What is an Outlook App Password?

An Outlook app password is an automatically created, one-time password by which third-party apps or hardware may get access to your Microsoft Outlook account safely, especially if two-factor authentication (2FA) is enabled. An app password comes into action when your regular password will no longer be accepted because Outlook requires additional verification procedures for heightened security.

Why Outlook App Passwords are Needed

Outlook, which is included with the Office 365 subscription, has more security features such as two-factor authentication. This offers a second level of security for your account by asking for a second way (e.g., a code on your phone) to confirm you. But older software or hardware—such as e-mail clients or older programs—without the capability of accepting this new authentication cannot log in simply using your regular password. This is where an Outlook app password fits in.

By creating an Outlook app password, you're providing them with a path into your account without needing to navigate the two-factor authentication method that they have no control over. It's a one-time passcode specific to them, and it's particularly linked to your account for secure entry.

Outlook App Password and Normal Password

  • Regular Password: Your usual password you use to log in to your Outlook account and other Microsoft apps such as OneDrive, Microsoft Word, or Excel.
  • Outlook App Password: A random password generated temporarily and that you use to input in third-party applications or devices so that they can circumvent the two-factor authentication process but safely access your Outlook mail.

For instance, in case you're working with an email client like Apple Mail, Thunderbird, or a calendar client that is not compatible with Microsoft's two-factor authentication procedure, then you'll need an Outlook app password in order to ensure that such a program can access your account without compromising security.

When Do You Need an Outlook App Password?

You'll need to set up an Outlook app password for the following situations:

  • By using third-party applications: When you're accessing your email via third-party email clients such as Mozilla Thunderbird, Apple Mail, etc.
  • On 2FA-unfriendly phones: Older cell phones, email clients, or older platforms which do not support the newer methods of authentication and will need to use an Outlook app password.
  • For extra protection with 2FA enabled: If 2-step verification is enabled for your Office 365 account, some apps will be unable to authenticate without the Outlook app password.

How Does It Work?

Once you have set up an Outlook app password, it becomes your second account password. When you're installing your third-party email client, you'll be using that app password instead. In this manner, the app or device will be able to use your email and calendar with your Outlook account without exposing your account to two-factor authentication.

Simply put, an Outlook app password is a security feature that enables non-two-factor authentication compatible software and hardware to log into your Microsoft Outlook account securely irrespective of this. It is a factor in the interest of securing the security of your Outlook account while, in doing so, enabling it to be compatible with legacy software and hardware.

👉You can generate app passwords to bypass 2-step verification when connecting less secure apps like desktop email clients.

How to Set up an Outlook App Password in Office 365

You can set up an Outlook app password for Office 365 easily but will not function if your Microsoft account is not set up to use two-factor authentication (2FA). The password enables unsupported apps and devices that use older exchange authentication, to safely connect to your Outlook account.

Below are the steps to walk you through how to create an Outlook app password in Office 365:

Step 1: Log into Your Microsoft 365 Account

  • Open your browser and go to the Microsoft 365 portal.
  • Log in with your Office or Outlook account login credentials.

Step 2: Go to Security Settings

  • Once logged in successfully, click on your profile picture at the top right of the window.
  • Click on "My Account" or "View Account."

Step 3: Turn Two-Factor Authentication On (If Not Already Activated)

  • Unless 2FA is already active, you need to turn 2FA on.
  • Click on on-screen instructions to turn 2FA using phone number, Microsoft Authenticator app, or another email address.

Step 4: Go to 'App Passwords' Section

  • Select Security info from the left navigation pane or from the link in the Security info block, and then select Add method from the Security info page.
Microsoft account security info page showing the Add method option for setting up Outlook app password
Navigate to the Security info page to add a new method and generate your Outlook app password for secure sign-in.
  • On the Add a method page, select App password from the list, and then select Add.
Steps to add an Outlook app password by selecting 'App password' and entering a name for the app in Microsoft account settings
Select "App password" and enter a name to create your secure Outlook app password.

Step 5: Create a New App Password

  • Click on "Create" or "Add new app password".
  • You will be prompted to enter a name for your app password (e.g., "Outlook for Mac" or "Thunderbird client").
  • Microsoft will create a 16-character app password for you.
Outlook app password created
Confirmation screen showing newly created Outlook app password and instructions to copy and use it securely

Step 6: Use the App Password in Your Email Client

  • Copy the password displayed (you won't see it again).
  • Launch your email program (e.g., Outlook, Apple Mail, Thunderbird).
  • When asked to enter a password, use the app password, not your normal Microsoft password.

