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Difference between revisions of "Multi-Factor Authentication"

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Multi-Factor Authentication is a security technology that helps protect your Middlebury account from potential compromise. Multi-Factor Authentication complements your password, "something you know", with "something you have", like your phone or mobile device.
 
  
 +
If you are unfamiliar with the concept of multi-factor authentication (MFA), please visit our [[Multi-Factor_Authentication_Overview|overview page]] to learn the basics first before continuing.
  
=== How does Multi-Factor Authentication work? ===
+
=== What should I do to prepare for MFA? ===
It works like this: You start by authenticating against the service you wish to access with your Middlebury email address and password. You are then prompted for a second form of authentication, such as a text or voice message that is sent to your phone, or a verification code generated by a mobile application on your mobile device.
 
  
 +
Check out our [[Multi-Factor_Authentication_Readiness|readiness info page]] for details. You'll learn useful '''tips''' to help ensure your Multi-Factor Authentication setup goes smoothly.
  
=== Why do I need Multi-Factor Authentication? ===
+
 
Account compromises have increased significantly during the past year and Multi-Factor Authentication provides a very effective solution for preventing unauthorized access to accounts using stolen credentials.
 
  
Multi-Factor Authentication helps keep your Middlebury account protected against online criminals who would use your account to launch cyber attacks from Middlebury’s technology services and/or steal sensitive and confidential information.
+
=== Should I get the Microsoft Authenticator App? ===
  
=== Signing up for Multi-Factor Authentication ===
+
'''YES!  '''Use of this app is the recommended way to work with your MFA account challenges and provides the smoothest experience for travelers.  Visit our [https://mediawiki.middlebury.edu/LIS/Microsoft_Authenticator_App MS Authenticator App wiki page] to learn how to download the app and get it set up.
If you would like to sign up for MFA, please submit a Web Help Desk ticket requesting that MFA be enabled for your account (Request Type: Information Security/Multi-Factor Authentication) or simply visit: [http://go.middlebury.edu/getmfa http://go.middlebury.edu/getmfa].
 
  
 +
 
  
=== Tips to simplify the MFA enrollment process ===
+
=== How do I set up MFA? ===
Here are some tips that will make the MFA enrollment process simple. '''Taking care of these three steps ahead of time makes enrolling in MFA a quick process'''.
 
  
==== Tip #1: Upgrade to Office 2016 ====
+
ITS enables MFA on new accounts and sends a “Middlebury Multi-Factor Authentication Enrollment” email containing links to Microsoft’s MFA Setup page and our [http://go.middlebury.edu/mfaguide Security Info Quick Setup] guide. Follow the instructions presented to set up authentication methods you wish to use with your account.
If you haven’t already, please upgrade to Microsoft Office 2016 on your Windows or Mac computer. Microsoft Office 2016 provides the most seamless MFA experience and brings improved security and functionality to the Microsoft Office applications that you use every day.
 
  
To '''upgrade to Office 2016 on a Middlebury-managed computer''', please visit [http://go.middlebury.edu/kss Kace Self-Service] to request your upgrade or contact the Helpdesk by phone at 802.443.2200 or by [mailto:helpdesk@middlebury.edu?subject=office2016 email].
+
'''Important:'''
  
To '''upgrade to Office 2016 on a personally-owned computer''', please visit [http://go.middlebury.edu/office365 Middlebury's Office 365 portal].
+
*Any device you wish to configure to use MFA must have a working network connection at the time of setup.
 +
*By clicking the "Set it up now" button, you are activating Multi-Factor Authentication and you must complete the setup process or you may be unable to access your account, including your email.  
  
==== Tip #2: Install the Microsoft Authenticator app on your smartphone ====
+
 
Consider installing the official Microsoft Authenticator app on your smartphone. The Authenticator app is not required, but it is very easy to configure and use, and it is the recommended alternative to SMS text-based authentication.
 
*[https://itunes.apple.com/us/app/microsoft-authenticator/id983156458?mt=8 Microsoft Authenticator on the Apple App Store]
 
*[https://play.google.com/store/apps/details?id=com.azure.authenticator&hl=en Microsoft Authenticator on the Google Play store]
 
*[https://www.microsoft.com/en-us/store/p/microsoft-authenticator/9nblgggzmcj6 Microsoft Authenticator on the Microsoft store]
 
  
 +
=== Which MFA setup method should I choose? ===
  
No smartphone? You can still use MFA. Contact [mailto:infosec@middlebury.edu?subject=mfa-nophone Middlebury Information Security] for help getting setup.
+
Here are descriptions of the most common scenarios, along with our MFA setup recommendations for each one.  Please visit our [[Multi-Factor_Authentication_Verification_Methods|MFA verification wiki page]] for additional details about specific options.
  
