App Passwords for MFA: Your Guide to Smarter Security

Struggling to get your old email app to work with two-factor authentication? when you’ve got MFA turned on for your main account, but some ancient program just won’t play nice? Well, that’s exactly where an app password comes into the picture. It’s a lifesaver for those “legacy” apps that haven’t quite caught up with modern security.

In a world where online security is more important than ever, things like multi-factor authentication MFA are non-negotiable. Did you know that in 2025, almost two-thirds of users are already using MFA for authentication? That’s huge! And it’s for good reason: MFA significantly reduces the risk of successful attacks like phishing and credential stuffing. But what happens when you enable MFA and suddenly your trusty old desktop Outlook client or your phone’s native mail app stops working? That’s the headache an app password solves. It’s a unique, one-time passcode specifically generated for these types of applications, allowing them to bypass the regular MFA prompt while still keeping your main account secure.

Now, if you’re like me, keeping track of all these passwords can be a real pain. That’s why using a solid password manager is a must. It helps you generate and store unique, strong passwords, including those tricky app passwords, so you don’t have to remember them all. In fact, using a reputable password manager is one of the top best practices recommended for managing app passwords. If you’re looking for a robust solution to keep all your digital keys safe and sound, you should definitely check out NordPass. It’s a fantastic tool that simplifies your security without compromising on protection. You can learn more and get started here:

So, let’s break down everything you need to know about app passwords, why they exist, when to use them, and how to get them set up, especially for common services like Office 365, Microsoft, and Azure.

What Exactly Is an App Password?

Think of your main account password as the master key to your house. It grants full access to everything. Now, when you enable multi-factor authentication MFA, it’s like adding a super-strong, extra lock to that main door. But what about the back door for the gardener, or a side door for a specific delivery? That’s kind of what an app password is.

An app password is a special, automatically generated, usually 16-character code that acts as a substitute for your regular password for applications that don’t “understand” or fully support modern authentication protocols like OAuth 2.0. These older apps, sometimes called “legacy” or “non-browser” apps, can’t handle the interactive pop-up or push notification that usually comes with MFA.

So, when you try to log into an old email client or a specific desktop program with your usual password after enabling MFA, it just sits there confused, because it expects only a password. It doesn’t know how to ask for that second factor like a code from an authenticator app or a text message. That’s when you swap out your regular password for an app password, and boom – the app can connect!

It’s a one-time setup per application or device, and you don’t need to memorize it because you’ll likely never type it in again once it’s set up in the app.

Why ManageEngine Password Manager Pro Is a Game Changer for Businesses!

Why Do We Even Need App Passwords with MFA? The “Old School” Apps Dilemma

It might seem a bit counterintuitive, right? We’re all pushing for stronger security with MFA, and then we introduce another password that seems to bypass it. But here’s the deal: technology moves fast, and not everything keeps up at the same pace.

Many legacy applications, especially older desktop email clients like Outlook 2010 and sometimes even Outlook 2013 or 2016 if not updated, older versions of Apple Mail before iOS 11, or certain Android mail/calendar apps, were built before modern authentication methods became common. They expect a simple username and password. When you enable MFA on your account, your service provider like Microsoft or Google introduces that “second step” in the login process. These older apps don’t know how to present that second step to you, causing the authentication to fail.

This is where the app password for MFA steps in. Instead of forcing you to choose between using your old app or having strong MFA on your account, it offers a secure workaround. You keep your MFA enabled for your primary account logins web, modern apps, and for those few stubborn legacy applications, you generate a unique, strong app password. This app password essentially tells the legacy app, “Hey, this is a special access key, you don’t need to ask for the second factor.”

It’s an extra layer of protection because, even if someone somehow got hold of this app password, it’s typically limited to specific functions like accessing your email, not changing your primary account settings, and it doesn’t reveal your main password. Plus, you can revoke individual app passwords if you suspect a specific device or app has been compromised, without affecting your main account or other app passwords.

Password manager for lwc api

App Password vs. MFA: Clearing Up the Confusion

let’s clear up some common misunderstandings. It’s easy to get confused about how app passwords fit into the bigger picture of multi-factor authentication.

Multi-Factor Authentication MFA is a security system that requires more than one method of verification from independent categories of credentials to verify a user’s identity for a login or other transaction. This usually means something you know your password and something you have a phone, a physical token, an authenticator app code or something you are a fingerprint, facial scan. Its main goal is to add significant security, so even if a hacker steals your password, they still can’t get into your account because they don’t have that second factor. MFA adoption is booming, with the market projected to reach $40,000 million by 2030, showing just how critical it’s become.

