Setting up Multi-factor Authentication (MFA) for your Microsoft 365 account

What is MFA

MFA or Multi Factor Authentication is an additional layer of security for your account.  In addition to your password, you will need another way to prove that you are who you say you are.  This is commonly done with codes received by a text message or by using an authenticator app downloaded to your smart phone.  Authenticator apps also let you use push notifications instead of codes.  The codes or push notification is the second form of authentication in addition to your password.

Why use MFA

MFA adds an additional layer of security to your account and makes it harder for someone to gain access.  If a bad actor knows your password, they still wouldn’t be able to log in to your account without knowing the codes or accepting the push notification from the authenticator app.

Setting up MFA with your Microsoft 365 account

Note: These steps will not work for you if IT has not enabled your account for MFA.  You will be notified by the IT department once MFA has been enabled on your account.

Once you have been set up to use MFA, you can set up the Microsoft authenticator app using the following steps.

1. Install the Microsoft Authenticator app on your phone using the Company Portal app.  If your phone is enrolled in Microsoft Intune, you will already have an app called “Company Portal” installed.  If your phone is not enrolled in Intune, you can proceed to step 2. If you already have the Microsoft Authenticator app installed, you can proceed to step 3.
   1. Open the Company Portal app.

2. Select “View all apps”
3. Select “Microsoft Authenticator”
4. Select “Install” to install the app.

2. Install the Microsoft Authenticator app on your phone using your phone’s store app.  If you already have the Microsoft Authenticator app installed, you can proceed to step
   1. Open either the App store or the Google play store
   2. Search for Microsoft Authenticator
   3. Install the application.

3. On your computer, open a web browser and go to https://portal.office.com
4. Sign in with your normal account information.
   1. Username: Firstname.Lastname@stellarind.net
   2. Password: Your normal computer login password.

5. After you sign in with your username and password, you will see a screen that says, “More information required”.  Click Next.

6. Next, you will need to install the Microsoft Authenticator app if you do not already have it installed. Once installed, click Next

7. Open the Microsoft Authenticator app on your phone.
   1. Click the “+” to add an account.

2. Select “Work or school account”

3. Select the “Scan QR code” option on your phone.

8. Go back to the Microsoft Webpage on your computer and select “Next” to set up your account.

9. You will see a QR code on the webpage, scan the QR code with your phone.

10. Once the QR code has been scanned, you will see your account show up in the app.

11. Click “Next” on the webpage
12. You will be sent a push notification to your phone.  Select “Approve” to approve the sign in.

13. If it was successful, you can click “Next” to continue.
14. You have finished setting up the account.  Click “Done”.

NOTE: If you select your account in the Authenticator app, you will see a 6-digit code.  This is a one-time passcode you can use instead of the push notification if needed.  This code is typically not needed. 

Signing into applications using your Microsoft credentials

NOTE: You may not be required to approve the sign in request every time you sign in.  The frequency in which you are required to approve the sign in request using the Microsoft Authenticator app is based on several factors.

This is the process you will follow when signing into an application using your Microsoft credentials.

• Enter your username: Firstname.Lastname@stellarind.net
• Enter your password: Your normal computer login password.
• If you are required to approve the sign in request, you’ll see the following:

• At this point, you should be receiving a push notification on your phone from the Microsoft Authenticator app.  Approve the sign in request on your phone by clicking Approve.  If you do not see the notification on your phone, you may need to open the Microsoft Authenticator app and swipe down to refresh it.  If you still don’t see the notification, follow these steps:
  • Click “I can’t use my Microsoft Authenticator app right now” in your browser.
  • 
  • This will give you several options.  One option is to select the “Approve a request on my Microsoft Authenticator app” – This will resend the push notification to your phone so you can approve it.  If this option isn’t working, you can use the verification code option (The one-time passcode as explained above).  If you select the verification code, you will need to use the 6-digit code that is displayed in your Microsoft Authenticator app.

This is what the push notification will look like in the Microsoft Authenticator app.

• If you are not required to approve the sign in request, you will simply be signed into the app after you enter your username and password.

Need help?

If you have any trouble setting this up, you will most likely not be able to open a help desk ticket depending on where you are in the process.   If you are unable to open a ticket, please call the IT support extension at 4353.