==== Tip #3: Install the Microsoft Outlook app on your mobile device(s) ====
+
'''Scenario A:  I have a Smartphone -- and I travel internationally and/or travel in areas without cellular coverage.'''
Consider installing the official Microsoft Outlook app on your smartphone and tablet. The Outlook app includes built-in support for MFA. The Outlook app does not require “app passwords”, which will save you a few steps setting up MFA. The Outlook mobile app also provides remote access to Middlebury’s directory, a handy capability, particularly when you are on the road and need to lookup someone’s contact information.
 
*[https://itunes.apple.com/us/app/microsoft-outlook-email-calendar/id951937596 Microsoft Outlook on the Apple App Store]
 
*[https://play.google.com/store/apps/details?id=com.microsoft.office.outlook&hl=en Microsoft Outlook on the Google Play store]
 
  
<!--
+
*<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Choose Microsoft's Authenticator app with a <u>code</u>.</span>  
Newer versions of Microsoft Outlook and Microsoft Office include built in support for Multi-Factor Authentication. '''We strongly recommend upgrading to Microsoft Office 2016 before enrolling in MFA.''' Contact the Helpdesk for instructions on updating your MS Office Suite to 2016, or visit this link: [http://mediawiki.middlebury.edu/wiki/LIS/Office_2016#College-Owned_Computers http://mediawiki.middlebury.edu/wiki/LIS/Office_2016#College-Owned_Computers].
 
-->
 
  
=== Enabling Multi-Factor Authentication ===
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">This method is recommended when you have a device that supports Microsoft's Authenticator app and you will be in areas without consistent network access. When presented with an MFA challenge you will need to input the code displayed by the Authenticator app to complete your login.</span>
Upon completion of your MFA sign-up request, you will receive a “Middlebury Multi-Factor Authentication Enrollment” email. The enrollment email will include a link to [https://aka.ms/MFASetup Microsoft’s MFA Setup page].  Follow the instructions included in the link to enable MFA for your account.
 
  
Here's a '''[https://channel9.msdn.com/posts/Multi-Factor-Account-Setup short video]''' that demonstrates how to setup multi-factor authentication as well as how to configure App Passwords: [https://channel9.msdn.com/posts/Multi-Factor-Account-Setup How To Set Up Multi-Factor for Your Account].
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Network access is <u>NOT</u> required for the MS Authentication app to provide you with a '''code'''.</span>
  
Please note that any device that you wish to configure to use MFA must have a working network connection.
+
&nbsp;
  
After MFA has been enabled for your account, '''iOS Mail and Android Mail have to be reconfigured to use special [[#App Passwords]]'''. Details, including a brief video tutorial are available below.
+
'''Scenario B:&nbsp; I have a Smartphone -- and I ''rarely ''travel in areas without cellular coverage.'''
  
 +
*<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Choose Microsoft's Authenticator app with <u>notifications</u>.</span>
  
=== App Passwords ===
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal; text-decoration:none;  vertical-align:baseline;  white-space:pre; white-space:pre-wrap">This method is recommended when you have a device that supports Microsoft's Authenticator app and you will be in areas with consistent network access. When presented with an MFA challenge you will need to click '''Approve''' on your device to complete your login. '''Caution! '''Only click Approve when you have signed into a service you anticipate will trigger an authentication challenge.</span>
Apple Mail, iOS Mail, Android E-mail, Thunderbird, and other email clients that do not have built-in support for multi-factor authentication require a special “App Password” to work with MFA.
 
   
 
'''This means that if you have enabled multi-factor authentication and you are are attempting to use a non-Microsoft email client, or another non-browser app, you will not be able to connect until you configure an App Password.'''
 
  
Once you have an app password, you use this in place of your regular Middlebury password with these 3rd-party email clients and non-browser apps.  
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Network access cellular or wifi <u>IS</u> required for the MS Authentication app to provide a '''notification'''.</span>
  
For example, if you are using multi-factor authentication and the native iOS mail app on your iPhone, you can use an App Password so that it can bypass multi-factor authentication and continue to work.
+
&nbsp;
  
To create an app password in our [https://portal.office.com/Home Office 365 portal]*:
+
'''Scenario C:&nbsp; I have a Flip or Feature phone.'''
 