Now, an app password isn’t a replacement for MFA. it works in conjunction with MFA when specific compatibility issues arise. When you enable MFA, your primary login process like logging into your webmail via a browser still requires that second factor. But, as we discussed, older apps often can’t handle this prompt.

So, the app password effectively allows these non-MFA-aware applications to connect without triggering the interactive MFA challenge. It’s a pre-approved, temporary “token” for that specific app. This means:

• MFA is still active on your account. Your web browser login, for example, will still ask for a code or push notification.
• The app password bypasses the interactive MFA prompt for that specific legacy app. It doesn’t bypass MFA for your entire account.
• It’s a different password. It’s not your main password, so if an app password gets compromised, your main account remains more secure.

It’s a compromise to maintain functionality with older systems while still benefiting from the overall security MFA provides. However, it’s worth noting that using app passwords does create an additional point of entry, and if an attacker gains access to one, they can infiltrate the connected account without triggering the alarms designed for the primary account. This is why careful management is key! Finding the Best Password Manager for ‘LS’: Your Ultimate Guide to Digital Security

When You’ll Actually Use an App Password Specific Scenarios

So, where do these app passwords actually come into play in real life? Mostly, they pop up when you’re dealing with a service that has robust MFA but an application that doesn’t speak modern authentication languages. Here are the common places you’ll likely need one:

Office 365 / Microsoft 365

If you’ve enabled multi-factor authentication for your Microsoft 365 formerly Office 365 account, you’ll definitely encounter app passwords if you’re using certain older applications. This includes:

• Older versions of Microsoft Outlook: If you’re running Outlook 2010, 2013, or even 2016 without modern authentication enabled, you’ll need an app password to connect to your mailbox. Versions like Office 2019 and later, and updated Office 2013/2016 clients, usually support modern authentication and don’t need app passwords.
• Other older Microsoft Office apps: Applications like Word, Excel, or PowerPoint from older suites might prompt you for an app password if they need to access online files or services and don’t support modern authentication.
• IMAP/POP3 clients: If you’re using a third-party email client not Outlook or a browser that connects via IMAP or POP3 protocols, it often requires an app password to access your Microsoft 365 mailbox after MFA is enabled.

Essentially, if you enable MFA in Microsoft 365 and an app complains about your password or keeps asking for verification that never arrives, an app password is usually the solution.

App Password MFA Microsoft

This is often synonymous with the Office 365/Microsoft 365 scenario, as these accounts are managed by Microsoft. Any Microsoft account where you’ve enabled two-step verification Microsoft’s term for MFA might require an app password for apps that don’t support it directly. This applies to personal Microsoft accounts as well, not just organizational ones. Mastering Your LPL Account Security: Why a Password Manager is Your Best Ally

App Password MFA Azure / Azure AD

Microsoft Entra ID formerly Azure Active Directory, or Azure AD is Microsoft’s cloud-based identity and access management service. When your organization enforces multi-factor authentication through Microsoft Entra ID, certain older applications might need app passwords to continue working.

• Legacy applications connected to Azure AD: Similar to Office 365, if you have applications especially non-browser ones that authenticate against Azure AD but haven’t been updated to support modern authentication, an app password is required.
• Windows PowerShell for some scenarios: While administrative actions generally shouldn’t use app passwords, in some specific legacy scenarios, they might be needed. However, it’s highly recommended to use service accounts with strong passwords and no MFA enforcement for PowerShell scripts in such cases.

An important note here: an admin needs to enable the ability for users to create app passwords in the Microsoft Entra admin center. By default, this feature is often disabled for enhanced security.

Other Services

While Microsoft services are the most prominent examples, other email providers like Google for Gmail or Apple for iCloud Mail also offer app passwords for similar reasons when you have two-factor authentication enabled. If you’re using a third-party email client like Thunderbird with Gmail, you’d generate an app password from your Google account settings. The principle is the same: bridging the gap between strong MFA on your account and older applications that don’t support it.

How to Generate an App Password Especially for Microsoft/Office 365

Generating an app password is a pretty straightforward process, but the exact steps can vary slightly depending on your service provider. Since Microsoft services are a common use case, let’s walk through how you’d typically do it for your Microsoft or Microsoft 365 account. Remember, you can only generate an app password if MFA is already enabled for your account. The Ultimate Guide to Password Managers for Your HP Laptop & Printer!

