What is Multi-Factor Authentication?
Multi-Factor Authentication (MFA) adds an extra layer of security to your Microsoft 365 account by using more than one factor to confirm your identity – something you know (your password) and something you have (your phone). An unauthorised person won’t be able to access your account even if they’ve learned your password following a phishing attack, or by other means.
MFA is the single best method of protecting your email and files from cyber-attack.
In practice, when signing-in on a new device, and occasionally aftwards, you’ll receive a notification from the Microsoft Authenticator app on your mobile phone which you must approve to continue.
Setting up MFA
You can set up MFA, or change your MFA method, by signing-in to your work account at https://aka.ms/mysecurityinfo
You may also receive a prompt to set up MFA, headed More information required or Improve your sign-ins, similar to the example below:
Click Next and you’ll see the Microsoft Authenticator window.
Install the Microsoft Authenticator app from the app store on your phone, here on the Apple App Store or here on Google Play.
You’ll need to approve permissions as they’re requested, such as permission to display notifications.
Click Next on the screen on your computer and you’ll be presented with the Set up your account screen, as below. Click Next.
Open the Microsoft Authenticator app on your phone, tap the + button in the top-right corner, and tap Work or school account then tap Scan QR code.
On your computer you’ll see the Scan the QR code screen. Hold your phone’s camera up to the computer screen to scan the QR code.
Once the app on your phone registers the code, click Next on your computer.
The set-up will be tested, and a random two-digit number will be displayed on your computer screen.
At the same time, you’ll be sent a test notification to your phone. Enter the number that appears on your computer screen into the field on your app, then tap Yes.
That’s it! On your computer screen, you’ll see that the notification was approved. Click Done.
Once complete, you might be required to sign in again to Outlook, Teams and OneDrive on your computer, and on any other devices you use to access Microsoft 365 services. Complete the sign-in as normal and authenticate if prompted.
Going forward, if you get an Authenticator notification on your phone when you’re not expecting it, tap No, it’s not me. Please contact Skyscape IT as soon as possible as it could be a sign that someone has your password and is trying to gain access to your account.
If you wish to change your authentication details, visit aka.ms/mfasetup, signing in with your company Microsoft 365 email account and password.
Possible issues
OneDrive
Keep an eye out for a red cross over the OneDrive icon in the system tray in the bottom-right of your screen, or top-right if you’re using a Mac. If you see that, OneDrive will need you to sign in again so click on the icon and click Sign in.
Mobile Devices
If you access your company email on your phone or tablet, then after MFA is enabled you’ll be prompted for your password on that device. If it doesn’t recognise your password, you might need to remove your company email account from that device and add it again. Please see our separate guides for that here, or contact us for assistance.
