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How to Set Up MFA for Shared Email Accounts in Outlook Web
Question details
The user needs to configure verification methods, such as multiple phone numbers or an authenticator app, so two people can access a shared Outlook Web email account.
- Product
- Microsoft Outlook Web
- Device & OS
- not provided
- Scenario
- Multiple users need to log into a single shared email account that enforces SMS verification.
- Observed behavior
- The system defaults to a single phone number for SMS verification, making it difficult for a second user to receive the login code and access the account.
Ensure you know who your organization's Microsoft Entra (formerly Azure AD) administrator is, as modifying advanced authentication methods for shared organizational accounts usually requires admin privileges.
Configure Alternate Verification Methods via Microsoft Entra
Work with your IT administrator to adjust the allowed MFA methods and voice-call options for the shared account.
Microsoft typically restricts a single account to one primary mobile number for SMS text verification. However, administrators can configure voice-call options or enable additional authentication methods depending on your organization's security defaults.
Reach out to your organization's Microsoft Entra administrator to discuss access issues with the shared account.
Request the administrator to log into the Microsoft Entra admin center and locate the shared account's 'Authentication Methods' settings.
Ask the admin to add alternate voice-call numbers if your organization's policies support multiple voice numbers for a single authentication method.
Set up an Authenticator App for Shared Access
Use Microsoft Authenticator or a third-party app like Google Authenticator to generate login codes across multiple devices.
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Frequently Asked Questions
Can I add two phone numbers for SMS text verification in Outlook Web?
Generally, Microsoft only supports one primary mobile number for SMS text verification per account. However, your Entra administrator might be able to configure multiple numbers for voice-call authentication.
Is it safe to share a single email account between multiple users?
It is generally not recommended to share standard account credentials due to security, MFA limitations, and tracking concerns. Microsoft recommends using a 'Shared Mailbox', which allows users to access the shared email using their own individual accounts and personal MFA methods.
Can I use Google Authenticator instead of Microsoft Authenticator for Outlook?
Yes. When setting up an authenticator app in your Microsoft account's security info, you can choose the option to use a different authenticator app (such as Google Authenticator) and scan the provided QR code.
