Multi-Factor Authentication

Multi-Factor Authentication (MFA) increases the security of access to services by requiring multiple forms of verification.

What is MFA and when to use it?

MFA is used for extra security in addition to your university password. MFA is already required to approve access to a number of services (such as VPN, Virtual desktop and Remote desktop).

From Monday 8 November 2021, MFA will be required to access Microsoft 365 (Office 365) services. All staff and students must set up MFA before this date.

How do I set up MFA?

If you have previously set up MFA, please skip to secure your Microsoft 365 account. If you haven’t used MFA regularly, we would recommend you check your chosen MFA settings - you can view and change these at any point.

In order to set up Multi-Factor Authentication (MFA), you will need:

A computer, such as desktop/laptop PC or Macbook, which will be used to set up your MFA account
A mobile device (mobile phone or tablet/iPad), which will be used to approve access
Your university login details

There are a variety of ways to approve authentication. This will depend on the device you have and your preferred method, as listed below:

Authentication methods
Method	Description
Microsoft Authenticator app	This is the recommended method as it offers the best experience if using a smartphone. It can be used for push notifications or verification code.
Verification code	This method can be used with the Microsoft app or other apps that can be installed on laptop or desktop PCs and doesn’t require internet. Use this method if you don't have a phone.
Text message	This is a simple method, however it does require mobile phone signal to receive an SMS text. An alternative for those with no smartphone.

Select your preferred authenticator method below and follow the set up instructions.

Microsoft Authenticator app

Verification
code

Text
message

Need help?

If you need help with the MFA set up instructions or have questions about the approval methods, you can ask our staff. We have a mix of on-campus, virtual and telephone support options. Find out more and see FAQs here:

MFA help and support

Instructions to set up MFA

Follow the instructions below for your preferred authentication method.

Approve access via Microsoft Authenticator app

Notify me though the Microsoft app

Part 1 - Install Microsoft Authenticator from your app store (on your mobile device)

We recommend the 'Microsoft Authenticator' app because it is the only authenticator application that supports push notifications, which are required by some services and offers the best experience.

You may first need to set up an account on the relevant app store in order to download the app.

Google Play (Android)
Apple App Store (iOS)

Download and learn more on the Microsoft website.

If you are unable to use the 'Microsoft Authenticator' app, we can suggest some alternative apps and methods to approve MFA requests. Further information can be found here (log in required).

Part 2 - Configure MFA (on your computer and mobile device)

Once the 'Microsoft Authenticator' app is installed on your mobile device, visit the MFA configuration page, by clicking the below button, on your computer.

Configure MFA

You will need to login using your university email address and password. If you haven't set up MFA previously, you will then be prompted to enter additional information.
Click 'Next'. This will take you directly to the 'Additional security verification' webpage.
You will then be asked 'How should we contact you?' Select 'Mobile App' from the drop down menu, and check the option for 'Receive notifications for verification'.
Click on the 'Set up' button. The Configure mobile app screen will appear with a QR code for you to scan with the Microsoft Authenticator app on your mobile device.
Open the Microsoft Authenticator app on your mobile device, select Add account (+) on the Accounts screen and then Work or school account.
Choose 'Scan QR code'. Use your mobile device's camera to scan the code displayed on your computer.

Note: You may be prompted to allow the app to access the camera on your mobile device. Please choose allow (or similar). If your camera isn't working properly, you can enter the QR code and URL manually.
On your computer, click 'Next' on the Configure mobile app screen, and 'Next' again on the 'Additional security verification screen'.
A notification will be sent to the app on your mobile device. Click 'Approve'
Once approved, you will be prompted on your computer to enter a mobile phone number. It is highly recommended that you complete this.
Enter your mobile phone number.

Note: Users with a Chinese mobile phone number should not enter their phone number, and just click 'Finished'.
Click 'Finished'.
The set up is complete. Sign out by clicking on the email address in the top right-hand corner.
Now move on and secure your Microsoft 365 account by completing this form.

Top tip: when using MFA to approve sign in requests, we recommend having the app open and ready.

Approve access via a verification code

Use verification code from app or token

Using the verification code method, you can set up an app of your choice on a mobile device or laptop / desktop computer.

You may first need to set up an account on the relevant app store in order to download the app.

Part 1 - Install an authenticator app (on your mobile or computer)

Choose an authenticator app, here are some suggestions:

Microsoft Authenticator (smartphone Android and iOS)
Authy (supports most operating systems)
WinAuth (for Windows only)

There are other apps available. Part 2 gives generic instructions for setting up the verification code method. However, we have more detailed guides on Workspace for Authy and WinAuth.

Part 2 - Configure MFA (on your computer and authenticator device)

Once the authenticator app of your choice is installed on your mobile device or computer (laptop / desktop), visit the MFA configuration page, by clicking the Configure MFA button, on your computer and then follow the steps below.

Configure MFA

Generic instructions

You will need to login using your university email address and password. If you haven't set up MFA previously, you will then be prompted to enter additional information.
Click 'Next'. This will take you directly to the 'Additional security verification' webpage.
You will then be asked 'How should we contact you?' Select 'Mobile App' from the drop down menu, and check the option for 'Use verification code'.
Click on the 'Set up' button.
The Configure mobile app screen will appear with a QR code, you must click the 'Configure app without notifications'.
Copy the Secret Key that is shown on screen.
Open the authenticator app on your mobile or computer, select Add / Add Account (+).
Paste or type in the Secret Key when asked for the 'Secret Key' or 'Enter Code given by the website'.
The authenticator app should now display a six-digit code.
On your computer, click 'Next'.
Now click 'Verify now'.
Enter the verification code that is displayed on the authenticator app.
Click 'Verify'.
This should complete the set up of the authenticator app and allow you to use it for code verification with Microsoft services.
Once approved, you will be prompted on your computer to enter a mobile phone number. It is highly recommended that you complete this.
Enter your mobile phone number.

Note: Users with a Chinese mobile phone number should not enter their phone number, and just click 'Finished'.
Click 'Finished'.
Sign out by clicking on the email address in the top right-hand corner.
Now move on and secure your Microsoft 365 account by completing this form.

Top tip: when using MFA to approve sign in requests, we recommend having the app open and ready.

Approve access via text message

Text code to your authentication phone number

Before you start, have your mobile phone ready and in range of signal to receive text messages.

When ready, visit the MFA configuration page by clicking the below button on your computer and then follow the steps.

Configure MFA

You will need to login using your university email address and password. If you haven't set up MFA previously, you will then be prompted to enter additional information.
Click 'Next'. This will take you directly to the 'Additional security verification' webpage.
You will then be asked 'How should we contact you?' Select 'Authentication phone' from the drop down menu.
Select your country or region from the list and then enter your phone number.
Then click 'Next'.
You will be sent a text message from Microsoft with a verification code.
Use the code in the text message on the next screen to verify your phone number.
Once complete, you will get an SMS text message when MFA approval is required for Microsoft services.
Click 'Finished'.
The setup up is complete. Sign out by clicking on the email address in the top right-hand corner.
Now move on and secure your Microsoft 365 account by completing this form.

Top tip: when using MFA to approve sign in requests, we recommend having your mobile phone ready.

Detailed user guides

Instructions with screenshots are available on Workspace via the link below (log in required):

Multi-Factor Authentication user guides

Secure your Microsoft 365 account with MFA

Now that you have set up and configured MFA, you must secure your university Microsoft 365 account by completing the form linked below before Monday 8 November:

Secure Microsoft 365

This will enable MFA to approve access to Microsoft 365 services and make your account more secure. Visit the Securing 365 SharePoint site for further information and FAQs.