Microsoft Authenticator Setup

Download a PDF version of this setup by clicking HERE

Download a Word Document of this setup by clicking HERE

Prefer to watch a video? Get to step 7 first, then visit this link.

What is factor authentication?

Two-factor authentication (2FA), sometimes referred to as two-step verification or dual-factor authentication, is a security process in which users provide two different authentication factors to verify themselves.

The first factor will primarily be a computer/laptop and the second factor can be your phone, a verbal call or a text message. Two-factor makes it harder for criminals to break into your account. If you only use a password to authenticate and the password is weak or has been exposed elsewhere, it leaves an insecure avenue for attacks or fraudulent entry.

When you require a second form of ID, security is increased because this additional factor isn’t something that’s easy for an attacker to obtain or duplicate.

How does authentication work?

When you sign into your O365 account, you will receive a prompt for ID verification using one of the following authentication methods:

Something you know, typically a password
Something you have, such as a trusted device like a phone
Something you are, such as biometrics like a fingerprint

You can authenticate your second factor several ways, however, we strongly encourage you to use the Microsoft Authenticator App if your phone is able to utilize it. It is the fastest verification option allowing you to just tap approve on your phone and adds an extra layer of security.

The Microsoft Authenticator app will function and generate new codes every 30 seconds even when you don’t have cellular coverage.

Can two factor be hacked?

Although it is possible for two-factor authentication to be hacked, the odds are very low and 2FA is certainly the best practice when it comes to keeping accounts and systems secure.

One way two-factor authentication could be hacked happens through the SMS method or, in other words, the method by which a one-time use code is sent to a user’s phone number via SMS or an automated phone call.

This is why we recommend using the Microsoft Authenticator app because it adds extra security and codes are contained within the app.

There have been stories of hackers tricking mobile phone carriers into transferring someone else’s phone number to their own phone. The hackers contact the carriers pretending to be their victims, requesting a new SIM with the victim’s number. They then have access to any authentication code sent to that phone number. Called SIM swapping, this is probably the most common way of getting around 2FA.

But carriers’ own security processes are improving and even acknowledging those risks, 2FA remains a strong and essential tool in the fight against cyber-attacks and identity fraud.

Pre-Requisite

In order to use multi-factor authentication with your Capital account, you will need to ensure the following pre-requisites are met:

  • You have a phone that can receive SMS texts and/or download the Microsoft Authenticator app
  • Have a computer with Office 2016 (or higher) installed
  • Internet access to complete the setup

What if I don’t own a phone or my phone doesn’t work with the app?

If you don’t have a phone or your phone can’t use the authenticator app, you can use a mobile device like your university iPad. Install the Microsoft Authenticator app on the iPad. You will need to keep the iPad with you at all times to authenticate.

You can also receive verification codes via text or receive a voice call to your cell, home or office line. Instructions on how to set this up can be found HERE.

What other factors can I use to authenticate?

Verification method Description
Phone call Sign into your 0365 account from your computer. A call from Microsoft to your phone asking you to verify that it is you signing in. Press the # key on your phone to complete the verification process.
Text message Sign into your 0365 account from your computer. A text message from Microsoft is sent to a your mobile phone with a 6-digit code. Enter this code to complete the verification process.
Microsoft Authenticator App (Passwordless) Sign into your 0365 account from your computer. Microsoft sends a verification request to your mobile app on your phone asking you to Verify or Approve to complete verification process. This needs to be setup.
Code Generator with Microsoft Authenticator App Sign into your 0365 account from your computer. Microsoft sends a verification request to your mobile app asking for the generated verification code. Code changes every 30 seconds. Use this code to sign into your account.

Getting started

  1. If you will be using the Microsoft Authenticator app, you should download and install the app to your cell or mobile device (iPad) first. Visit the app store for your operating system and download for either Android and iOS devices. Setup instructions can be found HERE. You can also watch a video HERE.
  2. Go to your PC and open this link in your web browser – https://aka.ms/mfasetup. This will prompt you to pick a Microsoft account. Select your Capital email account.                                                         
  3. You will be re-direct to the “Capital Gate” sign in page. Enter your Capital email address or username along with your password and click Sign in.

Follow the instructions in the help document to complete registration of 2FA HERE.

What if I need help?

Contact the IT Help Desk, helpdesk@capital.edu or 614-236-6508. We are here to help if you have questions or a special situation that would require our assistance.

