What MFA Does
Multi-factor authentication uses multiple methods to periodically confirm the user's identify whilst carrying out an activity. So in addition to your password, you will periodically be required to acknowledge a notification or text message on your mobile device.
Simply put it confirms that you know something (your password) and confirms that you have something (your mobile device).
Setup Instructions
Once we have enabled on your account remotely (we don't need to do anything on your PC, laptop, etc) you will need to follow the instructions below (please follow step by step using the screenshots to help you where required):
- Download Microsoft Authenticator to your mobile phone (if you do not own a smart phone, please contact us for further advice and assistance)
- Close down Outlook and then launch Web Email from your desktop or College website
- At this point you will be directed via one of two routes, Route 1 is if you see the following "More information required" screen
- If you see a different message or are taken directly to your inbox, skip to Route 2 below
Route 1
- Click Next
- Select:
- Contact Method: Mobile app:
- Receive notifications for verification
- Then click Set up at the bottom
- Work through the step by step instructions that will now be on your PC screen (which look like the next screenshot) to download and configure the “Microsoft Authenticator” app on your mobile phone
- Basically you search for "Microsoft Authenticator" on your phone
- Add "Work or School Account"
- Scan the QR code that is now displayed on your PC screen
- Once you have carried out the above on your phone you then Click “Next”
- Add your phone number for additional security verification & click Next
- On the following (final) screen click Done:
Route 2
- After launching Microsoft Outlook Web it may ask you to add your telephone number at this point, enter your mobile number if it does
- Once in your inbox click on your name/initials in the top right and then “My Account” (may be called “View Account”)
- Click “Security Info” on the left hand side
- Choose Microsoft Authenticator (if it doesn’t appear on the list, select “Add Method” and then choose “Microsoft Authenticator” from the drop down)
- Follow the on-screen prompts to set up your Multi-factor authentication options (you will need to scan the QR code that is on the screen with your mobile phone using the Microsoft Authenticator app
- When you get to the following screen simply click "Done"
What Happens After The Initial Setup
Whilst using Outlook from home (via Outlook web or Runshaw Remote Access), you will need to confirm it is you who is signing in to your email when logging in for the first time of a new session. On-site you will only need to occasionally confirm that it is you who is logging in.
When you try to login you will receive a popup on your phone where you will need to click Approve. The popup will look like the following screenshot:
How To Change Authentication Details
If you ever need to change the authentication details instructions can be found on the site below.
If You Don’t Have A Smart Phone Or Are Running Into Issues
- If you don’t have a smart phone please contact the Service
- If you do have a smart phone but are running into issues with the configuration, please contact the Service Desk.
Email/Calendar Apps On Your Mobile Phones
Our strong advice is that you use the Outlook app on your mobile phone:
We have found that Google Gmail or Apple Mail works well. We have encountered issues when using the built-in Android mail app, where syncing your work and personal calendars has been unsuccessful. We are therefore unable to support this type of issue.