Key Tips:

  • Don't use your normal password—app passwords are one-time use only and are app- or device-specific.
  • You can't recover an app password—if you lose it, you'll need to generate a new one.
  • Use a different app password on each application to gain more control and to be able to withdraw permissions in case.

Example Use Case
For example, if you are configuring your Microsoft 365 email on Apple Mail, after you have entered your email address, rather than the default password, you would use the Outlook app password you've generated. Apple Mail will synchronize your emails without prompting you every time for 2FA, and your Microsoft account will be secure.

It allows you to be secure and compatible, particularly when working with older mail clients or older systems that cannot deal with Microsoft's newer authentication mechanisms.

Why You May Need an Outlook App Password

If you've set up two-factor authentication on your Microsoft or Office 365 account, you'll discover explanations to the times when some devices or applications are unable to authenticate through your usual login. During these times, you'll need an Outlook app password.

Below is a detailed examination of when and why you may need an Outlook app password:

1. Using Legacy Applications That Don't Support 2FA

Many older or legacy apps—such as Outlook 2010, Thunderbird, or certain versions of Apple Mail—do not support Microsoft's modern authentication system. These apps can’t prompt for the second verification step required in 2FA. To work around this, you’ll need to use an Outlook app password to log in securely.

Example: If you have an older version of Outlook installed on your computer, your standard password won't function when 2FA is turned on. You'll need to produce and use an application password in its place.

2. Signing into Outlook through Third-Party Applications or Devices

Third-party programs like iPhone Mail, Android email apps, or calendar and contact sync software might require a unique app password to sign into your Microsoft account.

Example: You're connecting your Outlook email to your Android phone using the default Email application. Instead of using your master account password, you'll enter your Outlook app password for third-party applications during configuration.

3. Automated Tools or Scripts that Use Outlook

In some business procedures, external utilities or automated scripts send or receive mail via Outlook or Microsoft 365. Such utilities will most likely not be able to work with existing 2FA prompts and will break unless an Outlook app password is used.

Example: Your CRM sends automated email based on your Outlook account credentials. In order for the integration to work with 2FA, you have to input an Outlook app password instead of the regular login.

4. Securing Your Account Without Compromising Functionality

While 2FA greatly enhances security for your Microsoft account, it can also lock out apps that are not yet compatible with it. App passwords resolve this problem without compromising security.

Using Outlook app passwords allows you to:

  • Keep 2FA turned on for your main account.
  • Provide legacy or unsupported apps with access to your mail securely.
  • Easily manage and reclaim access if needed.

👉For organizations, combining app passwords with zero trust security can strengthen access control policies across cloud platforms.

5. Troubleshooting Login Issues in Outlook or Office 365

If your app still refuses to accept your password after multiple attempts and you are sure your credentials are correct, it may be due to 2FA conflict. This is a very strong sign that you need to generate an app password for Outlook so that you can regain complete access.

In Brief: You can need an Outlook app password when:

  • You are using older devices or apps.
  • You're utilizing third-party tools or scripts.
  • You're facing login issues upon enabling 2FA.
  • You want to balance security and ease of use.

Having the correct app password provides uninterrupted, effortless access while keeping your account secure against unauthorized login.

Troubleshooting Outlook App Password Problems

Even after you've created an Outlook app password, you may still experience connectivity problems. With third-party applications, older email clients, or mobile phones, these glitches occur frequently—but fixing them is easily done with the right targeted repairs.

Here are the most frequently encountered Outlook app password problems and how to debug them:

1. App Password Not Working

Symptoms: You created the app password but still are unable to sign in to your email client.

Resolutions:

  • Double-check that you copied the password exactly—no spaces or omitted characters.
  • Some apps automatically capitalize the first letter—double-check your input is identical.
  • Remove and re-add the account in the third-party app with the new app password.
  • Double-check that you're entering the app password where the app requests your normal Microsoft password.

2. No Option to Create App Password

Symptoms: You are unable to locate the "Create app password" link in your Microsoft 365 account.

