How to Move Microsoft Authenticator (and Xero MFA) to a New Phone-Without the Stress
- Andy McMillan
- 1 hour ago
- 4 min read
Getting a new phone should be exciting. You get a better camera, a faster screen, and that pristine, scratch-free glass. What you *don't* want is that heart-stopping moment of wondering if you've just locked yourself out of your email, banking, Xero, and your entire digital life.
If you've ever opened Microsoft Authenticator on a brand-new phone and thought:
"Where are my codes? Why is everything saying 'Action Required'? And why on earth is Xero asking me for a QR code?!"
...you are definitely not alone. It's one of the most common tech headaches we see at I.T. Savvy.
The good news? Moving your authenticator apps doesn't have to be a high-stakes guessing game. This step-by-step guide walks you through the transition in plain, friendly language-no jargon, no tech-speak-just clear steps that work.
1. The Golden Rule: How Backups Actually Work
Many people assume that because their phone did a full backup, their Authenticator app will just work on the new device. Unfortunately, security apps are designed to be stubborn.
Microsoft Authenticator backs up different types of accounts in different ways:
Microsoft Personal Accounts (Outlook/Hotmail): These restore quite smoothly, but you will need to sign in once to re-enable "passwordless" tap-to-approve notifications.
Work or School Accounts (Microsoft 365): For security, only the "name" of the account is copied across. You must sign in again on the new phone to securely download the actual security keys.
Third-Party Accounts (Xero, Google, Facebook): These use standard 6-digit rotating codes. If you are moving iPhone-to-iPhone or Android-to-Android, these will restore automatically *if* you had cloud backup enabled on your old phone. However, if you are switching between iPhone and Android, these cannot cross the boundary and must be re-scanned.
2. How to Restore the App on Your New Phone
If you've already downloaded the Authenticator app on your new phone and can't find the "Restore" option, don't panic. This is the most common trap!
The trick is: The restore option *only* appears on a completely fresh install before any accounts are added.
How to do it:
1. Delete the Authenticator app from your new phone if you have alreday downloaded it.
2. Reinstall it from the App Store (iPhone) or Google Play Store (Android).
3. Open the app-but do *not* tap "Add Account" or sign in normally.
4. Look at the bottom of the screen and tap Begin Recovery (or Restore from Backup).
5. Sign in using the personal Microsoft account (or iCloud account) you used for backups on your old phone.
Your accounts will now populate on your new screen.
*Need to manage your Microsoft MFA settings manually? You can always visit Microsoft's official setup page at [aka.ms/mfasetup](https://aka.ms/mfasetup) to add or reset your devices.*
3. Why You See "Action Required" (And How to Fix It)
Once the restore completes, you will likely see a yellow exclamation mark or an "Action Required" banner next to your work or school accounts.
Don't worry-nothing is broken. This is a security feature to ensure that someone hasn't simply stolen your backup.
How to fix it:
1. Tap the account with the yellow banner.
2. Follow the prompt to Sign In.
3. Enter your password and approve the sign-in (you can use SMS or email backup if needed).
4. Done! The yellow banner will disappear, and your push notifications will start working again.
4. Reconnecting Xero (and Other Standard Codes)
If you switched between iPhone and Android, or didn't have backups enabled, your 6-digit codes for Xero won't work on the new phone. You'll need to reconnect them manually.
*For the official documentation, you can refer to the Xero MFA Setup Guide (https://central.xero.com/s/article/Set-up-multi-factor-authentication)).*
How to get your new Xero QR code:
1. On your computer, go to the [Xero Login Page] https://login.xero.com .
2. When prompted for your authenticator code, click Use another backup method (such as SMS or your security questions) to log in.
3. Once logged in, click your Profile Name in the top right, go to Account, and look for Multi-Factor Authentication.
4. Click Change or Reset MFA.
5. Xero will display a fresh QR Code on your computer screen.
6. Open Microsoft Authenticator on your new phone, tap the + (plus) icon, choose Other (Google, Facebook, etc.), and scan that QR code.
7. Enter the new 6-digit code into Xero to confirm. You're fully reconnected!
5. The Stress-Free Game Plan
To save yourself the most time and sanity, we recommend working through your accounts in this exact order:
Step 1-The Easy Wins: Tap and log into your Microsoft Personal, Work, and School accounts to clear the "Action Required" banners.
Step 2-The Cross-Checks: Check which third-party accounts (like Xero or Google) successfully restored their 6-digit codes.
Step 3-The Re-Scans: For any codes that didn't copy across, log into those websites on your computer using backup codes or SMS, go to their security settings, and scan a fresh QR code.
I.T. Savvy's Pro-Tips for a Painless Upgrade
To make sure your next phone upgrade is completely seamless, try to build these habits:
Turn on Backups Now: Open Authenticator on your current phone, go to *Settings*, and ensure Cloud Backup (iOS) or School/Personal Account Backup (Android) is turned on.
Don't Wipe the Old Phone Yet: Never erase or trade in your old phone until you have verified that every single login works on your new phone.
Save Your Recovery Codes: When setting up MFA for important accounts (especially Xero), print or save the backup/recovery codes. Keep them in a secure place-they are your ultimate safety net if your phone is lost or damaged.
Need a Hand?
Moving your digital identity to a new device can feel like defusing a bomb, but it's completely manageable once you know the tricks. If you or your team need assistance setting up secure, hassle-free authentication across your business, [contact the friendly team at I.T. Savvy today!](https://www.itsavvy.com.au/)
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