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

• Background
• Contents
• Procedure - Setting Up the Microsoft Authenticator App in School
• Procedure - Setting Up the Microsoft Authenticator App Out of School
• 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 - Setting Up Multi Factor Authentication in School

Follow the steps below to setup MFA. In these steps you can setup MFA using the Microsoft Authenticator app installed on an Android or iOS device which is the preferred way, but you can also use a mobile phone to receive a SMS message with a code. For both methods you follow the procedure below.

NB: The method shown below is to be completed on a school computer (NOT the same device the Microsoft Authenticator app is installed on) using 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, open Microsoft Edge. 
2. Click on your profile in the top right corner of the first page that opens which should be the Staff Home Page.  Then click View Account (see below) 
   
3. In the My Account page that opens look for Security Info, click on Update Info (see below)
   
   
4. Next you need to add a sign in method, select Microsoft Authenticator
   
   NB: If you can't install the Microsoft Authenticator app or don't a have a device capable of installing it, you can add a mobile phone number to receive a SMS message with a code. To install this skip to step 16
   
   

   
   

5. You'll be prompted to download the app on your mobile device. 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
   
6. Once you have installed the app, click Next
7. Open the Microsoft Authenticator app on your mobile device, select the + then select Work or school account and select Scan QR code (see below)
   
8. Select Next on the computer (see below)
   
   
9. Scan the QR Code on the Configure mobile app page (example below) and follow the prompts on your mobile device, once you have added your account to the Microsoft Authenticator app select Next (see below) 
   
   NB: DO NOT try to scan the sample QR Code in the example below
   
   
10. Select Next
11. The process will now test that it can reach your Mobile App device (see below)
    
    On your mobile device enter the number shown on screen
12. If successful you should receive the Notification approved message (see below) Then click Next (see below) 
    
13. You should now be returned to the Security Info page and you can see that your Microsoft Authenticator Method has been added to your list of Sign-in methods (see below)
     
14. Next you need to add other Authentication method in case you can't access your Microsoft Authenticator app.
15. Select Add a Sign-in method and select Phone (see below) 
    
    
16. From the drop-down menu select United Kingdom (see below) 
     
17. Enter your mobile number leaving out the first 0. Leave the Receive a code button checked and select Next (see below) 
    
18. You will receive a SMS message with a 6-digit code on your phone. Enter that code on the next screen and click Next (see below) 
    
19. You will receive a Verification that the phone has been registered, click Done (see below) 
    
    
20. You will now see the phone as a registered sign-in method (see below)
    
    
    

Procedure - Setting Up the Microsoft Authenticator App Out of School

The procedure to initially setup MFA Sign-in methods out of school is as follows.

1. From any web browser on a computer (not the device you are going to use to install Microsoft Authenticator) browse to www.office.com and select Sign in in the top right of the page (see below)
    
2. Enter your Microsoft username. This is your username you use to login to the computers at school e.g. stxx11 followed by @robertcarretrust.uk (see below) 
   
   
3. Enter your password that you use to login to the computers at school (see below)
   
4. You will be prompted that more information is required to keep your account secure. Select Next (see below) 
   
5. You'll be prompted to download the app on your mobile device. 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.
6. Once you have installed the app, click Next
   
   NB: If you don't want to use the Authenticator app you can select, I want to setup a different method at the bottom of the page and add a mobile phone number to receive a MFA code via a SMS message (see below)
   
    
7. You will be prompted to add a Work or School account on the Authenticator app (see below)
   
8. On the Microsoft Authenticator app select the + icon at the top and then select add Work or School account then select Scan QR Code (see below)
   
9. Scan the QR Code on screen
   
   NB: DO NOT try to scan the sample QR Code in the example below (see below) 
    
   
10. You will then be prompted to test the Authenticator App. Enter the number on the screen on your mobile device (see below)
    
    
11. If the test is successful, you will see this page. Select Next to finish the setup (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)