Multi-factor Authentication (MFA) - Overview

This document provides an overview of the MFA system used by Southwest Tech.

MFA Overview

MFA example screenshot

Multi-factor Authentication (MFA) is a secondary method of authenticating when you sign in with your Southwest Tech account into a Microsoft service. Upon entering your email address and password, you will be brought to a screen asking you to authenticate the login by using:

  • Microsoft Authenticator app - You will be sent a notification on your device that has the Authenticator app installed. On that notification, select "Approve" to authenticate the login. Once you select "Approve" the login process will complete automatically. This method is generally the fastest and doesn't require cell phone service. For these reasons, this is the recommended method.

  • Phone call - You will receive an automated call from Microsoft. When you answer the call, you will be prompted to press the "#" when to authenticate the login. This can be used on a cell phone or landline phone.

  • Text message - You will receive a text message from Microsoft with a numerical code. You will enter the code you received into the sign-in box on the website to authenticate the login.

It is recommended that you have multiple methods set up in case one option is not available to you.

New Students and Staff

When signing into your account for the first time, you will be required to add a phone number for MFA and Self-Service Password Reset.

This method will be your default method for MFA unless you add another authentication method below.

Authentication Methods

To use MFA, you can authenticate through push notifications via the Authenticator app, phone calls, or texts.

It is recommended that you have multiple methods set up in case one option is not available to you.

Expand the sections below to see how each authentication type works and to register them.

Note: The instructions in these steps guide you through manually addiding an additional authentication method. If this is your first time signing into your account you will be directly brought into the Authenticator steps.

Microsoft Authenticator Logo Microsoft Authenticator App - Register with a computer ⏩ Recommended Method ⏪

How it works

When signing into a Microsoft service with your Southwest Tech account you will be presented with a screen showing a two-digit number.

Screenshot of two digit code

You will be sent a notification on your device that has the Authenticator app installed. On that notification, select "Approve".

Microsoft Authenticator example screenshot

You will be brought to a screen showing the approximate location and application requesting the sign-in. Enter the two-digit and then select "Yes" to approve and the login process will complete automatically.

screenshot of location and number entry


Download the Authenticator app on your device

Android

iPhone


Register the Microsoft Authenticator app

  1. Visit https://aka.ms/mfasetup

  2. If prompted, sign in with your Southwest Tech email address and password.

  3. Click "Add sign-in method".

    Screenshot of add sign-in method

  4. From the drop-down list, select "Authenticator app" and then click "Add".

    Screenshot of selecting the Authenticator app

  5. You should already have the Authenticator app installed, but if not, install it and then click "Next".

    Screenshot of authenticator app

  6. Follow the on-screen prompts.

    Screenshot of authenticator steps

  7. Scan the Code in the Authenticator App and then click "Next"

    Screenshot of QR screen

  8. "Approve" the Notification on your Authenticator App

    Screenshot of waiting for approval

  9. Once approved, this screen will appear. Click "Next" to complete the registration process

    Screenshot of completed registration

Microsoft Authenticator Logo Microsoft Authenticator App - Register from a mobile device

How it works

When signing into a Microsoft service with your Southwest Tech account you will be presented with a screen showing a two-digit number.

Screenshot of two digit code

You will be sent a notification on your device that has the Authenticator app installed. On that notification, select "Approve".

Microsoft Authenticator example screenshot

You will be brought to a screen showing the approximate location and application requesting the sign-in. Enter the two-digit and then select "Yes" to approve and the login process will complete automatically.

screenshot of location and number entry


Download the Authenticator app on your device

Android

iPhone


Register the Microsoft Authenticator app

This option takes extra steps compared to using to the computer option above. If you have a computer available, we recommend you use the option above as it can be easier to complete.

  1. Open the Microsoft Authenticator app.

  2. Select "Add work or school account". If you're already using the Microsoft Authenticator app for other services you will first need to click the "+" in the top right corner.