Building Name

Location

Blackmore Library Basement, IT Help Desk
Capital Apartments Basement Lounge
Capital Center 2nd Floor Moe Lounge
College Avenue 1st Floor Lobby

3rd Floor Lobby

Cotterman Hall 1st Floor East Lounge

1st Floor West Lounge

2nd Floor Center Lounge

3rd Floor Center Lounge

Facilities 1st Floor Main Office
Law School 1st Floor Commons Lounge
Lohman Complex Hall Basement Lounge

1st Floor Lobby

1st Floor, Room 101

2nd Floor, Room 202

3rd Floor, Room 303

Public Safety 1st Floor Dispatch Office
Saylor Ackerman Hall Basement Lounge

2nd Floor Lounge

3rd Floor, Rm 318

Triple Lounge

Schaaf Hall 1st Floor Lobby

2nd Floor, Rm 270

2nd Floor, Rm 298

3rd Floor, Rm 370

3rd Floor, Rm 398

Student Union 1st Floor Lobby

1st Floor Denvy Bowman Lounge

1 Main Café’

Mezz Fitness Center

Trinity 3rd Floor Lounge, Rm 320
Troutman Hall 1st Floor Business Lounge

 

Alternatives to Cable TV Services

There are many online streaming service providers, however, here are some of the most common self pay services.

Self Pay Service Providers Cost Per Month*
Sling TV:

Sports, news, and entertainment with 30+ channels, 80k+ shows and movies on-demand.

Two channel line up options available: Orange and Blue for $35 each. No current student discount available. For more information, go to: SlingTV
Amazon Prime Student:

Access Amazon’s streaming catalog of TV shows, movies, free unlimited photo storage with Prime Photo, and two-day Prime shipping. Electronic textbook rentals, Amazon music unlimited and Kindle unlimited at a low additional cost.

Six-month free subscription with the option to cancel anytime. $6.49/month after six-month trial as long as you are a student. Go to AMAZON for more information.
Hulu Student Discount:

Full access to Hulu’s original streaming library of movies, kid’s shows, and TV shows. This subscription is ad-supported. Also includes Spotify premium service.

Hulu’s standalone plan is $1.99/month if you are a student. This subscription rate cannot be combined with the Disney Bundle (Hulu, Disney+ and ESPN). More info here: https://www.hulu.com/student
Disney Plus and Disney Bundle:

Unlike other streaming services, Disney Plus does not offer student discounts or free trials.  Students can subscribe to either Disney+ only or take advantage of the Disney bundle which includes Hulu, ESPN and Disney+.

The Disney+ standalone plan is $7.99/month and the Disney Plus bundle is available for $13.99/month. More info here:  https://www.disneyplus.com/welcome
Paramount Student Discount:

Watch everything from live-streamed sports to hit shows from MTV, Comedy Central, CBS news and more. This subscription applies only to their limited commercial plan, similar to Hulu.

Students can get 25% off Paramount’s regular monthly subscription plan of $4.99/month. Go to PARAMOUNT for more info.
YouTube Premium Student Discount:

Students can get ad-free unlimited videos and music with a YouTube Premium subscription.

The student plan is $6.99/month with a free 1-month trial. More info here:  https://www.youtube.com/premium/student
*Please Note: Changes in services and pricing can occur at any time at the service provider’s discretion and without notice.

There are many FREE online streaming service providers, however, here are some of the most common services.

FREE Service Providers
Sling TV Free:

Free live TV and on demand content

Visit: https://www.sling.com/deals/sling-free or https://www.sling.com/supported-devices/sling-free for info on supported devices.
AppleTV+:

Access to Apple’s original catalog of TV shows, movies, series, documentaries, and comedies

Free subscription with your new university issued iPad device.
Peacock TV:

Free TV, movies, TV series, news and on demand content

Visit www.peacocktv.com for more details. Registration may be required.
Roku Channel:

Free live TV, movies, TV series and on demand content

Visit: https://therokuchannel.roku.com for more details. Registration may be required.
Crackle:

Free movies, TV series and on demand content

Visit: https://www.crackle.com/ for more details. Registration may be required.
Pluto TV:

Free live TV, movies and on demand content

Visit: https://pluto.tv/en/live-tv/pluto-tv-crime-movies for details. Registration may be required.
Tubi:

Free TV, movies and on demand content

Visit: https://tubitv.com/home for more details. Registration may be required.
Plex:

Free live TV, movies and on demand content

Visit: https://www.plex.tv/ for more details. Registration may be required.
IMDbTV:

Free movies, TV series and on demand content

Visit: https://www.imdb.com/tv/ for more details. Registration may be required.

Questions, inquiries and concerns about cable services should be directed to the IT Helpdesk via email helpdesk@capital.edu.

Modification of Cable TV Services

In response to changing student and university needs, Capital University will be modifying its standard cable TV services on the Bexley campus. Cable services provided by Spectrum, will be discontinued in residence hall rooms, academic spaces and Trinity North apartments beginning Fall semester 2021.