# Log on to the [https://portal.office.com/Home Office 365 portal] or [http://go.middlebury.edu/webmail WebMail].
 
# In the top right corner select the widget and under '''Your App Settings''' choose '''Office 365'''.
 
# Click on '''Security & privacy''' on the left.
 
# Click on '''Additional security verification'''.
 
# In the expanded window, click '''Update my phone numbers used for account security'''.
 
# This will take you to the page that will allow you to change your settings.
 
# At the top, next to additional security verification, click on '''app passwords'''.
 
# Click '''Create'''.
 
# Enter a name for the app password and click '''Next'''.
 
# Enter the displayed app password into your account settings on your mobile device.
 
  
 +
*<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Choose Phone then specify Call or Text.</span>
  
It is recommended that you use one App Password per device.
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">This method is recommended when you have a device that doesn’t support the Microsoft Authenticator app. When presented with an MFA challenge you will have to receive a phone call then press '''#''', or else receive an SMS text message then enter the provided code, in order to complete your login.</span>
  
'''You will also need to make sure that the server name in your account settings is changed to outlook.office365.com and is no longer mail.middlebury.edu.'''
+
<span style="font-size:11pt;  font-family:Arial;  color:#000000;  background-color:transparent;  font-weight:400;  font-style:normal;  font-variant:normal;  text-decoration:none;  vertical-align:baseline;  white-space:pre;  white-space:pre-wrap">Travel to areas without cellular coverage is '''not '''supported by this method.</span>&nbsp;
  
Please see '''[https://azure.microsoft.com/en-us/documentation/articles/multi-factor-authentication-end-user-app-passwords/ What are App Passwords in Azure Multi-Factor Authentication?]''' for more details.
+
&nbsp;
  
=== Supported versions of Microsoft Office and Outlook  ===
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=== How do I use Multi-factor Authentication once I have it set up? ===
Newer versions of Microsoft Outlook and Microsoft Office include built in support for Multi-Factor Authentication. '''We highly recommend upgrading to Microsoft Office 2016 before enrolling in MFA.'''
 
  
MFA will work with Outlook 2013 with a few minor tweaks to your Windows computer (one or two registry keys may have to be updated). The Help Desk team can assist with the necessary changes.
+
Once you complete your MFA set up, here is what to expect:
  
MFA will work with Outlook 2010 for Windows, but requires the use of a [[#App Passwords]]. The same is true for Outlook 2011 for Mac. App Passwords are required for these legacy Outlook clients.
+
When you log in to an MFA-protected service (such as Webmail or Google) there is one additional step. After correctly entering your Middlebury email address and password at the login screen of the service you wish to access, you will be prompted to verify your login request.&nbsp; This could be in the form of a phone call, text message, or mobile app notification or code, depending on the option you specified during the setup process.
  
MFA also works with Microsoft's Office 365 mobile applications, including Outlook for iOS and Outlook for Android.
+
*For example, if you chose the "Notify me through the app" option, you would enter your Middlebury email address and password at the online service’s login screen, then you would receive a notification from the Microsoft Authenticator app on your mobile device prompting you to “Approve" or “Deny” the login request.  
  
{|
+
'''Important notes:'''
!Office client application
 
!Windows
 
!Mac OS X
 
!Windows Phone
 
!iOS
 
!Android
 
|-
 
|Office clients
 
|Available now for Office 2013 and Office 2016.
 
|Available now for Office 2016 Mac
 
|Available now
 
|Outlook, Word, Excel, and PowerPoint are available now.
 
|Android Phones: Word, Excel, and PowerPoint are available now.
 
Android Tablets: Word, Excel, and PowerPoint are coming soon.
 
|-
 
|Outlook
 
|Included in Office Client.
 
|Available now.
 
|Coming soon.
 
|Available now.
 
|Available now.
 
|-
 
|Native Apps
 
|
 
|
 
|
 
|iOS Mail require [[#App Passwords]]
 
|Android Mail require [[#App Passwords]]
 
|-
 
|Legacy Clients
 
|Office 2010 and Office 2007 do no support MFA.
 
|Office for Mac 2011 does not support MFA.
 
|Windows Phone 7 does not support MFA.
 
|There are no plans to enable older Outlook iOS clients
 
|There are no plans to support older Outlook Android clients
 
|}
 
  
''Source: [https://blogs.office.com/2015/11/19/updated-office-365-modern-authentication-public-preview/ Updated Office 365 modern authentication]''
+
*During the login process you can click the checkbox to '''remember my device for 30 days'''. With this setting enabled, you may not be prompted again for Multi-Factor Authentication from that application on that device for another thirty days.&nbsp; Please note that some services will prompt for authentication <u>every</u> time, regardless.
 +
*'''Caution!&nbsp; Only approve verification requests that you initiate!'''&nbsp; This is relevant to the "Notify me through app" and "Call my authentication phone" verification options. Imagine an online criminal has your password and is trying to access your account. Once Multi-Factor Authentication has been enabled for your account, this access attempt would generate a login verification request. If you approved this verification request, the criminal would be able to access your account!&nbsp;&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
 
