How to Protect Your Microsoft 365 Accounts with Multi-Factor Authentication

Cybercriminals are no longer just targeting large enterprises and government agencies. Small and mid-sized businesses are now one of the most common entry points because attackers know security controls are often weaker.

At Digital Sky Solutions, we see this every week. Compromised email accounts. Fraudulent invoices. Passwords reused across multiple services.

One of the simplest and most effective ways to reduce this risk is multi-factor authentication, often called MFA.

The good news is that enabling MFA for Microsoft 365 is straightforward, and the security benefit is immediate.

What Is Multi-Factor Authentication and Why Does It Matter?

Multi-factor authentication adds a second layer of verification when someone signs in. Instead of relying only on a password, users must confirm their identity using something else, such as:

• A prompt on a mobile app
• A one-time code sent by text or phone call
• A hardware security key

Even if a password is stolen through phishing or a data breach, MFA can stop an attacker from getting any further.

According to Microsoft’s own security research, MFA can block the vast majority of automated account attacks. For small businesses, that is a major reduction in risk with very little disruption.

Microsoft 365 Includes MFA. Many Businesses Just Don’t Turn It On

One of the most common issues we see is that MFA is available, but never fully configured.

Microsoft 365 includes built-in multi-factor authentication tools through Microsoft Entra ID (formerly Azure AD). These tools allow administrators to protect user accounts without purchasing additional software.

The challenge is not availability. It’s awareness and proper setup.

How MFA Is Enabled in Microsoft 365 

1. Access Security Settings: Go to account.microsoft.com/security and log in.
2. Enable 2FA: Select "Security" > "Advanced security options" and under "Two-step verification," choose "Turn on".
3. Set Up Authenticator App (Recommended by Microsoft): Select the option to use an app (like Microsoft Authenticator), scan the QR code with your phone, and enter the code provided by the app.
4. Alternative Method (Text/Email): You can opt to receive codes via text or an alternate email address.
5. Finalize: Follow the remaining prompts to complete the setup. 

The entire user setup process usually takes less than five minutes.

What Employees Will Experience After MFA Is Turned On

One concern we often hear is that MFA will slow people down or create frustration.

In reality, most users adapt quickly.

After MFA is set up:

• Day-to-day sign-ins feel almost the same
• Trusted devices usually require fewer prompts
• Approval requests are quick and familiar, similar to online banking

The small inconvenience is minimal compared to the cost of a compromised email account.

Common MFA Mistakes We See Small Businesses Make

Simply turning MFA on is not always enough. Some of the most common issues we fix include:

• Leaving administrator accounts unprotected
• Allowing SMS-only authentication instead of app-based approval
• Excluding “temporary” or shared accounts from MFA
• Not having a recovery plan if a phone is lost or replaced

These gaps can still leave businesses exposed, even when MFA is technically enabled.

MFA Is a Foundation, Not a Complete Security Strategy

Multi-factor authentication is one of the most important security controls you can deploy, but it works best when combined with other protections, such as:

• Strong password policies
• Phishing-resistant email security
• Device management and patching
• Ongoing monitoring and alerts

This layered approach is what actually reduces risk in the real world.

Final Thoughts: Security Works Best When Everything Is Aligned

Multi-factor authentication is one of the simplest ways to reduce risk in Microsoft 365, but it is only one piece of a much larger picture. Real security comes from making sure your systems, devices, users, and policies are all working together.

At Digital Sky Solutions, we help small and mid-sized businesses take a practical, business-first approach to technology. That includes securing email and cloud accounts, managing and monitoring devices, protecting networks, planning for growth, and responding quickly when something goes wrong.

Whether you need help with cybersecurity, managed IT services, cloud solutions, or strategic IT planning, our goal is the same. Reduce risk, improve reliability, and make technology easier to manage so you can focus on running your business.

If you’re unsure how secure your current setup really is, or you want a second opinion on where your biggest risks are, we’re here to help.

Call us at (250) 483-5623 or send us a message to find out how we support businesses across Victoria and Vancouver.

Carlos Flores Founder and President

Carlos Flores is the founder and President of Digital Sky Solutions, a BC-based Managed IT Services Provider (MSP) he launched in 2006 to help businesses harness technology for long-term success. With nearly two decades of leadership in the Managed IT industry, Carlos works closely with clients, employees, and partners to deliver world-class IT service and support. He’s dedicated to staying ahead of technology trends, security best practices, and evolving cybersecurity threats—ensuring clients have the tools, protection, and strategies they need to thrive in a fast-changing digital landscape. His focus is on creating scalable, repeatable technology roadmaps that keep systems secure, efficient, and ready for growth.

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Managed IT Services Information Technology Microsoft 365 Cloud computing Cybersecurity IT infrastructure Small business software