The Guide To MFA

1. INTRO TO MFA

What MFA is, how it protects you, and what the process involves.

2. PREPPING FOR MFA

Things you should know about MFA and steps to complete ahead of time.

3. FINISH YOUR MFA

On your activation date, follow these steps to complete your setup

4. IMPORTANT TIPS

Things to know after you complete your MFA setup, plus everyday tips

Finish Office 365 Multi Factor Authentication Circle

Finish Your MFA Setup

This section will walk you through the last steps needed to finish your MFA activation. Completing this section requires knowledge and steps taken in Sections 1. Intro and 2. Prep. If you haven’t read those yet, take a few minutes now before starting below.

Multifactor Authentication MFA Warning Circle

Before you continue...

The next section (#3 Finish Your MFA) should only be reviewed and completed on or after your MFA is enabled. Here is how to find out whether you should continue to the next section now or wait.

PHASED APPROACH

Scheduled Project
You are getting MFA as part of a scheduled and coordinated project. A SWAT Systems engineer has worked with a test group before enabling all users.

Review Your MFA Instructions Email
You should have received an “MFA announcement” email from someone in your company or a SWAT Systems engineer. In this email, you were provided with an “MFA is enabled” date.

ESCALATED APPROACH

Fast Activation
You are immediately getting MFA activated due to a security incident or because your account needs to be activated outside of a normal phased schedule.

Follow Engineer Instructions
If you are an “Escalated Approach” user, you should have already been in contact with a SWAT Systems engineer. In this case, it is common to be instructed to read and complete all sections (1 through 4) at once.

PHASED APPROACH

ESCALATED APPROACH

Scheduled Project
You are getting MFA as part of a scheduled and coordinated project. A SWAT Systems engineer has worked with a test group before enabling all users.

Fast Activation
You are immediately getting MFA activated due to a security incident or because your account needs to be activated outside of a normal phased schedule.

Review Your MFA Instructions Email
You should have received an “MFA announcement” email from someone in your company or a SWAT Systems engineer. In this email, you were provided with an “MFA is enabled” date.

Follow Engineer Instructions
If you are an “Escalated Approach” user, you should have already been in contact with a SWAT Systems engineer. In this case, it is common to be instructed to read and complete all sections (1 through 4) at once.

Still unsure?

No worries. Just to be safe, don’t proceed to the next section. Instead, reach out to your SWAT Systems support team. You can call, email, or chat with us. We’ll be able to point you in the right direction.

Log Into The Microsoft 365 Portal

The Microsoft 365 portal is a webpage that gives you access to most of your Microsoft 365 services. You may already be familiar with it if you have ever used Outlook web app, Sharepoint, OneDrive, etc.

Helpful Tip: Push the button below to automatically open the Microsoft 365 portal in a new window or tab. This way, you will have access to these instructions and screenshots as you navigate through your setup.

Multi Factor Authentication MFA Login 1 Open New Tab
1. OPEN NEW TAB/WINDOW

In case the button above doesn’t work…
Open a new tab or window in your internet browser and go to: portal.office.com

Multi Factor Authentication MFA Login 2 Sign In
2. SIGN IN

Enter your email, then click the “Next” button. On the next screen, enter your password, then click the “Sign In” button.

Multi Factor Authentication MFA Finish 3 Start Set UP
3. START MFA SET UP

If you see the “More information required” message, it means you are on track. Click “Next” to begin. Continue below (Step 2)

Setting Your Preferred MFA Method

On the current screen, you are being asked “How should we contact you?” This question is Microsoft asking you to choose which MFA method you’d like to configure for your account. In Section #2 of this guide, we learned that MFA has four different methods you can chose from. Look for the note where you wrote down which method you wanted to go with.

We’ll show you what to enter or click on this screen. First, click the section below that has the name of your preferred MFA method.

APP BUTTON

The “App Button” Method Setup

Speed: Fastest method | Security: Best security

Using the MFA app on your smartphone (easy-to-follow instructions below), you tap a button to complete your login.

ORANGE BORDER: Steps completed on your PC,  RED BORDER: Steps completed on your smartphone

Multi Factor Authentication MFA Finish Setup App Button 1
1. DROP-DOWN MENU

Click on the down-arrow symbol to see an available list of options.

Multi Factor Authentication MFA Finish Setup App Button 2
2. MOBILE APP

Select the option called “Mobile App,” normally at the bottom of this list.

Multi Factor Authentication MFA Finish Setup App Button 3
3. RECEIVE NOTIFICATIONS

Select the “Receive notifications…” option. Then, click the “Set up” button.

Multifactor Authentication MFA Finish Setup App Button 4
4. SEE THE QR CODE

A pop-up screen will appear – it says “Configure mobile app” at the top and has a big square QR code. Continue to Step 5.

