Middlebury

Difference between revisions of "Multi-Factor Authentication"

m
 
(200 intermediate revisions by 8 users not shown)
Line 1: Line 1:
=== What is Multi-Factor Authentication? ===
 
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.
 
  
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? ===
  
 +
'''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.
  
=== How do I prepare for Multi-Factor Authentication? ===
+
 
'''Use the following tips to help ensure that your Multi-Factor Authentication setup goes smoothly.'''
 
  
==== Tip #1: Upgrade to Office 2016 ====
+
=== How do I set up MFA? ===
If you haven’t already, please upgrade to Microsoft Office 2016 on your Windows or Mac computer. '''Middlebury’s Multi-Factor Authentication solution does not work with Office 2010.''' Microsoft Office 2016 currently provides the most seamless Multi-Factor Authentication 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].  
+
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.
  
To '''upgrade to Office 2016 on a personally-owned computer''', please visit [http://go.middlebury.edu/office365 Middlebury's Office 365 portal].
+
'''Important:'''
  
==== Tip #2: Install the Microsoft Authenticator app on your smartphone ====
+
*Any device you wish to configure to use MFA must have a working network connection at the time of setup.  
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.
+
*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.  
*[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]
 
  
 +
 
  
No smartphone? You can still use Multi-Factor Authentication. Contact [mailto:infosec@middlebury.edu?subject=mfa-nophone Middlebury Information Security] for help getting setup.
+
=== Which MFA setup method should I choose? ===
  
==== Tip #3: Install the Microsoft Outlook app on your mobile device(s) ====
+
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.
Consider installing the official Microsoft Outlook app on your smartphone and tablet. The Outlook app includes built-in support for Multi-Factor Authentication. The Outlook app does not require “app passwords”, which will save you a few steps setting up Multi-Factor Authentication. 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]
 
  
 +
'''Scenario A:  I have a Smartphone -- and I travel internationally and/or travel in areas without cellular coverage.'''
  
=== How do I sign up for 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">Choose Microsoft's Authenticator app with a <u>code</u>.</span>
If you would like to sign up for Multi-Factor Authentication, please submit a Web Help Desk ticket requesting that Multi-Factor Authentication 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].
 
  
 +
<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>
  
=== How do I set up 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">Network access is <u>NOT</u> required for the MS Authentication app to provide you with a '''code'''.</span>
Upon completion of your Multi-Factor Authentication 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 Multi-Factor Authentication Setup page]. Follow the instructions included in the link to enable Multi-Factor Authentication for your account.
 
  
Please note that any device that you wish to configure to use MFA must have a working network connection at the time of setup.
+
&nbsp;
  
 +
'''Scenario B:&nbsp; I have a Smartphone -- and I ''rarely ''travel in areas without cellular coverage.'''
  
=== What are the Multi-Factor Authentication verification options? ===
+
*<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>
There are several different options for completing Multi-Factor Authentication verification. Choose the one that makes the most sense for your situation.
 
  
'''Microsoft Authenticator App Verification'''
+
<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>
The Microsoft Authenticator app is the recommended choice for Multi-Factor Authentication verification. You install this app on your mobile device. The Microsoft Authenticator App offers two verification methods, “Push” and “Code”.
 
   
 
* “Push” verification works like this: You enter your Middlebury email address and password at an online service’s login screen and then you receive a push notification to the Microsoft Authenticator app on your mobile device prompting you to “verify “or “deny”  the authentication request.  
 
* “Code” verification works like this: You enter your Middlebury email address and password at an online service’s login screen and then you enter the code displayed in the Microsoft Authenticator app.
 
 
'''SMS Text Message Verification'''
 
Another Multi-Factor Authentication verification option is to have the Multi-Factor Authentication service send a text message to your mobile phone after you enter your Middlebury email address and password at an online service’s login screen. You then enter the code displayed in the text message into the login screen, when prompted.
 
 
'''Voice Call Verification'''
 
Yet another option for Multi-Factor Authentication verification is to have the Multi-Factor Authentication service place an automated call to one of your telephone numbers after you enter your Middlebury email address and password at an online service’s login screen. To verify the authentication request, you simply press the # key. (This option may be preferable for individuals with limited texting plans, no home computer or device, or those who may not have a mobile phone.)
 
  
 +
<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>
  
===  What are App Passwords and when are they required? ===
+
&nbsp;
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.  
+
'''Scenario C:&nbsp; I have a Flip or Feature phone.'''
  
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.
+
*<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>
  
To create an app password in our [https://portal.office.com/Home Office 365 portal]*:
+
<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>
   
 
# 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">Travel to areas without cellular coverage is '''not '''supported by this method.</span>&nbsp;
  
It is recommended that you use one App Password per device.
+
&nbsp;
  
'''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.'''
+
=== 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.&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.
 +
 
 +
*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.&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

Powered by MediaWiki