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.

The migration/upgrade to new Perceptive Content (ImageNow) will start this afternoon (10/5) as planned.
Please log out from ImageNow no later than 4:45pm.

If everything goes well, those of you have the new version already installed on your computers will
be able to log in the new Perceptive Content first thing Monday morning. The new Perceptive has been installed
on at least one computer on each office.

Starting tonight, ImageNow will no longer be accessible for any users. No more sunflowers;)
I have sent appointments on Monday and Tuesday for those users for which we have not installed the new version yet.

Users who only need to view documents will use the new Perceptive Experience web interface. Further instructions
will be sent to all Perceptive users early next week.

We greatly appreciate all your cooperation during this process, and ask you to report any issues to helpdesk@capital.edu

As part of our regular security enhancements, we will be remotely installing a new version of the Symantec Anti-Virus client to all Capital owned desktops/laptops that are on the Windows Operating System. You will be prompted to accept this update from CapIT. You will have the ability to postpone the installation of the new Anti-Virus client, however to ensure you have the latest Anti-Virus protection we recommend that you select the download button and allow the updated client to be installed as soon as possible. Once the installation is completed, a reboot will be required to complete the install process. Again we suggest that you complete this reboot as soon as possible.

If you have additional questions or concerns, please contact the CapIT Helpdesk at 614-236-6508.

 

9/12/18 -1:45 PM Issued Resolved

We are currently experiencing issues with Microsoft Office 365 for Capital users. All email exchanged between our servers and O365 is being queued for later delivery.  Once the problem is fixed the queued email will be delivered, until then:

  • Students will not be able to receive new emails from anyone that is not a Capital Student.
  • O365 is still working and students can email other students and persons external to Capital.
  • Student emailing Faculty and Staff will be delayed.
  • Faculty and Staff users are only affected by this problem in sending email to Students on O365.

Faculty and Staff Emails within Capital’s on-Premise servers can send and receive emails as normal (with the exception of Student O365 emails as noted above). We have a ticket open with Microsoft for this issue, but we have no idea of when they will be able to resolve the issue at this time. We will provide updated information once we have additional information.

 

Issue is currently resolved – future maintenance is pending on these servers

Colleague, WebAdvisor, 25Live and Perceptive Imagining are currently not available and will require maintenance that will extend into the early morning of 6/26/18.

As a continuation of the issues experienced last week on the physical and virtual servers that house 25Live and Perceptive Imagining, CapIT personnel are working with vendors to remedy the issues.

Update 4/19/18:

Most of the SPSS instances have been restored.  (They may remain a couple instructor workstations that have not been configured, due to the availability of the workstation.)

Original post:

During the day on 4/17/18 reports from students in our computer labs indicated that SPSS 19 was no longer functioning.  CapIT discovered that version 19 of SPSS that Capital has been using is no longer supported and that the software could not communicate with the IBM’s host licensing server.  A temporary work around is being developed and will be deployed during the day on Wednesday, (4/18) that should remedy the issue, and keep SPSS v19 working until the end of the Spring term.  During the summer, CapIT will need to implement the latest version of SPSS v24/25.

Faculty and instructors should plan their course content around the SPSS v24/25 for the Fall 2018 term.  For more information and a link the SPSS community, please see the following: https://developer.ibm.com/predictiveanalytics/