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Multi-factor authentication (MFA) provides a critical layer of security for protecting your Microsoft accounts. Using effective MFA methods requires users to verify their identity through an additional step beyond just a password, greatly reducing the risk of unauthorized access. However, many organizations face a common challenge when managing shared or critical accounts: what happens if the person tied to the MFA goes on vacation, leaves the company, or is unavailable?
The Problem with Single MFA Methods
Relying on a single MFA method creates access bottlenecks. For example, if the MFA is linked only to one employee’s phone or authenticator app, no one else can log in without that person. This delay slows important work and causes frustration, especially in small teams.
Why We Recommend the Microsoft Authenticator App
Our most recommended authentication method is the Microsoft Authenticator App. It provides strong security by generating time-based one-time codes or push notifications directly to a user’s mobile device. It’s more secure than SMS because it’s less vulnerable to interception or SIM-swapping attacks, and it’s easier to use than hardware tokens.
One key benefit of the Microsoft Authenticator App is that you can register up to five instances of the app on different devices for the same Microsoft account. You’ll need to manually add the account to each app individually, but this setup allows multiple team members—or multiple devices owned by a single user—to authenticate securely. This flexibility ensures that access isn’t dependent on a single device, which is particularly helpful during vacations, employee turnover, or unexpected absences.
The Importance of Multiple MFA Methods
To further minimize risks, Microsoft allows you to configure multiple MFA methods for a single account. That way, if one method is unavailable, others can be used—improving both security and operational continuity.
Common MFA Methods Supported by Microsoft
| MFA Method | Description | Best For |
| SMS | Verification code sent via text message | Quick setup, easy to use |
| Microsoft Authenticator App | Generates time-based codes or push notifications | Strong security, multi-device access (up to 5 devices) |
| Hardware Tokens | Physical USB or NFC keys that generate codes | Highest security, for sensitive access |
Get Started Today
If you manage shared accounts or want to avoid access problems when key employees are unavailable, setting up multiple MFA methods is essential. We can help guide you in implementing MFA policies that ensure secure, flexible access for your team.
Contact us today to learn how to configure multiple MFA options on your Microsoft accounts, so you never get locked out.