Multi-factor authentication (MFA) is a method for logging in using two steps. This is to verify that it is the right person logging in. In the spring of 2023 MFA has been introduced as a requirement when you log into Microsoft's services and are outside the university's fixed and wireless network.
This means that you need to authenticate yourself when working remotely and are using Microsoft services (such as email, SharePoint, OneDrive and Teams). If you are in the premises at Chalmers, you do not need to log in via MFA as this network is marked as trusted.
The easiest way to log into Microsofts services when working remotely is through a mobile app, Microsoft Authenticator. The app can be installed both on a mobile phone provided by your employer and on a private phone. For those who for some reason cannot use the app, an alternative using a physical security key (a so-called Yubikey). The key is suitable for Windows computers but has limited functionality on Mac computers.
From June 19 2023, you have to be connected to the university network to be able to choose a method for verification and activate MFA.
To activate MFA, you have to be in the university's premises and connected to the university network or, if you work remotely, be connected to VPN with MFA.
The installation is carried out in two steps on computer and mobile phone and takes about five to ten minutes:
The guide below is also available as a pdf:
Activating Multi-factor Authentication (MFA) for Microsoft services
More information on how it works to install the physical security key (Yubikey) is found under "Install MFA with physical key to computer".
Contact Service Desk through the form below if you experience problems with starting up MFA:
You must now specify the settings for multi-factor authentication on your computer.
The physical key (Yubikey) can be used by Windows users. On Mac, Yubikey cannot be used to authenticate to Microsoft's desktop apps (such as email) but only works when logging in via the web and only when using the Chrome browser. Mac users are therefore recommended to use Microsoft Authenticator for verification instead.
Yubikey is connected to the computer when the login is to take place. The key entails a cost of approximately SEK 700 which is paid by the respective department/unit/etc. The head makes the decision about purchasing a Yubikey.
Yubikey is ordered in the purchasing system from the supplier Dustin. Choose one of the models:
When you have received a Yubikey, you must identify yourself and activate your Yubikey. You identify yourself either by using BankID or Freja eID Plus, or by visiting a Servicecenter with a valid ID (this potion is possible from March 1, 2023).
To identify yourself and activate your Yubikey, follow the steps on the following page:
Questions and answers about MFA for Microsoft
In order to register a device for MFA sign-in and ensure access to your email and other Microsoft 365 services, you need:
You probably already have a multi-factor authentication method activated on your account (for example, on an old mobile phone or another authentication method). If that is the case, you need to delete the old method in order to start again. You do this by going to the link below and following the steps under "Resent multi-factor authentication on your Microsoft account":
If you do not have another method activated from before, but it still does not work, please contact IT support.
How do I approve login via Microsoft Authenticator?
When you work remotely and want to log in to Microsoft's services, you will receive a message that the login must be approved via the app. You then need to enter a code and click on a button in the mobile app to approve the login.
Are there any specific requirements regarding which model of mobile phone that is required to be able to install and use Microsoft Authenticator?
The Microsoft Authenticator app currently requires at least the following operating system versions:
Can I have the app installed on several phones?
Yes, you can use it on several phones if you like.
What does the app need access to in my phone?
In order for the app to work at its best, you need to allow access to location, to notifications and to the camera.
Can I have several accounts registered in Microsoft Authenticator, for example if I have two employers and use the app at both jobs?
Yes, you can.
Which account should I use to create an AppleID and a Google Play account?
Guidelines on this is found here:
Can I use a Yubikey that I already have?
Yes. Just check that it is one of the approved models:
Which browser should I use when activating my Yubikey?
We recommend using the Chrome or Edge browsers.
I cannot access the link to activate my Yubikey, what should I do?
If you are outside the university network, you must be connected with VPN in order to activate your Yubikey via the link Activate a Yubikey.
Read more about connecting to VPN
I have lost my Yubikey, what do I do?
If you have lost your Yubikey, you need to get a new one and then activate it the same way you did with the previous one.
I am about to quit my job, where do I leave my Yubikey?
Give the Yubikey to your nearest head as it can be used by a new person.
The session for the secure login lasts for up to 90 days and is present in the background every time you log in. Therefore, if you are using the same computer and browser, you will receive a call for MFA approximately every 90 days.
In the beginning, when you have recently activated MFA, the call will come more often. If the system suspects risky behavior (you use different computers and are in several different places), the call may also come more often.
If you are using the Microsoft Authenticator app in your phone for multi-factor authentication, you need to install and activate the app in your new phone.
The phone that you do no longer have access to also needs to be removed from Microsoft Authenticator. You do this by going to the link below and following the instructions.
Manage multi-factor authentication on your Microsoft account
Once your old phone has been removed, you register your new phone following the instructions in steps 1 and 2 of the guide further up on this page.
The built-in email app on your Android or iPhone (the app with a mail icon instead of the Outlook icon) cannot handle the increased security measures that MFA requires. In order to access the email on the mobile phone, you should therefore instead install the Microsoft Outlook app, which is available in the Play store for Android and the App Store for iPhone.
Instructions on how to add your email account to Microsoft Outlook on your phone is found here:
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This page is printed from the following webpage:
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Print date:
2023-10-01