Multifactor Authentication MFA Finish Setup App Button 5
5.  OPEN THE APP

Grab your smartphone and open the “Microsoft Authenticator” app that was downloaded in 2 Prep For MFA.

Multifactor Authentication MFA Finish Setup App Button 6
6. ADD ACCOUNT

On the app, tap either the “Add account” or the “circle +” button. These buttons vary based on your smartphone.

Multifactor Authentication MFA Finish Setup App Button 7
7. WORK ACCOUNT

When prompted for what type of account you are adding, select “Work or school account” on the list.

Multifactor Authentication MFA Finish Setup App Button 8
8. ALLOW CAMERA

Important: Tap Allow when asked if you’d like to give camera access to “Microsoft Authenticator.”

Multifactor Authentication MFA Finish Setup App Button 9
9.  VIEW QR CODE

Move your smartphone so that the camera sees the QR code on your PC. Tip: Be at least 18 inches-2 ft away from screen.

Multi Factor Authentication MFA Finish Setup App Button 10
10. SEE A GENERATED CODE

Look for this screen – it will show you a 6-digit code that regenerates at the end of a 30-second countdown. Continue to Step 11.

Multi Factor Authentication MFA Finish Setup App Button 11
11. CLICK DONE

Back on your computer, you should still have the QR code screen up. Near the bottom-right area, click the Done button.

Multi Factor Authentication MFA Finish Setup App Button 12
12. LOOK FOR STATUS

You will be returned to this previous screen. Find the loading “Checking activation…” message. Continue to Step 13.

Multi Factor Authentication MFA Finish Setup App Button 13
13. WAIT FOR STATUS

Wait until this message has changed to “Mobile app has been configured…” Then, click “Next.”

Multi Factor Authentication MFA Finish Setup App Button 14
14. LOOK FOR RESPOND

On this page, find the loading “Please respond to the notification…” message. Continue to Step 15.

Multi Factor Authentication MFA Finish Setup App Button 15
15. TEST APP NOTIFICATION

Grab your smartphone. It has received a notification from Microsoft Authenticator. Open the app and tap “Approve” or “Allow.”

Multi Factor Authentication MFA Finish Setup App Button 16
16. BACKUP NUMBER

In the drop-down, select “United States.” Then, enter your 10-digit cell number. This is used as a backup if the app malfunctions.

Multi Factor Authentication MFA Finish Setup App Button 17
17. NEXT BUTTON

Once you have entered your number and selected “United States,” locate and click the blue “Next” button. Continue below: Reconnect Your Apps.

Multi Factor Authentication MFA Don't Stop, See Next Step
Multi Factor Authentication MFA Don't Stop, See Next Step

DON'T STOP HERE!

This is important! Continue to follow the next step below.

DON'T STOP HERE!

This is important! Continue to follow the next step below.

APP CODE
TEXT CODE
CALL ME

Reconnect your apps (App Password)

On the MFA page titled “Keep using your existing application,” you are presented with an app password option. This may not be required if you use the modern Office applications; but some older versions of Outlook and other third-party applications might not work with this new layer of security that’s been activated.

You may soon notice that some of your favorite applications no longer work and may prompt you to “sign in again” or “re-enter your login information.” You will get an error message if you try to sign-in with your regular Microsoft 365 password. What you should do instead: In the password field, enter in the special “app password” (don’t worry, you don’t need to remember this password or save it somewhere) this page generates for you. Use the below steps as a guide.

POPULAR APPS THAT USE AN APP PASSWORD

Outlook 2013 (Windows/Mac)

Skype for Business

Sage 300 Office Connector

iOS 11 or older – email client

Android 9 or older – email client

Multifactor Authentication MFA Finish Reconnect Apps 1
1. CLOSE THESE APP(S)

Review the list of popular apps above. If you have any of those programs open, take a minute to quit/close them.

Multifactor Authentication MFA Finish Reconnect Apps 2
2. COPY PASSWORD

Return back to your MFA activation page. Find your app password in the gray box. Click the button on the side to “copy” it.

Multifactor Authentication MFA Finish Reconnect Apps 3
3. OPEN YOUR APP(S)

Open/re-open any app you use that is on the  list above. You will get a “sign-in error” or a “password window.”

Multifactor Authentication MFA Finish Reconnect Apps 4
4. PASTE APP PASSWORD

Paste your “app password” in the password field. You can either right-click, then click Paste or press “CTRL + V” (Win) / “CMD + V” (Mac)

Multifactor Authentication MFA Finish Reconnect Apps 5
5. REPEAT COPY/PASTE

Repeat steps 2, 3 & 4 for every app you see on the list above that you use. Smartphone apps will require manual typing.

Multi Factor Authentication MFA Finish Reconnect Apps 6
6. FINISH

Once you have completed reconnecting your applications with your app password, click the blue “Done” button

Need help? Call 206-436-3016