Securing your Email Account with Microsoft Multi-Factor Authentication (MFA)
Modified on: Tue, Apr 25 2023 3:57 PMWith cyber-attacks on the rise, it’s more important than ever to make sure that our accounts (especially email) are kept secure. At South College, we use multi-factor authentication (MFA) to provide an extra layer of security to protect your email account from compromise.
Q: What is multi-factor authentication?
Multi-factor Authentication (MFA) simply asks you to use an extra verification method when logging in to prove that you are the person signing in. You can choose from a few different methods of verification:
- 6-digit code (via text)
You can add your mobile device number to your account so that you can receive a text code to type when logging in.
- Phone call
You can add your mobile or desk phone number to receive a phone call for verification.
- Microsoft Authenticator App
Once configured, you can simply tap “Approve” or “Don’t approve” on a notification pushed to your mobile device when signing in. This is the fastest, most efficient method of verification.
Q: How do I set up MFA?
The first time you log into your email account, you will be prompted to follow the steps to choose an authentication method and set it up. You can follow the step-by-step instructions on the next page for guidance.
Step 1: Enter your username and password and click “Sign In.”
- Visit office.com (or use the Webmail link at South.edu and sign in with your full South College email address and password. If you don’t remember your password, please contact the helpdesk.
After you click “Sign In” you will be directed to a page asking for more information
Step 2: Choose which method you’d like to use for multi-factor authentication.
- Here, you can choose Authentication phone (for text or call verification) or Mobile app (for the Microsoft Authenticator app – preferred method).
- If you choose Authentication phone, you can go ahead and enter your mobile phone number and preferred verification method (text or phone call).
- If you’d like to use the Microsoft Authenticator app instead, select Mobile app from the dropdown. Then, select the Receive notifications for verification option.
- Click Next.
Step 3: Complete Setup
For text/phone call setup:
- Once you’ve selected to receive texts or calls for verification and have entered your phone number, click Next.
- You will then receive a test text message or phone call with a verification code.
- Enter the code in the box that appears and click Verify.
- Finally, another window will appear asking you if you’d like to save your app password.
- This password can be used later to link other applications with your Microsoft account.
- You may optionally save this code to a safe place for later.
You’re all done. Please create a helpdesk ticket if you run into any issues or questions.
For Authenticator app setup:
- Once you’ve chosen the Mobile App option and have chosen Receive notifications for verification, Click Set up at the bottom of the window.
- The Configure mobile app window will appear:
- At this point, you will need to go to the Apple App Store (for Apple devices) or the Google Play store (for Android devices) to download and install the Microsoft Authenticator app on your device (see Google Play screenshot below).
- Once the Authenticator app is installed, launch the app. You will be prompted to sign in. When prompted, please select Work or school account.
- The next step is to finish adding your account by scanning the QR code on your computer.
- When asked how you would like to add your account, choose QR code.
- The app will then automatically open your camera, and you can hold it up to the QR code that’s already displayed on your computer screen to finish adding your account.
- The app on your phone should now display a 6-digit code – you can ignore that code for now.
- Microsoft will then send a test push notification to your device. When you see the notification on your phone, go ahead and tap Approve.
- Once you’ve approved the notification, click Next.
- The screen on your computer will then display an app password. This password can be used to link other applications to your Microsoft account in the future. Feel free to optionally save the app password if you’d like (see screenshot below).
Great job, you’re finished! Please contact the helpdesk at support@south.edu if you run into any issues or questions.