 +
=== How do I set up MFA to access Oracle or Blackbaud? ===
 +
 
 +
Oracle and Blackbaud accounts are provided by the Green Mountain Higher Education Consortium ('''GMHEC) '''rather than Middlebury, and they require a <u>separate</u> MFA setup.
 +
 
 +
If you are off-campus and you already have MFA protection set up for your Middlebury account, you will be prompted to enroll in GMHEC's multi-factor authentication (MFA) if you haven’t done so.&nbsp; See “[http://go.middlebury.edu/gmhecmfaguide/ Enrolling in GMHEC Multi-Factor Authentication]” for information. &nbsp;
 +
 
 +
&nbsp;
 +
 
 +
 
 +
=== Why might I need to change my MFA settings? ===
 +
 
 +
Here are the most common reasons why you might want to change your MFA settings:
 +
 
 +
*Lost cell phone
 +
*New cell phone
 +
*Different default authentication method is desired (text message, phone call, app code, etc.), particularly due to upcoming travel needs.<br/> &nbsp;
 +
 
 +
&nbsp;
 +
 
 +
=== How do I change my MFA settings? ===
 +
 
 +
It's easy to '''adjust '''your multi-factor authentication settings.&nbsp; Here's how:
 +
 
 +
#For your '''Middlebury '''account, visit '''[http://go.middlebury.edu/mfasetup http://go.middlebury.edu/mfasetup]'''.&nbsp;<br/> For your '''GMHEC '''account for use with Oracle, visit the [http://myapps.microsoft.com/gmhec.org GMHEC app panel].
 +
#You will receive a '''Midd''' MFA challenge through your current default method.
 +
#On the ''My Sign-ins,Security Info ''page (shown below)...&nbsp;
 +
#*Your default method for receiving MFA challenges appears right at the top, above the authentication methods you set up previously.
 +
#*You'll see links at right that allow you to '''change''' or '''delete '''most entries you set up previously.&nbsp;
 +
#*If you were using the Microsoft Authenticator app on a device you no longer plan to use (or lost), click '''Delete''' beside the device entry to remove it.&nbsp; Next, click&nbsp; '''+ Add Method''' then go through the ''Authenticator app'' setup steps to set up your new device. 
 +
 
 +
[[File:Changing MFA.png|center|640x305px|Changing MFA.png]]'''''Tips for new/upgrading phones:'''''
 +
 
 +
*Make sure to set your MFA to '''text '''<u>before</u> you switch.&nbsp; This will allow you to answer the first MFA prompt when downloading the Authenticator app onto your new phone.
 +
 
 +
&nbsp;
 +
 
 +
=== Related Pages ===
 +
 
 +
*[https://mediawiki.middlebury.edu/LIS/Microsoft_Authenticator_App Microsoft Authenticator App] -- how to get it and set it up
 +
*[http://go.middlebury.edu/mfamethods MFA Verification Methods]
 +
*[[Multi-Factor_Authentication#How_do_I_set_up_MFA_to_access_Oracle_or_Blackbaud.3F|MFA for GMHEC application access ]]- GMHEC apps (such as Oracle and Blackbaud) have a separate MFA setup
 +
 
 +
&nbsp;
 +
 
 +
=== MFA Setup Guides ===
 +
 
 +
*[http://go.middlebury.edu/mfaguide Middlebury's MFA Setup Guide] (go/mfaguide/)
 +
*[http://go.middlebury.edu/gmhecmfaguide Enrolling in GMHEC's MFA] (go/gmhecmfaguide/)
 +
 
 +
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:MFA]] [[Category:Security]]

Latest revision as of 09:44, 8 October 2020

If you are unfamiliar with the concept of multi-factor authentication (MFA), please visit our overview page to learn the basics first before continuing.

What should I do to prepare for MFA?

Check out our readiness info page for details. You'll learn useful tips to help ensure your Multi-Factor Authentication setup goes smoothly.

 

Should I get the Microsoft Authenticator App?

YES!  Use of this app is the recommended way to work with your MFA account challenges and provides the smoothest experience for travelers.  Visit our MS Authenticator App wiki page to learn how to download the app and get it set up.

 

How do I set up MFA?

ITS enables MFA on new accounts and sends a “Middlebury Multi-Factor Authentication Enrollment” email containing links to Microsoft’s MFA Setup page and our Security Info Quick Setup guide. Follow the instructions presented to set up authentication methods you wish to use with your account.

