What is Multi-Factor Authentication (MFA)?
Multi-Factor Authentication (MFA) refers to an additional layer of security that is added to the login process. Similar two step verification processes are already widely used by Banks; Mobile Phone Companies etc to provide an extra level of security for their customers.
MFA relies on two forms of authentication: something you know, and something you have with you. The something you know is your password. The something you have with you can be a mobile device. This means that even if your password is hacked, your account will remain secure.
Learn more about Microsoft’s Multi-Factor Authentication on their Overview Page.
How do I register for MFA?
Use the following guide to set up your MFA Set up MFA Guide : ServiceDesk (roehampton.ac.uk)
What are my authentication options?
You will be able to choose a primary authentication method when you register which you can change or update at any time.: https://mysignins.microsoft.com/security-info. The University IT Services Department recommends using the Microsoft Authenticator app push notifications as it works internationally and provides a better user experience. International users should use the Microsoft Authenticator Application via their phone. Current options are outlined below:
Mobile Notification (Microsoft Authenticator Application Required)
A push notification is sent to the Authenticator app on your mobile device asking you to authenticate your login: select Approve or Deny. (This option is recommended for international users)
Verification Code (Microsoft Authenticator Application Required)
The Mobile Microsoft Authenticator app will generate a verification code that updates every 30 seconds. You will be asked to enter the most current verification code on the sign-in screen on your computer.
A call is placed to your mobile phone asking you to verify you are signing in. Press the # key to complete the authentication process.
I am aboard or will be traveling abroad, which authentication method should I choose?
Anyone who is traveling abroad should use the Microsoft Authenticator Application on their mobile device. Text message and phone calls may not be accessible during travel. If you haven’t registered for MFA before you have left the UK, you will need your Head of Department/Line Manager to contact the ServiceDesk confirming you are abroad and to verify you are the user
How do I set up the Microsoft Authenticator App on my phone?
For questions regarding the Microsoft Authenticator App, please refer to Microsoft's Authenticator webpage.
Can I use my Personal Device to set-up MFA?
Yes, University IT Services Department encourages the use of a personal device for MFA.
How do I change or update my authentication methods?
You can make changes to your authentication settings by visiting the Microsoft Security Info page .
Please note it is good practice not to have all your authentication methods dependent on your mobile phone (e.g. authenticator app + text to mobile + mobile phone call) in case you do not have your mobile phone with you/lose your mobile/change your mobile phone number. On the Security Info page, select Add a method to select additional authentication methods.
What if I don’t have my mobile device with me?
- If you are at home, you can use your backup authentication method (see the advice given above).
- If you are on campus: you will be able to log in - you will need to be connected to the University network without having to use MFA.
- If you are off-site and you have lost your device then please contact the ServiceDesk : 020 8392 6000 or ServiceDesk@roehampton.ac.uk.
What if I have changed my phone number/lost my phone and it is set up as my only authentication method?
If you have lost your phone or you have changed your phone number and you are now not able to use MFA please contact the ServiceDesk. You will need to provide the following:
- Old phone number
- The new phone number
- Verification from your manager that you are the user
I have registered for MFA but now I cannot access my Roehampton emails on my mobile phone
Once enrolled on MFA, you will no longer be able to use your native (built in) email client on your phone or tablet to access Roehampton emails. You are therefore advised to set-up and use one of the following means of access to Roehampton emails before registering for MFA:
- Microsoft Outlook app for IOS or Android (strongly recommended)
- Use the web browser to access Outlook Web Access (OWA), i.e. Microsoft O365
Click on the relevant link for your type of device to be directed on how to set up your Outlook app.
What if I experience issues with MFA?
- Read the set up instructions: Set up MFA Guide : ServiceDesk (roehampton.ac.uk)
- See the advice for users who need to register for MFA while abroad
- Review Microsoft’s MFA Troubleshooting Page
- Ensure that you have the correct Authenticator app installed app on your mobile device
- Remove your Roehampton account from the Authenticator App and then restart the MFA process via https://aka.ms/mfasetup
If the above doesn’t work, then please contact the ServiceDesk on 020 8392 6000 or ServiceDesk@roehampton.ac.uk