General Steps Applicable to most services

1. Log in to your account’s security settings: Go to the main security or account management page for your Microsoft, Google, or other service account. This is usually where you manage your passwords and MFA settings.
2. Look for “App passwords” or “Security info”: Navigate to the section related to security or advanced security options. For Microsoft, you’ll often find it under “Security info” or “Advanced security options.”
3. Generate a new app password: There will be an option to create a new app password. You might be asked to give it a name e.g., “Outlook Desktop,” “Old Phone Mail App” to help you remember its purpose. This is a good practice, as it helps when you need to revoke one later.
4. Copy the generated password: The service will then display a unique, automatically generated, usually 16-character password. Copy this immediately! Many services, including Microsoft, won’t show it to you again after you close the window, and you can’t retrieve it later. If you lose it, you’ll have to delete it and create a new one.
5. Use it in the app: Go to the legacy application that needs the password. When prompted for your password, paste the app password you just copied instead of your regular account password.
6. Save the password if offered: If the application gives you the option to “remember password” or “save credentials,” check that box. Since app passwords are meant to be one-time entries, you won’t want to type it every time.

Specific Steps for Microsoft 365 / Microsoft Account as of 2025

The process for Microsoft accounts and Microsoft 365 is very similar, often using the same portals.

1. Go to your Microsoft Account or Microsoft 365 Security Info page:
   • For personal Microsoft accounts: You can often start at https://account.microsoft.com/security and look for “Advanced security options.”
   • For Microsoft 365 work/school accounts: A common entry point is https://myaccount.microsoft.com or https://mysignins.microsoft.com/security-info.
2. Sign in: Use your primary Microsoft 365 email and password. If prompted, complete your regular multi-factor authentication step e.g., approve a notification on your phone.
3. Navigate to “Security info”: On the left sidebar, click on “Security info.”
4. Add a new sign-in method: You’ll see a list of your current sign-in methods. Click on “Add method” or “Add sign-in method.”
5. Select “App password”: From the dropdown list of methods, choose “App password” and then click “Add.”
   • Important Note: If you don’t see “App password” as an option, it means either MFA isn’t fully enabled on your account, or your administrator hasn’t allowed users to create app passwords. In an organizational setting, you might need to contact your IT admin to enable this feature.
6. Name your app password: Enter a descriptive name, like “Outlook Desktop on PC” or “iPhone Mail App.” This helps immensely for management later. Click “Next.”
7. Copy the password: A 16-character app password will be displayed. Click “Copy password to clipboard.” Seriously, copy it now, because it won’t be visible again!
8. Paste into your app: Open the legacy application e.g., Outlook 2010, go to its account settings, and when it asks for the password for your Microsoft 365 account, paste this newly generated app password.

And there you have it! Your old app should now be able to connect to your MFA-enabled account.

Managing Your App Passwords: Best Practices

Just like any other security measure, app passwords need to be managed properly. Here are some best practices to keep your accounts as secure as possible:

• Name them wisely: When you create an app password, give it a descriptive name e.g., “Laptop Outlook,” “Old Android Mail”. This makes it easy to identify which app or device is using which password, especially if you need to revoke one later. It’s often recommended to create one app password per device, rather than per application, if that device hosts multiple legacy apps.
• Don’t reuse them across different services: While an app password might be used for multiple apps on one device for a specific service like your Microsoft account, don’t try to use the same app password for your Google account and your Microsoft account. Each service should have its own set of app passwords.
• Store them securely if needed: Ideally, you copy and paste the app password once and never see it again. But if you absolutely need to store it e.g., for setting up on another device later, though it’s better to generate a new one, use a secure password manager like the one from NordPass. Never write them down on a sticky note or email them to yourself!
• Revoke when no longer needed: If you stop using a particular app or device, sell a computer, or suspect a device might be compromised, revoke that app password immediately. You can usually do this from the same security settings page where you created it. This cuts off access from that specific point without affecting your main account.
• Generate a new one if you forget it: Since you can’t view an app password after creation, if you forget or lose it, just delete the old one and generate a new one.
• Change your main password? Update app passwords manually: This is a critical point! App passwords are not automatically revoked when you change your primary account password. If you reset your main password especially due to a suspected compromise, you must also manually delete all existing app passwords and create new ones. This is a crucial step for comprehensive security.
• Be aware of their limitations: Remember, app passwords allow legacy apps to bypass the interactive MFA prompt. This means if an attacker gets hold of an app password, they can gain access to that specific application without facing an MFA challenge. They essentially bypass that crucial second factor for the app they’re used in. This is why using them only when absolutely necessary and managing them diligently is so important.

Password manager for ljn

Security Considerations and When to Avoid Them

While app passwords are super helpful for compatibility, it’s important to be realistic about their security implications. They are a workaround, not the ideal solution.