New cable service and programming will be designated to community areas in residence halls and key academic spaces on campus to provide programming that fosters community building, student success and enhance the student experience. Programming will be revised as the technology and educational needs change.

Why is this Happening?

The decision to discontinue cable services was based on multiple factors:

• Increased investment in network infrastructure, wireless technology, and increased bandwidth service on all campuses.

• A survey of our residential students overwhelmingly indicated they do not watch traditional cable TV services from Spectrum. The majority watched TV programming using an online service provider such as Hulu or Netflix.

• Decreasing cable TV usage within the educational setting and increasing cable costs were not financially beneficial to meet the needs or demands.

Alternatives to Cable TV Services

If you are a student, you can take advantage of all the student discounts and subscriptions available by registering with your “.edu” email address.

Most streaming service providers will let you stream for free for the first few months, and you will be eligible for a student discount after your free trial ends. Many will also offer ad-free viewing, unlimited access to exclusive content, and partnerships with popular music libraries like Spotify. Additionally, there are some streaming services available for free.

Click HERE for a list of common online streaming services and content available.

What Streaming Devices Can I Use?

Streaming services will work on majority of mobile devices, such as iPads, Firesticks, Roku, laptops, tablets, smart TVs, gaming devices and cellular phones.

Ensure that you connect your device to the Capital network correctly to benefit from these services. Instructions for connecting your device to the network can be found HERE.

Where Can I View Cable TV Programming?

Cable TV services and programming can be viewed in residence halls common areas and designated academic buildings across the Bexley campus. Click HERE for a complete list of locations.

What is the New Channel Line Up?

Spectrum has provided Capital with cable programming that includes a variety of channel favorites such as the Big Ten Network, TLC, BET, The Food Network and CNN just to name a few.  A complete channel line up list can be view HERE.

Where Can I Get Help?

Questions, inquiries and concerns about cable services should be directed to the IT Help Desk, helpdesk@capital.edu.

What is Two Factor (2FA)?

Two-Factor Authentication (2FA) is used to strengthen ​the security of user accounts and University business systems that hold sensitive information. It adds another layer of online protection from damaging cyber criminal attacks that cost organizations millions.

As part of this initiative, effective July 12th, 2021, all Windows PC Users will be required to use 2FA when accessing University business systems and resources via VPN (virtual private network). Macintosh Users are currently using 2FA.

Why Two Factor?

We are all used to having one layer of security to protect our account which is our password, however, passwords aren’t enough to protect the University or you against cyber criminals who desire to gain access to resources using compromised credentials.

The goal of 2FA is to provide a higher degree of identity assurance of a user accessing University resources via VPN.  If cyber criminals obtain your username and password, they will still need access to your phone and/or a passcode to get into your account.

Having a second form of identification greatly decreases the chance of a criminal gaining access to devices, sensitive information, fraud and will build secure online relationships due to compromised credentials.

How Does 2FA Work?

You will need to download and install the Microsoft Authenticator App on your phone and configure it to work with your work PC. Detailed step by step instructions can be found below.

Once configured, you will need to use 2FA any time you log into the University’s VPN. You will need to enter your Capital username and password as well as authenticate through your phone. You will be required to use two different sources (factors) to verify your identity:

  • Something you know:  your Capital credentials (username and/or password), and
  • Something you have:  a phone and/or passcode

What If I Don’t Own a Cell Phone?

Please contact the IT Helpdesk, helpdesk@capital.edu or 614-236-6508 to have a ticket created and assigned to our network team. We will work with you directly for a resolution.

Can I Use VPN on my iPad or Other Mobile Device?

At this time, we are only recommending 2FA for your work PC. We will notify you once we are ready to roll out and support 2FA for mobile devices and the iPad.

Need Help? Have A Question or Concern?

If you have questions, concerns or need technical assistance, please contact the IT Helpdesk, helpdesk@capital.edu or 614-236-6508.

===========================================

If you would like to download a PDF copy of these instructions so that you can click on the embedded links in the documentation, please click here.

Microsoft Authenticator Setup

Cloud-based Microsoft applications, including Microsoft Teams, O365 Outlook, Exchange, SharePoint, OneDrive and Azure, went down across the U.S. yesterday.

Users of these services, reported they were unable to login and were presented with a “transient error” message informing them there was a problem signing them in.  These issues appear to have started at around 5:30 p.m. ET, with services not returning to normal for many until 10 p.m. ET.

Two hours after rerouting traffic to “alternative infrastructure,” Microsoft reported improvements in multiple services, however, some of you may still experience sluggishness and degrading service while accessing the 0365 Suite.

