Security | Multi Factor Authentication (MFA) FAQs

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Last updated: Mar 09, 2023 by Joe Swenson
6 min read

Instructions for setting up MFA on your Microsoft 365 account. 

MFA Auto Enrollment 

 

What is multi-factor authentication?

Multi-factor authentication is a powerful security tool to help you protect your accounts. It creates layered protection that requires users to sign in using more than one verification method, which helps keep the college safe and helps prevent cyber criminals from gaining access to your personal information. 

The first factor of authentication is your password. The 2nd factor of authentication is an additional way of verifying you are the one logging in and accessing your information. There are multiple choices for setting up the 2nd factor. This verifies that the person logging in is actually the person who controls the account.


Why is Minneapolis College implementing MFA?

Due to ever-present phishing attacks, we’ve been rolling out security controls to Microsoft 365 (email) accounts.

This provides extra strength in protecting your account, as it requires a successful attacker to have to compromise more than just your password; this reduces risk greatly.  We may still be attacked for our passwords, but if those attackers are successful, they will be unable to access our accounts, as they will also be protected by the 2nd factor of something you have (your phone).

 

This extra protection is critical in the ever-changing internet environment that we live in.  You should look to do this not only with your Minneapolis College account, but with any other accounts that offer it, such as your online banking and social media accounts.

 

Eventually other applications such as D2L, Kaltura and Zoom will also be using MFA.

 

Different options to set up 2nd factor

Choose what works best for you based on the type of phone you have access to. 

  1. Smartphone App (Notification) - Most secure and recommended 
    Type in your username and password. A notification will be sent to your phone that you will have to select Allow on, after which you will be logged in.

  2. Cell Phone Receive A Text Message
    Type in your username and password, it sends a message to your phone​
    You type the code from the text message into the box that appears, then you’re logged in

    Cell Phone or Landline - Automated call with a code to a phone
    After you type in your username and password, your phone is called. ​
    A recording says that Microsoft is calling to verify your login and requests you press the pound (#) key. ​
    After you press it, your login is allowed through. ​
    If you don’t press it (or don’t pick up the call), you aren’t allowed to login

  3. Office Phone - UC Client or Physical Phone on Campus Automated call with a code to a phone
    Note: We recommend only using this as a back up to the mobile app and your cell phone.
    After you type in your username and password, your phone is called. ​Note: You need to be logged into your computer and be able to access to access the UC Client. Mac users so not have the UC Client.
    A recording says that Microsoft is calling to verify your login and requests you press the pound (#) key. ​
    After you press it, your login is allowed through. ​
    If you don’t press it (or don’t pick up the call), you aren’t allowed to login

  4. Smartphone App (Rolling Code) - Most secure and recommended 
    Type in your username and password.  At the prompt, type in the rolling code that appears in your Authenticator app, after which you will be logged in.

 

What method should I use to set up MFA?

It is highly recommended to use the mobile app as your 2nd factor authentication.  It is the most convenient.  However, it is also recommended to have another option set up (or even multiple options), such as Call personal phone or call your office phone.

That way if you forget your cell phone at home, and you are prompted for login, you can still use your office phone as an option.

 

When I will be prompted for the 2nd factor authentication?

Each time you access an Office 365 application from a new browser or device. On your campus issues computer it is recommended to save your login. Do not have your login on a public or shared device.

How do I update my authentication method or change my phone number for MFA?\

Visit this link to update your MFA phone number or authentication method - https://aka.ms/mfasetup

 

What if I don’t have Wi-Fi (and I’m using the smartphone notification for my 2nd factor)?

If you don’t have Wi-Fi, you can click Sign in another way and use the “Use the verification code from my mobile app”.  Or, if you have cell service, you could click Sign in another way and use the Text or Call option (if you have those options configured).


How do I update my phone number after MFA has been set up?

Visit this link to update your MFA phone number or authentication method - https://aka.ms/mfasetup


What if I forget my cell phone at home?

It is recommended to set up an additional phone number such as an office or work phone in case you forget your phone at home.

Add a secondary phone number as backup - https://aka.ms/mfasetup

 

Choose Sign in another way for alternate sign in options. You need to have a an alternate option setup first. 



 


What if I don’t have a smartphone?

Even if you don't have a smartphone, you can still use multi-factor authentication. Enroll using your office, personal cell phone, or landline (if you work from home) and receive a call or text with a verification code for sign-in.

What if I get a new phone?

If you have the same phone number, you can re-install the Microsoft Authenticator app (if your data and app was imported from your previous phone uninstall the Microsoft Authenticator app first). Log into https://aka.ms/mfasetup and delete the phone that is currently set up under Authenticator app or Token ​​​. Set up authenticator app again. If you are unable to authenticate using a different option, Report an incident to technology.minneapolis.edu and you will have to work with Technology Support to resolve this. 

 

What if I get a new phone number?

Log into https://aka.ms/mfasetup and update your phone number. If you are unable to authenticate using a different option, Report an incident to http://technology.minneapolis.edu and you will have to work with Technology Support to resolve this. 


Does the Microsoft Authenticator app fall under "Government Data" as defined by 5.22.2 or Minnesota Government Data Practices Act?

NO. The Microsoft Authenticator App does not bring the employee-owned device into scope for the purposes of 5.22.2


Is registering a device with MFA agreeing to give the company or service access to my device?

Registering a device gives your device access to your organization's services and doesn't allow your organization access to your device.


Other options for setting up multi factor authentication - no smartphone

Instead of using an authenticator app you can set up a mobile phone to receive a code either by an automated phone call or a text message. This method is not as secure and not recommended by your IT Department as it is not as secure as using an authenticator app.

What if none of my MFA options are working?

Technology Support will need to do an MFA reset on your account.

For security purposes of protecting your identity and account access, we will need to verify your photo ID in person in Technology Support T.3302, bring a valid photo ID. Alternatively, if you prefer not to come to campus, you can preset your valid photo ID and verify some information on a Zoom call. We can send a Zoom invite to an email you have access to.

 We will ask you to verify three pieces of information in addition to the photo ID.

This information is what the college has on file for you. Below are the types of validation we can accept.

  1. DOB

  2. Physical address

  3. Phone number

  4. Personal email address

  5. Classlist

  6. TechID (8-digit college ID number. This is different than your StarID)
     

Your account will reset within 15 minutes of IT submitting the reset request for you.

After the account is reset, you will be prompted to set up MFA again.

 Acceptable Photo IDs

  • Minneapolis College Photo ID Card

  • Highschool Photo ID

  • Tribal ID

  • Federal/Government Issued ID

  • Military ID

  • State ID

  • Driver's License

  • Passport – Any country

What is not acceptable as a photo ID:

  • Pictures of an ID

  • A social security card

  • A birth certificate