• MFA Bypass Risk: The biggest drawback is that an app password essentially bypasses the interactive MFA prompt for the application it’s used with. If an attacker gets an app password, they get into that specific app without needing your second factor. This expands your “attack surface” – meaning more potential points of entry for bad actors.
• Lack of Visibility: It can be harder to track the usage of app passwords compared to modern authentication methods.
• Limited Control: If an app password is compromised, it could still give an attacker access to certain data like your emails even if your main password is secure. While you can revoke them, it relies on you noticing a problem or performing regular maintenance.
• Not for Administrative Actions: You should never use app passwords for administrative actions or PowerShell scripts, even if your account has admin privileges. These actions require more robust authentication.

When to avoid them or push for alternatives:

• Modern Apps: If an app supports modern authentication like OAuth 2.0, use that instead of an app password. Most current versions of Office 365 applications Outlook 2013 and later with modern auth enabled, Outlook for mobile, web versions support modern authentication and don’t need app passwords.
• If your admin disables them: Many organizations disable the ability for users to create app passwords by default because of the security risks. If you can’t create one, it’s likely a policy decision to enforce more secure, modern authentication.
• Whenever possible, upgrade or switch: If you’re relying heavily on app passwords, consider upgrading your software to versions that support modern authentication. If an app simply won’t update, explore alternative applications that offer better security integration.

Looking Ahead: The Future of App Passwords

The trend in cybersecurity is moving rapidly towards passwordless authentication and more secure, modern protocols. Solutions like biometric authentication fingerprints, facial recognition, FIDO2 security keys, and authenticator app push notifications are becoming the norm.

In fact, almost half of IT and cybersecurity leaders predict that MFA will eventually replace traditional passwords entirely. With advancements like these, the need for app passwords is slowly diminishing as more applications adopt these modern, more secure methods. For example, 95% of MFA users opt for software solutions like mobile apps, and the global MFA market is projected to reach an impressive $40,000 million by 2030. The Best Password Managers for Linux: What Reddit Users Actually Recommend

However, as long as there are legacy systems out there – and there always seem to be a few – app passwords will continue to serve as a necessary bridge, helping us maintain productivity while still benefiting from the crucial protection that multi-factor authentication provides. Just remember to use them wisely, sparingly, and manage them with care, and consider a good password manager like NordPass to keep everything organized.

Frequently Asked Questions

What’s the main difference between an app password and a regular password?

A regular password is your primary login credential, often combined with a second factor for multi-factor authentication MFA. An app password, on the other hand, is a unique, automatically generated, usually 16-character code specifically created for older applications that don’t support modern MFA prompts. It allows these “legacy” apps to access your account without triggering the interactive second factor.

Do I need an app password if I use MFA?

You only need an app password if you’re using multi-factor authentication MFA and trying to access your account through an older, “legacy” application like Outlook 2010 or some native phone mail apps that doesn’t understand or support modern authentication protocols. If your app is modern and supports MFA directly, you won’t need an app password.

How secure are app passwords compared to my main password with MFA?

App passwords are less secure than your main password when used with MFA because they bypass the interactive second factor for the specific application they’re used in. While they are long and randomly generated, if an attacker gets an app password, they can access the connected app without further authentication. Your main password, when combined with MFA, offers a stronger, two-step verification process for primary logins. Best Password Manager for Linux and Windows: Your Ultimate Guide

How do I generate an app password for my Microsoft 365 account?

To generate an app password for Microsoft 365, you typically go to your Microsoft account’s “Security info” page e.g., mysignins.microsoft.com/security-info, log in, and then select “Add method” and choose “App password” from the list. You’ll be prompted to name it, and then a unique 16-character password will be displayed for you to copy and paste into your legacy application.

Can I use one app password for multiple applications or devices?

You can use the same app password for multiple legacy applications on the same device if they connect to the same service e.g., one app password for Outlook, Word, and Excel on a single laptop that accesses your Microsoft 365 account. However, it’s generally recommended to create separate app passwords for different devices, and absolutely do not reuse them across different services like using a Microsoft app password for a Google account.

What should I do if I suspect an app password has been compromised?

If you think an app password has been compromised, you should immediately go to your account’s security settings e.g., Microsoft’s “Security info” page, locate the suspicious app password, and revoke or delete it. After deleting, generate a new app password and update it in the relevant application. This prevents the compromised password from being used further.

What happens to my app passwords if I change my main account password?

Your app passwords are not automatically revoked when you change your main account password. If you change your primary password, especially due to a security concern, you must manually go into your account’s security settings, delete all existing app passwords, and generate new ones for any applications that still require them.

Password manager for linux server