The latest update from Microsoft as of 9:25 a.m. reported issues with authentication for its cloud services. The original outage had affected services worldwide, however, as of this morning, it has been isolated to mainly North America and Canada.

The Capital University Department of IT will continue to monitor this situation and update the IT Status Page as we get updated information from Microsoft.

Questions, inquiries or concerns can be directed to the IT Helpdesk, helpdesk@capital.edu or 614-236-6508.

================================================================

Below is the original status update from Microsoft Corporation:

Some users may experience degraded performance while accessing Microsoft 365 services

MO223049, Microsoft 365 suite, Last updated: September 29, 2020 3:15 PM

Start time: September 29, 2020 8:05 AM, End time: September 29, 2020 3:15 PM

Status

False positive

User impact

The investigation is complete and we’ve determined the service is healthy. A service incident did not actually occur.

===============================================================

Title: Some users may experience degraded performance while accessing Microsoft 365 services

User Impact: The investigation is complete and we’ve determined the service is healthy. A service incident did not actually occur.

Final Status: The investigation is complete and we’ve determined the service is healthy. A service incident did not actually occur. This communication will expire in 24 hours.

Current status: Our initial analysis into network infrastructure and components which facilitate admin portal access indicate that the service is healthy. We’re continuing to review service diagnostics to identity impact.

Scope of impact: At this time, initial indications suggest that impact is limited to North America and Canada.

Next update by: Tuesday, September 29, 2020, 3:00 PM (7:00 PM UTC)

=================================================================

Potential issue with Microsoft 365

MO223049, Microsoft 365 suite, Last updated: September 29, 2020 8:37 AM

Start time: September 29, 2020 8:05 AM

Status

Investigating

User impact

Users may be unable to access or experience degraded performance while accessing Microsoft 365 services.

 

 

 

The following document includes detailed instructions on how to import and install a resource mailbox .PST file for those who have a Windows operating system.  Before you begin this process, you must obtain your resource mailbox .PST file from the department of information technology (IT) by sending your request to helpdesk@capital.edu.

Provide the name of your resource mailbox; your department name and who will be the primary administrator for your resource mailbox.  IT will contact you back with a secured location where you can obtain your resource mailbox .PST file.

Once you have your file, you can proceed with implementing the install process utilizing this help document:  Importing a Resource Mailbox For Windows

If at any time you need help with this install process, please feel free to contact the IT Help-desk, helpdesk@capital.edu or 614-236-6508 for further assistance.

Changing Your Voicemail Greeting in Skype For Business (Windows)

Changing and personalizing your office telephone voicemail message with Skype for Business is simple and easy. The instructions below are for Windows operating systems with Skype for Business.

  • Open up your Skype for Business client on your computer

  • Click on the dial pad/phone icon tab and select the voice mail option drop down button (your voicemail messages are also shown at the bottom of the phone panel)

  • Select change greeting from the drop down button

  • Follow the prompts from the voice mail system to change your personal voicemail greeting. You will be recording your message utilizing your PC speakers or mic.

====================================================

Changing Your Voicemail Greeting in Skype For Business (Mac)

Changing and personalizing your office telephone voicemail message with Skype for Business is simple and easy. The instructions below are for Mac operating systems with Skype for Business.

  • Open up your Skype for Business client on your computer
  • In the Mac menu bar, select the Skype for Business, then select Preferences
  • Select Calls

  • Select Change Voicemail Greeting

  • Follow the prompts from the voice mail system to change your personal voicemail greeting. You will be recording your message utilizing your PC

 

 

Voicemail Services for Faculty and Staff

The campus voicemail system has moved from on-premises to the cloud which will be compatible with the new O365 email system!

Faculty and staff will begin receiving voicemail messages to their O365 email accounts starting this week. Inbound callers for individual employees will hear a standard telephone greeting utilizing their name. Inbound callers for resource mailboxes will hear a greeting utilizing the name of the resource box (ex: Admissions, Registrar, etc.).

Additionally, faculty and staff may receive an email message this week from the voicemail system with a new voicemail PIN and a voice mail access number.  The voice mail access number was used previously with the on-premises system so that you could dial in and perform tasks such as creating your personalized voicemail message or changing your PIN.

The voice mail access number will not work if you call it at this time. Additionally, the voicemail PIN will not be needed with the new voicemail cloud based solution as there are various ways now to access and personalize your voice mail account.

IT will be sending out more information shortly about the cloud based voicemail account options available to faculty and staff.

IT will work with any departments in setting up a front desk or main resource voicemail box if needed. Requests for assistance, questions or inquiries can be directed to helpdesk@capital.edu.