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Multi-factor authentication for Microsoft 365 accounts

You will be asked to set up multi-factor authentication (MFA) on your Microsoft 365 account to help keep your files and information safe. It will also improve our ICT security and reduce the threat of cyber attacks.

About multi-factor authentication (MFA)

Multi-factor authentication is used by many leading companies, such as Apple and Google as well as banks and other financial institutions to help protect personal and company information. It is recommended as best practice by central government to increase account security.

As well as entering a password to access your Microsoft 365 account, multi-factor authentication provides an extra layer of protection and needs to be applied to enhance the security of all our East Riding of Yorkshire Council Microsoft accounts.

How it works

If you have a network account, email address or Microsoft Teams account you will need to have MFA applied. The way this is configured and applied depends on the device you are using:

  • Corporate laptop or desktop PC - MFA will be applied but after the initial set up no further extra authentication will be necessary to access your account, as other security controls are already applied to these devices by IT.
  • Mobile devices (Apple or Android) - MFA will be required on a regular basis to make sure your access is maintained, and our data is protected. After the initial set up, a pop-up message will appear every so often asking you to sign in and input a code to continue using your Microsoft account. This process is very quick and will not cause unnecessary delays to access your information.

How to set up multi-factor authentication (MFA) when prompted

Corporate laptop or desktop PC

More information required

When IT enables MFA for your account, this 'More information required' screen will display. You'll need to follow the steps below to continue using your Microsoft 365 account.

  1. This should show your Microsoft account email address. If it doesn't select Use a different account.
  2. Select Next.




  3. Additional security verification

  4. From the 'Additional security verification' screen select Authentication phone from the Step 1 dropdown list.
  5. Add your mobile number or check this is correct if it has been pre-filled.
  6. Make sure Send me a code by text message is selected.
  7. Select Next.


  8. Add verification code

  9. Add the verification code from the text message into the Step 2 field.
  10. Select Verify.








Follow the on-screen instructions to complete the multi-factor authentication process for your account.

Please note: You will not be charged for receiving text messages to your personal mobile number from Microsoft.

Mobile devices

More information required

When IT enables MFA for your account on a mobile device, this 'More information required' screen will display. You'll need to follow the steps below to continue using your Microsoft 365 account.

  1. This should show your Microsoft account email address. If it doesn't select Use a different account.
  2. Select Next.




  3. Additional security verification

  4. Select the relevant option from the dropdown list. Authentication phone should be selected for the text message option. You can select the app from the dropdown list if you'd prefer and follow the instructions.
  5. Fill in the required details for the option selected and select Next.






  6. Add verification code

  7. Add the verification code from the text message into the Step 2 field.
  8. Select Verify.








Follow the on-screen instructions to complete the multi-factor authentication process to for your account.

Please note: After the initial set up, a pop-up message will appear on your mobile device every so often asking you to sign in and input a code to continue using your Microsoft account.

How to manually set up multi-factor authentication (MFA)

It is important you follow the process below if you haven't previously set up multi-factor authentication on your devices, to secure your account and to maintain the security of our systems.

  1. Visit the Microsoft website - additional security verification page.
  2. You may need to login using your council email address and network password.
  3. On the additional security verification screen, select a choice from the what's your preferred option dropdown menu. Your options are:
  • Text code to my authentication phone
  • Notify me through app
  • Use verification code from app

Select the relevant option below and follow the further instructions.

Preferred set up option
Text code to my authentication phone

Text code to my authentication phone and add mobile number

If you have completed steps 1 to 3 above and selected the Text code to my authentication phone from the dropdown list, follow the instructions below.

  1. Select the Authentication phone checkbox under 'how would you like to respond?'
  2. Add your mobile number.
  3. Select Save.




  4. Update has been successful

  5. The Updates successful screen should appear telling you that MFA is set up on your account.
  6. Select Close.
Notify me through the app

Set up authenticator app

If you have completed steps 1 to 3 above and selected the Notify me through the app option from the dropdown list, follow the instructions below.

  1. Select the Authenticator app checkbox under 'how would you like to respond?'
  2. Select Set up Authenticator app.




  3. Configure mobile app

  4. The Configure mobile app screen will now appear. Follow the onscreen instructions.
  5. After following the instructions, select Next.








  6. Authenticator app - iPhone

  7. Once the authenticator app is set up on your phone, the Authenticator app - 'your phone name' will appear.


  8. Save

  9. Select Save.












  10. Update has been successful

  11. The Updates successful screen should appear telling you that MFA is set up on your account.
  12. Select Close.
Use verification code from app

Set up authenticator app

If you have completed steps 1 to 3 above and selected the Use verification code from app option from the dropdown list, follow the instructions below.

  1. Select the Authenticator app checkbox under 'how would you like to respond?'
  2. Select Set up Authenticator app.


  3. On your Apple or Android phone, download the Microsoft Authenticator app from the Apple App Store or Google Play Store.
  4. Open the Microsoft Authenticator app.
  5. Add new account

  6. Select the + icon to add a new account.












  7. Work or school account set up

  8. Select Work or school account.
  9. Select Scan QR code on your phone and PC screen.
  10. Once you have scanned the QR code with your phone, select Next on your PC screen to verify your account.








  11. Select passcode on mobile app

  12. To complete the verification, select the one-time passcode displayed in the Microsoft Authenticator app on your phone.










  13. iPhone added

  14. On your PC screen it should now show that your phone has been added to your account and display the name of your device.


  15. Authenticator app - iPhone

  16. Select Save.

Change the mobile number used on your Microsoft account

There are 2 ways to change the mobile number linked to your Microsoft account, via Teams or Outlook on the web.

Teams

Change mobile number - Teams account

  1. Within Teams select your image or initials from the top right of the screen.
  2. Select Manage account.








  3. Change mobile number - Teams account

  4. Select Manage. This will open up a webpage.












  5. Change mobile number - Update info

  6. On the webpage, in the Security info section select Update info.












  7. Change mobile number - select change

  8. Select Change.












  9. Change mobile number - edit

  10. Add your new number.
  11. Select Next.










  12. Change mobile number - verification code

  13. Add the verification code sent to you via text message.
  14. Select Next.










  15. Change mobile number - done

  16. Select Done.
Outlook on the web

Change mobile number - Outlook account

  1. Within Outlook select your image or initials from the top right of the screen.
  2. Select View account. This will open up a webpage.








  3. Change mobile number - Update info

  4. On the webpage, in the Security info section select Update info.












  5. Change mobile number - select change

  6. Select Change.












  7. Change mobile number - edit

  8. Add your new number.
  9. Select Next.










  10. Change mobile number - verification code

  11. Add the verification code sent to you via text message.
  12. Select Next.










  13. Change mobile number - done

  14. Select Done.
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