access to a computer or browser (recommended)
• If your old phone is still available, keep it nearby (helpful but not required)

Step 1: Install Microsoft Authenticator on your new phone

1. Download Microsoft Authenticator from:
   • Apple App Store (iPhone), or
   • Google Play Store (Android)
2. Open the app and allow notifications when prompted

Step 2: Sign in to your email account on a browser

1. On a computer or phone browser, go to your email or Microsoft account sign-in page http://office.com/
2. Sign in using your email address and password
3. If prompted for verification and your old phone is unavailable, choose:
   • “Sign in another way”, or
   • “I don’t have access to my authenticator”

Follow the alternative verification steps (SMS, email code, or recovery option).

Step 3: Add your account to Microsoft Authenticator

1. Open Microsoft Authenticator on your new phone
2. Tap + Add account
3. Select Work or school account
4. Choose Sign in (or Scan QR code if prompted)

Step 4: Complete verification

Depending on your organisation’s security settings, you may be asked to:

• Approve a sign-in request
• Enter a one-time code
• Scan a QR code displayed in your browser

Once completed, your email account will appear in the Authenticator app.

Step 5: Test access

1. Sign out of your email account
2. Sign back in
3. Confirm that Microsoft Authenticator sends a notification or code to your new phone

If you have multiple email accounts

Repeat Steps 2–5 for each email account that uses Microsoft Authenticator.

If you no longer have access to your old phone

• Use the “Sign in another way” option during login
• If blocked, contact your organisation’s IT or admin team to reset MFA access

Common issues

• No notifications?
  Check notification permissions and background app settings
• Wrong account type?
  Make sure you choose Work or school account, not personal
• Still stuck?
  A manual MFA reset may be required by your organisation