    Authenticator main screen screenshot

  3. Select "Sign in".

    Sign in screenshot

  4. Sign in with your Southwest Tech email address (ex. abc1234@swtc.edu) and password.

    Email address sign in screenshot

  5. Enter in your password and then select "Sign in"

    Screenshot of password entry

  6. On the "Finish setting up on a web browser" page, select "Open browser".

    Screenshot of Open Browser window

  7. If prompted, sign in your Southwest Tech email address and password again.

  8. On the "More information required" screen, select "Next".

    Screenshot of more information required screen

  9. On the "Security info" page, select "Add sign-in method".

    Screenshot of add sign-in method button

  10. On the "Add a method" pop-up, select "Authenticator app" and then select "Add".

    Screenshot of the add method page

  11. You should already have the Authenticator app installed, but if not, install it and then click "Next".

    Screenshot of the get authenticator app page

  12. Select "Pair your account to the app by clicking this link".

    Screenshot of the pair your account page

  13. The Authenticator app will automatically open, enter in some information, and activate.

    Screenshot of activating account in Authenticator

  14. You will see your account in the Authenticator app and a message showing that it has been added successfully.

    Screenshot of successful add

  15. Switch between apps on your phone to from the Authenticator app back to your web browser. This will vary depending on what kind of device you have.

    Switching between mobile app and mobile browser.

  16. Once back in your web browser, click "Next".

    Screenshot of setting up authenticator app

  17. The Authenticator app will then send a confirmation prompt.

    Screenshot of the browser sending the authenticator prompt

  18. Select the notification you receive and "Approve" it.

    Screenshot of the approve sign-in

  19. You should see a "Notification approved" message showing it was successful. Select "Next".

    Screenshot of notification approved

  20. You will be brought back to the sign-in website, which should show a message stating the app was successfully registered.

    Screenshot of successful addtion of authenticator app

Phone icon Phone Call

How it works

When signing into a Microsoft service with your Southwest Tech account you will receive an automated call from Microsoft. When you answer the call, you will be prompted to press the "#" when to authenticate the login.


Register Phone (Mobile, Landline, of Office)

  1. Visit https://aka.ms/mfasetup

  2. If prompted, sign in with your Southwest Tech email address and password.

  3. Click "Add sign-in method".

    Screenshot of sign-in method

  4. From the drop-down list, select "Phone" or "Office phone" (Staff only)

    Screenshot of phone selection screen

  5. Enter your phone number and click "Next".

    Screenshot of enter your phone number screen

  6. Answer your phone and press the "#" key when prompted.

    Screenshot of calling phone screen

  7. Once your phone is verified, click "Done"

    Screenshot of completion screen

Smartphone icon Text Message

How it works

When signing into a Microsoft service with your Southwest Tech account you will receive a text message from Microsoft with a numerical code. You will enter the code you received into the sign-in box on the website to authenticate the login.

Text message screenshot example


Register Phone (Mobile)

  1. Visit https://aka.ms/mfasetup

  2. If prompted, sign in with your Southwest Tech email address and password.

  3. Click "Add sign-in method".

    Screenshot of sign-in method

  4. From the drop-down list, select "Phone" or "Office phone" (Staff only)

    Screenshot of phone selection screen

  5. Enter your phone number and click "Next".

    Screenshot of enter your phone number screen

  6. Answer your phone and press the "#" key when prompted.

    Screenshot of calling phone screen

  7. Once your phone is verified, click "Done"

    Screenshot of completion screen

If you would like to delete or change the default method used between Authenticator app, calling, or texting, follow the instructions below.

