Office 365 Multifactor Authentication

What is multi-factor authentication (MFA) for Office365?

Multi-Factor Authentication (MFA), also known as 2-Step Authentication, is an enhanced security protocol for access to your Clarion e-mail and related Office365 services such as OneDrive.  MFA requires something you know (your password) and something you have (a mobile device, phone, or token) in order to sign in to the service.

When you access a Clarion Office365 service (E-mail (@clarion.edu,@eagle.clarion.edu), OneDrive, etc.) from a new device or from off-campus, you will enter your password as usual, but you will also be prompted for a code that must be entered before you can access the service.  The code is provided via one of the methods detailed below.

when will this service be available?

We are currently accepting early adopters and it's available to all faculty, staff and students.  Follow the steps listed under Getting Started to participate.

What "2nd Factor" methods are available

  • The Microsoft Authenticator App for smart phones (recommended)
  • Text Messages to a cell phone
  • Phone Call to any phone

If one of these three methods is not viable, an additional method with assigned hardware tokens (a device you carry with you like your keys) can also be deployed; contact the Computing Services Help Desk for additional information.

how often will i be prompted for a 2nd factor?

You will be prompted for a second factor when you access your Clarion Microsoft Office 365 account from any device (computer, laptop, phone, etc.).  When you receive the second factor prompt, you will be presented with an option to "remember for 30 days".  If this option is selected, you will only be prompted every 30 days from that particular device.

Does Office 365 MFA work from any device?

Office 365 MFA is supported on Windows 10, MacOS, iOS, and Android.

For e-mail, Outlook 2016 or higher is required on Windows 10/MacOS and the Outlook App is required on mobile devices (iOS/Android).  See the FAQ "What if I do not have a compatible version of Outlook?" for more information.

Getting Started

To join the early adopter group, please complete the following steps:

  1. Sign in to your Outlook Web App account

  2. In the left side pane, locate and click on "Discover groups"

    MFA setup groups

  3. Type "MFA enabled" in the search bar and click the Join button

    MFA join group

  4. Approximately 30-60 minutes after joining the MFA Enabled group you should see a prompt in Outlook Web App to set up additional authentication methods.  

  5. Follow the steps to configure your MFA.  Select one of the methods below as your primary second factor and configure a second method as a backup method in case your primary method is unavailable.

Using the Microsoft Authenticator App method

a. Review the Microsoft Authenticator introduction video

b. If you have already completed the steps under Getting Started, go to the Microsoft MFA Setup page and enter your MyClarion Username and password.

c. Follow the wizard prompts for "More Information Required" using the "Mobile App".  See the configure the Microsoft Authenticator App page for step-by-step instructions.  In summary, the configuration steps are...

    • Select the App method & download the App (for iOS or Android)
    • Select Add Account (Work or School Account)
    • Scan the QR code
    • Approve the notification

d. Be sure to configure one of the other methods listed in this section as a backup. 

Using the Text Message method

a. If you have already completed the steps under Getting Started, go to the Microsoft MFA Setup page and enter your MyClarion Username and password.

b. Follow the wizard prompts for "More Information Required" using the "Phone / Text Me" options.  See the configure the Microsoft Authenticator Mobile SMS Text page for step-by-step instructions.  In summary, the configuration steps are...

    • Select the Phone/ Text Method
    • Enter your phone number
    • Confirm the text that you receive

c. Be sure to configure one of the other methods listed in this section as a backup. 

Using the Phone Call Method

a. If you have already completed the steps under Getting Started, go to the Microsoft MFA Setup page and enter your MyClarion Username and password.

b. Option 1:  Follow the wizard prompts for "More Information Required" using the "Phone / Mobile Phone Call Me" options.  See the configure a mobile device with the phone call verification method for step by step instruction.

    Option 2:  Follow the wizard prompts for "More Information Required" using the "Phone / Office Phone Call Me" options.  See the configure your office phone with the phone call verification method for step by step instructions.

For either option 1 or option 2, in summary, the configuration steps are... 

    • Select the Phone/ Text Method
    • Enter your phone number
    • Confirm the text that you receive

 ** Important Note:  Be mindful of selecting the office phone option. If you use this option and connect to Office 365 services from off campus, it will be problematic.  If you want to use the office phone option, please recognize that it is only viable when you are at your desk.  As such, we recommend the office phone call option only as a backup alternate method. 

 FAQ

Q: How can I update my O365 MFA setting?

A:   Go to the Microsoft MFA Setup page and enter your MyClarion Username and password.  Go to the Security Info section to review your settings.  Review the Microsoft O365 MFA change your settings site for additional information.

Q: What if I do not have a compatible version of Outlook?

A:  For e-mail, Outlook 2016 or higher is required on Windows 10/MacOS and the Outlook App is required on mobile devices (iOS/Android).

For mobile device e-mail, we strongly recommend using the Outlook App -- it will provide the best experience for use with Clarion e-mail.  For instructions, please see the Microsoft Outlook App page.

If you must access a non-supported app for Office 365 MFA, Microsoft provides an option called Application Passwords.  Application Passwords are one-time, complex passwords generated by Office 365 that provide specific applications with access to your Office 365 account.  To configure an application password...

1. Go to the Microsoft MFA Setup page and enter your MyClarion Username and password.

2. Go to the Security Info section. Select "Add Method" | "App Password" and follow the wizard prompts to create the password.  Please see the Microsoft Create An App Password page for additional information.

 

 

 

Last Updated 3/11/20