Important:

  • Any device you wish to configure to use MFA must have a working network connection at the time of setup.
  • By clicking the "Set it up now" button, you are activating Multi-Factor Authentication and you must complete the setup process or you may be unable to access your account, including your email.

 

Which MFA setup method should I choose?

Here are descriptions of the most common scenarios, along with our MFA setup recommendations for each one.  Please visit our MFA verification wiki page for additional details about specific options.

Scenario A:  I have a Smartphone -- and I travel internationally and/or travel in areas without cellular coverage.

  • Choose Microsoft's Authenticator app with a code.

This method is recommended when you have a device that supports Microsoft's Authenticator app and you will be in areas without consistent network access. When presented with an MFA challenge you will need to input the code displayed by the Authenticator app to complete your login.

Network access is NOT required for the MS Authentication app to provide you with a code.

 

Scenario B:  I have a Smartphone -- and I rarely travel in areas without cellular coverage.

  • Choose Microsoft's Authenticator app with notifications.

This method is recommended when you have a device that supports Microsoft's Authenticator app and you will be in areas with consistent network access. When presented with an MFA challenge you will need to click Approve on your device to complete your login. Caution! Only click Approve when you have signed into a service you anticipate will trigger an authentication challenge.

Network access cellular or wifi IS required for the MS Authentication app to provide a notification.

 

Scenario C:  I have a Flip or Feature phone.

  • Choose Phone then specify Call or Text.

This method is recommended when you have a device that doesn’t support the Microsoft Authenticator app. When presented with an MFA challenge you will have to receive a phone call then press #, or else receive an SMS text message then enter the provided code, in order to complete your login.

Travel to areas without cellular coverage is not supported by this method. 

 

How do I use Multi-factor Authentication once I have it set up?

Once you complete your MFA set up, here is what to expect:

When you log in to an MFA-protected service (such as Webmail or Google) there is one additional step. After correctly entering your Middlebury email address and password at the login screen of the service you wish to access, you will be prompted to verify your login request.  This could be in the form of a phone call, text message, or mobile app notification or code, depending on the option you specified during the setup process.

  • For example, if you chose the "Notify me through the app" option, you would enter your Middlebury email address and password at the online service’s login screen, then you would receive a notification from the Microsoft Authenticator app on your mobile device prompting you to “Approve" or “Deny” the login request.

Important notes:

  • During the login process you can click the checkbox to remember my device for 30 days. With this setting enabled, you may not be prompted again for Multi-Factor Authentication from that application on that device for another thirty days.  Please note that some services will prompt for authentication every time, regardless.
  • Caution!  Only approve verification requests that you initiate!  This is relevant to the "Notify me through app" and "Call my authentication phone" verification options. Imagine an online criminal has your password and is trying to access your account. Once Multi-Factor Authentication has been enabled for your account, this access attempt would generate a login verification request. If you approved this verification request, the criminal would be able to access your account!  

 


How do I set up MFA to access Oracle or Blackbaud?

Oracle and Blackbaud accounts are provided by the Green Mountain Higher Education Consortium (GMHEC) rather than Middlebury, and they require a separate MFA setup.

If you are off-campus and you already have MFA protection set up for your Middlebury account, you will be prompted to enroll in GMHEC's multi-factor authentication (MFA) if you haven’t done so.  See “Enrolling in GMHEC Multi-Factor Authentication” for information.  

 


Why might I need to change my MFA settings?

Here are the most common reasons why you might want to change your MFA settings:

  • Lost cell phone
  • New cell phone
  • Different default authentication method is desired (text message, phone call, app code, etc.), particularly due to upcoming travel needs.
     

 

How do I change my MFA settings?

It's easy to adjust your multi-factor authentication settings.  Here's how:

  1. For your Middlebury account, visit http://go.middlebury.edu/mfasetup
    For your GMHEC account for use with Oracle, visit the GMHEC app panel.
  2. You will receive a Midd MFA challenge through your current default method.
  3. On the My Sign-ins,Security Info page (shown below)... 
    • Your default method for receiving MFA challenges appears right at the top, above the authentication methods you set up previously.
    • You'll see links at right that allow you to change or delete most entries you set up previously. 
    • If you were using the Microsoft Authenticator app on a device you no longer plan to use (or lost), click Delete beside the device entry to remove it.  Next, click  + Add Method then go through the Authenticator app setup steps to set up your new device.
Changing MFA.png

Tips for new/upgrading phones:

  • Make sure to set your MFA to text before you switch.  This will allow you to answer the first MFA prompt when downloading the Authenticator app onto your new phone.

 

Related Pages

 

MFA Setup Guides

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