Change your default authentication method

  1. Visit https://aka.ms/mfasetup

  2. If prompted, sign in with your Southwest Tech email address and password.

  3. Click the "Change" link next to Default Sign-in method.

    Screenshot of the change screen

  4. Select your preferred default method from the drop-down list and click "Confirm".

    Screenshot of default method dropdown

Delete an authentication method

Follow these instructions if no longer need an authentication method. Examples - You get a new phone or phone number

  1. Visit https://aka.ms/mfasetup

  2. If prompted, sign in with your Southwest Tech email address and password.

  3. In the list of sign-in methods, click "Delete" on the method you would like to get remove.

    Screenshot of list of sign-in methods

  4. Click "Ok" to confirm the deletion.

    Screenshot of the delete confirmation screen

  5. The authentication method will then be removed and no longer able to be used for authentication.

    Screenshot of the deleting in progress screen

New Phone or Phone Number

When you get a new phone or phone number there are a few steps you'll want to take to avoid not being able to re-authenticate:

Already got a new phone

  • If you HAVE access to your old phone you can still use that utilize the Authenticator app and approve a sign-in. Follow the steps above to add another authentication method above as soon as possible so you don't need to rely on the old phone. Once your new method is added, it is recommended that you delete the authentication method for your old phone (see the "Delete an authentication method" instructions above) to avoid confusion and in case it is sold, given away, or repurposed for something else.

  • If you DON'T have access to your old phone (traded it in, broken, etc.), and you don't have your phone number configured as a second authentication method, you will need to contact the Charger Technology Support Center for assistance.

Getting a new phone

  • If you only have the Authenticator app set up, add your phone number as an additional authentication method following the instructions above so you can call or text for authentication.

    Once you get your new phone, follow the instructions above to add the Authenticator app on your new phone. Be sure to delete the old Authenticator authentication method for your old phone (see the "Delete an authentication method" instructions above) to avoid confusion and in case it was, or will be, sold, given away, or repurposed for something else.

Phone number changed

  • If your phone number has changed, you still have the same device, and you previously used the Authenticator app, the app should continue functioning and be unaffected by phone number change. It is recommended that you add your new phone number as an authentication method following the instructions above as a backup.

  • If you also received, or will be receiving, a new phone with your phone number change, see the new phone steps above.

Frequently Asked Questions

  • What if I have poor cellular service?
    If you have poor cellular service at home, on campus, or anywhere else you may need to sign in, we recommend using the Microsoft Authenticator app because it can operate over Wi-Fi or a cellular connection.

  • How can I sign in where there is no cellular service or Wi-Fi?
    The Microsoft Authenticator app also has the ability to work with no internet connection. When you sign in, select "I can't use my Microsoft Authenticator app right now" and then select "Use a verification code". Then open up the Authenticator app on your phone, select your "swtc.edu" account and enter in the 6-digit "One-time password code".

  • How can I use MFA in a location where I can't have a phone?
    If you need to sign into a Southwest Tech service where no phones are allowed (cell phone or landline), please reach out to Southwest Tech Technology Support. You will be provided with a hardware token with a rotating 6-digit code used for authentication.

  • Can I set Microsoft Authenticator to auto-approve all MFA notifications?
    No - Auto approval of notifications isn’t an option. For MFA to be effective, you must be aware of when you should approve/deny a notification.
    Example - You are away from work for the weekend and you receive an approve/deny notification on the Microsoft Authenticator app – you should DENY the login.  If you are unsure if you requested the login, the login should be denied.

  • What happens if I forgot my phone at home?
    If you have one configured, use a secondary method to authenticate. This can be done by selecting the "I can't us my ..." link below the approve sign in request. If no other methods are available to you, contact the to Charger Technology Support Center for temporary methods to gain access.

  • What if get a new phone or phone number?
    See the "New Phone or Phone Number" section above for instructions on how to configure a second method.




Keywords:microsoft authenticator app mobile multi factor authentication mfa call text sms sspr password reset selfservice   Doc ID:121002
Owner:Jake W.Group:Southwest Wisconsin Technical College
Created:2022-09-01 07:09 CSTUpdated:2023-01-20 14:38 CST
Sites:Southwest Wisconsin Technical College
CleanURL:https://kb.swtc.edu/mfa
Feedback:  3   5