What is Multi-Factor Authentication and how do I use it?

Multi Factor Authentication pairs your University password with an additional form of security, usually as app on your smart phone. You will only be asked to authenticate using MFA when you are working or studying off site and accessing University services.

However, due to the increasingly sophisticated levels of cybercrime, it is essential that everyone who uses a University account to access services sets up their account with an additional security method as soon as possible. MFA is implemented as a way to combat cyberattacks, of which Universities are a prime target. We want to ensure you are protected on and off campus and that your personal information remains secure.

Keeping your University account secure will protect both the organisation and your own personal data. Your personal mobile phone details are not used for any other purpose than protecting your account.

By adding the Microsoft Authenticator App to your personal phone this is just providing a method to confirm who you are. The app is not used to manage or control your phone or provide any personal data.

The Microsoft Authenticator App does not request any personal information, it simply holds an electronic token unique to your University account.

The Microsoft Authenticator App is the preferred method and will give you the best experience however, if your phone is incapable of running the App, you can select the alternative method of a phone call.

You can change your default MFA method by visiting the Additional Security Verification page. You can also download the 'Authenticator App' to your tablet.

Remember to always register an alternative method of MFA for emergencies, such as your home landline. If you have alternate authentication methods configured in your Additional Security Verification page then please select “Sign in another way” at the MFA prompt screen.

Once logged in you can now update or change your phone number.

If you are unable to sign in another way, please contact the Service Desk on servicedesk@ulster.ac.uk or log a call via the UniDesk Self Service Portal, as you will need your MFA reset.

The recommended method, and easiest to use, is  the Microsoft Authenticator app on your smartphone or tablet. The free app can be downloaded to your phone from:

• Google Play Store
• Apple App Store

You can also receive a voice call, where all you need to do is tap the '#; key. The phone call refers to it as the 'pound sign'.

You should select one of these methods as your default, but we recommend you also set up an alternative emergency method such as a home landline so your have an alternative method in the event there is an issue with your mobile device.

The FAQ section of the O365 MFA guide (Page 6), provides the steps you must follow to edit your verification methods and select a default.

1. If you keep the same mobile number

If you have kept the same mobile number, then as long as you followed the set-up guide and selected a call to your mobile number as a secondary method you can choose to 'sign in another way' and will receive a call to your phone.

Once logged in, delete the record that shows your original Authenticator method as that will be linked to your old mobile phone. You must then add the Authenticator app method again using '+Add method' button and download the Authenticator app on to your new mobile phone.

2. If you change your phone number

You should log in to your account while you still have access to you old phone, in order to add  Additional Security Verification methods.

Here you can add the 'Phone number' method and provide your new mobile phone number and you can also add the Authenticator app method again using '+Add method' button and download the Authenticator app on to your new mobile phone.

This will ensure that when you lose access to your old phone and number you will not be locked out of your account.

Do not delete the app, unless you have already registered alternative methods of MFA, such as the 'Phone me' option. You will need it to log in to Ulster University services.

You should log in to your account while you still have access to you old phone, in order to add  Additional Security Verification methods.

Here you can add the 'Phone number' method and provide your new mobile phone number and you can also add the Authenticator app method again using '+Add method' button and download the Authenticator app on to your new mobile phone.

Instructions for Adding, Editing and Removing old MFA authentication methods can be found at the following link:

Adding, Editing and Removing MFA Authentication Methods

This will ensure that when you lose access to your old phone and number you will not be locked out of your account.

The following steps will require you to carry out some steps on your phone and some on your desktop/laptop so we have indicated which you use for each step.

• On your PC or Laptop, when prompted to scan the QR code, click Can’t scan image? This will display a Code and a URL.
• On your phone or tablet, if camera access is disabled, you will automatically be displayed with two text fields to allow you to type the Code and URL obtained from the step above.  On your phone or tablet, if camera access is enabled, select Enter Code Manually, and again you will be displayed with two text fields to allow you to type the Code and URL.
• On your phone or tablet, click Finish.

Note: Each Code and URL are different for each account.

• On your PC or Laptop, click Next.
• Your PC or laptop will now display a message showing a two-digit number which you will use to approve your sign in request on your Microsoft Authenticator App.
• You will be prompted, on the Microsoft Authenticator App on your smartphone or tablet, to enter the two-digit number you will have seen on your pc/laptop (as above). Type this number and select Yes.
• The Microsoft Authenticator App should now be successfully paired with your Ulster University Office 365 account and the message ‘Notification approved’ should display on your PC or Laptop screen.
• Click Finish on your PC or Laptop.

• Open the Microsoft Authenticator App on your phone or tablet. You should see on the left-hand side an icon made up of three lines, click this.
• You should be displayed with a list of options, click Edit accounts.
• Once clicked you will be displayed with the account already setup with a red icon to the left of it, click this icon.
• Then click Remove account now displayed on the right-hand side. You should now re-scan the QR Code displayed on your PC with your phone or tablet.

• Open the Microsoft Authenticator App on your phone or tablet, you should see on the left-hand side an icon made up of three lines, click this.
• You should be presented with a list of options, click Check for Notifications.
• Once clicked you should be displayed with the notification to enter the two-digit number you will have seen on your pc/laptop.
• Type this number and select Yes.
• If this does not work, it may be due to an issue with the Wi-Fi connection, we recommend, to turn on your 4G data and follow the steps above, again.

DO NOT under any circumstances approve any notifications that you know aren't for your own logins.  This could be a sign that someone else is trying to access your account.  You can check any recent activity by accessing your Microsoft Security Information and clicking on "Recent Activity" on the menu at the left-hand side of the screen.  If you believe there is any suspicious activity/failed logins that you don't recognise, please contact servicedesk@ulster.ac.uk for advice.

If you are prompted to accept a MFA request when logging into a system, but your mobile phone is not connected to Wi-Fi, and does not have a 3G/4G internet connection, you can follow the below steps.

Please note: This will only work if you have set up the Microsoft Authenticator App and linked it to your Ulster University account.

• Log into the system you’re trying to access as normal, using your Ulster University Email Address and Password.
• When you are prompted to accept your MFA Prompt, select I can't use my Microsoft Authenticator app right now.
• Select Use a verification code from my mobile app.
• Open the Microsoft Authenticator App on your mobile phone
• Click where it displays your email address
• You will see a 6-digit One-time Password code generated on screen.
• On your Laptop/PC, enter this 6-digit code into the Code field.
• Click the Verify button.
• You have now successfully authenticated, and should be able to log in as normal