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
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
ESCALATED APPROACH
PHASED APPROACH
ESCALATED APPROACH
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.
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
2. SIGN IN
Enter your email, then click the “Next” button. On the next screen, enter your password, then click the “Sign In” button.
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.
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
1. DROP-DOWN MENU
Click on the down-arrow symbol to see an available list of options.
2. MOBILE APP
Select the option called “Mobile App,” normally at the bottom of this list.
3. RECEIVE NOTIFICATIONS
Select the “Receive notifications…” option. Then, click the “Set up” button.
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.
5. OPEN THE APP
Grab your smartphone and open the “Microsoft Authenticator” app that was downloaded in 2 Prep For MFA.
6. ADD ACCOUNT
On the app, tap either the “Add account” or the “circle +” button. These buttons vary based on your smartphone.
7. WORK ACCOUNT
When prompted for what type of account you are adding, select “Work or school account” on the list.
8. ALLOW CAMERA
Important: Tap Allow when asked if you’d like to give camera access to “Microsoft Authenticator.”
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.
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.
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.
12. LOOK FOR STATUS
You will be returned to this previous screen. Find the loading “Checking activation…” message. Continue to Step 13.
13. WAIT FOR STATUS
Wait until this message has changed to “Mobile app has been configured…” Then, click “Next.”
14. LOOK FOR RESPOND
On this page, find the loading “Please respond to the notification…” message. Continue to Step 15.
15. TEST APP NOTIFICATION
Grab your smartphone. It has received a notification from Microsoft Authenticator. Open the app and tap “Approve” or “Allow.”
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.
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.
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.
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
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.
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.
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.”
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)
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.
6. FINISH
Once you have completed reconnecting your applications with your app password, click the blue “Done” button