Using Multi-Factor Authentication

Background

When your Microsoft 365 account has been set to use multi-factor authentication, to access services remotely, you will need to configure your account using one of the procedures below depending upon whether you are using the Microsoft Authenticator App, a Mobile Telephone or a Hardware OATH token

NB: The preferred method of Multi-Factor Authentication is using the Microsoft Authentication App.

Contents

• Procedure - Using the Microsoft Authenticator App
• Procedure - Using a Mobile Telephone
• Procedure - Using a Hardware OATH Token (Deprecated)
• Procedure - Managing Your Security Information
  • Accessing Your Security Information
  • Adding a Sign-in Method
  • Changing the Default Sign-in Method
  • Changing or Deleting a Sign-in Method

Procedure - Using the Microsoft Authenticator App

NB: To be completed on a computer (NOT the same device the Microsoft Authenticator app is installed on) using Google Chrome (NOT Microsoft Edge).  The procedure must be completed before you can access your account on mobile (i.e. tablet and phone) and personal devices.

1. The first time you use your account on a computer at school, after it has been set to use multi-factor authentication, you will be asked to Sign in when you access any Office 365 applications within Google Chrome.  Enter your [username]@robertcarretrust.uk then select Next to continue (see below)

   NB: If you are following this process from home it is not necessary to use Google Chrome, any installed web browser will work

   
   

   
   

2. You will then be prompted with a More information required pop-up, select Next to continue (see below)
   
   
   
   
3. Select Mobile App under Step 1: How should we contact you?, select Receive notifications for verification under How do you want to use the mobile app?, then select Set up (see below)
   
   
   
   
4. If you haven't already got the Microsoft Authenticator app installed on your mobile device you will need to install this from the Apple or Android app stores before you continue
   Open the Microsoft Authenticator app on your mobile device, select the + select Work or school account and select Scan QR code (see below)
   
   Scan the QR Code on the Configure mobile app page (example below), once you have added your account to the Microsoft Authenticator app select Next
   
   

   NB: DO NOT try to scan the QR Code in the example below

   
   
   
   
5. Select Next (see below)
   
   
   
   
6. The process will now test that it can reach your Mobile App device (see below)
   
   
   On your mobile device select Approve on the Approve sign-in prompt (see below)
   
   
   If successful you should receive the Verification successful. Taking you to the next step message (see below)
   
   
   
   
7. Under Step 3: In case you lose access to the mobile app select United Kingdom (+44), enter your Mobile Phone Number and select Finished (see below)
   
   
   
   
8. When you login to your computer and access Office 365 applications within Google Chrome, from home or on a mobile device you will now receive the following Approve sign-in request notification on the computer (see below)
   
   
   Open the Microsoft Authenticator app on your mobile device and select Approve to continue (see below)
   
   
   
   

Procedure - Using a Mobile Telephone

If you have access to a mobile telephone but are unable to install the Microsoft Authenticator App you can follow the procedure below to use your mobile telephone to receive a code via SMS.

1. When you use your account on a computer at school, after it has been set to use multi-factor authentication, you may be asked to Sign in when you access any Office 365 applications within Google Chrome, from home or on a mobile device.  Enter your [username]@robertcarretrust.uk then select Next to continue (see below)
   
   
2. You will then be prompted with a More information required pop-up, select Next to continue (see below)
   
   
3. Select Authentication phone under Step 1: How should we contact you?, select United Kingdom (+44), enter your Mobile Telephone Number, then select Next (see below)
   
   

   NB: You will now receive a 6 digit code to the number entered

   
   
4. Enter the 6 digit code received on your Mobile Telephone under Step 2: We've sent a text message to your phone on +44 07### ###### and select Verify (see below)
   
   
   You should receive a Verification successful confirmation, select Finished(see below)
   
   
   
   
5. When accessing any Office 365 applications within Google Chrome, from home or on a mobile device, you will now receive a Enter code prompt, enter the 6 digit code sent to your Mobile Telephone and select Verify to continue (see below)
   
   
   
   

Procedure - Using a Hardware OATH Token (Deprecated)

NB: Hardware OATH Tokens are no longer issued to staff, please use either the Microsoft Authenticator App, or a Mobile Telephone as outlined above.

If you have been issued with a Hardware OATH Token from ICT Support (see below) follow the procedure below. 

1. When you use your account on a computer at school, after it has been set to use multi-factor authentication, you may be asked to Sign in when you access any Office 365 applications within Google Chrome, from home or on a mobile device .  Enter your [username]@robertcarretrust.uk then select Next to continue (see below)
   
   
2. Press the power button on the Hardware OATH Token to display the 6 digit number, enter the number in the Code field and select Verify (see below) 
   

   
   
   

NB: Hardware OATH Tokens are not interchangeable and will only work for the user they have been issued to

Procedure - Managing Your Security Information

You are able to manage your security information yourself using the Microsoft Office 365 My Account portal.

Accessing Your Security Information

1. Either browse to  https://mysignins.microsoft.com/security-info or select View Account from any Microsoft Office 365 online application, followed by selecting the Security info tab (see below)
   
   
   
   You are taken to the Security info page (see below)
   
   

Adding a Sign-in Method

1. Select Add method, select either Authenticator app, Phone, or Email from the Choose a method drop-down list (see below)
   
   
   
   
2. Follow the wizard to add your selected method

Changing the Default Sign-in Method

1. Select Change next to the current Default sign-in method, select an alternative method from the drop-down list, then select Confirm (see below)
   
   

   NB: If there isn't the option to select Change next to Default sign-in method: you can alternately access the Additional security verification page and chose using the What's your preferred option? drop-down menu.

   
   
2. Repeat the process to select another method

Changing or Deleting a Sign-in Method

To Change or Delete a Sign-in method, select either Change or Delete next to the appropriate method (see below)