Fixes:

  • Make sure two-factor authentication (2FA) is turned on for your Microsoft account. The generation of app passwords is only visible once 2FA is turned on.
  • For school or business accounts: Ask your IT admin—maybe they turned off the feature or configured security settings using Microsoft Azure/Entra ID.
  • Go to: https://mysignins.microsoft.com/security-info to manage your security info.

3. App Keeps Prompting for Password

Symptoms: Your email app continuously asks for a password even after using the app password.

Fixes:

  • Remove the saved account from the app and re-add it using the app password.
  • Ensure the app supports basic authentication (some now require OAuth).
  • Clear the app cache (especially on mobile apps like Android Email or iOS Mail).
  • Update the app to the latest version to ensure it supports current security protocols.

4. App Password Suddenly Stops Working

Symptoms: An app that once worked with your app password no longer authenticates.

 Fixes:

  • Your app password might have been revoked or expired (some accounts automatically expire unused passwords).
  • Create a new Outlook app password and swap it in the app.
  • If your company made policy changes (through Microsoft Entra or Azure AD), you may need to ask your IT admin to re-enable app password support again.

5. App Passwords Not Supported in Microsoft Authenticator-Only Accounts

Certain accounts established for password-free sign-ins via Microsoft Authenticator might not include support for app passwords.

Repair:

  • Enable temporary password-based sign-in from the Security Info page.
  • Then create and use the app password on your target app or device.

Pro Tips:

  • Maintain a backup list of your created app passwords and keep them clearly described (e.g., "Thunderbird Desktop").
  • Remove unused or compromised app passwords by visiting the Microsoft Security Info panel.
  • Don't reuse the same app password across multiple devices—use a different one for each client to control access more securely.

How to Revoke or Manage App Passwords in Outlook/Microsoft 365

It is necessary to manage or revoke Outlook app passwords after creating a few app passwords, especially when no longer utilizing a device or if you are assuming unauthorized access. Users have complete control over all app passwords with Microsoft using the Security Info portal.

The following is how you can view, revoke, and manage app passwords in your Microsoft 365 account:

Step-by-Step: Manage or Delete App Passwords

Step 1: Go to Microsoft Security Info

  • Go to: https://mysignins.microsoft.com/security-info
  • Sign in using your Microsoft 365 or Outlook account credentials.

Step 2: Go to 'Additional Security Verification'

  • Scroll down on the security page and click on: "Advanced Security Options"
  • Or "Additional Security Verification" > "Create and manage app passwords"

Note: This option will only show up if two-factor authentication is turned on.

Step 3: See Existing App Passwords

  • You will now get a list of all the app passwords created.
  • Each password is given a name (e.g., "Outlook for iPhone" or "Thunderbird client").

Step 4: Delete or Revoke Any App Password

  • To delete an app password, click on "Delete" or the trash icon next to it.
  • Once deleted, the specific app or device will no longer be able to access your account using that password.

Why You Should Expire Old or Inactive App Passwords

  • Enhances Security: In case you lose a device or have shared access with a person, clearing the app password cuts off access.
  • Streamlines Administration: Having only valid app passwords avoids confusion.
  • Compliance & Privacy: Especially for business users who have to adhere to organizational policy.

When Do You Need to Renew or Update App Passwords?

  • If you have just updated your master Microsoft password.
  • If you believe your account has been hacked.
  • When your app no longer syncs further after very long periods (perhaps because of password expiration or policy change).
  • When you are changing or resetting your device.

Conclusion: Remain Secure While Using Outlook Across Devices

In the era of increased cybersecurity in today's world, Outlook app passwords present an intelligent and secure option to use your Microsoft email on outdated devices and third-party applications lacking modern authentication and 2FA support.

Whether you are installing Outlook on a mobile, integrating it with a CRM, or working with an older version of Outlook, creating and maintaining an app password guarantees seamless access without compromising your account's security.

In summary:

  • You only need an app password when working with apps that do not support two-factor authentication.
  • Microsoft lets you create multiple app passwords and then cancel them whenever you want.
  • If you find yourself stuck at the login page, app password misconfigurations could be to blame—and now you have a fix for it.

With these instructions, you can keep secure, smooth access to Outlook on any platform. Keep your security settings updated at all times and handle your app passwords manually from time to time to steer clear of any weaknesses.