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Purpose

The Christian Brothers University ITS team is implementing Multi-Factor Authentication to provide reliable security for all faculty and staff working at CBU. This is to offset increasing the increasing risk of phishing attempts and fraudulent activity in our increasingly digital environment.

Impact

Multi-Factor Authentication (MFA) will require users to provide a secondary validation (by your chosen authorization method) before logging into Office365. Please note that at this time the only application that will require MFA authentication is Office365.

Initial Set-up Process (Windows/Mac)

Once MFA is enabled, upon your initial login to Office 365 you will be prompted “More Information is Required” to setup an Authentication method for MFA. Continue past this screen by clicking “Next” to proceed to the device setup screen.

You will be greeted with the following prompt:

Choose the dual Authentication methods you wish to use and how you would like to be contacted:

Authentication by Phone – Call or Text
We highly suggest the use of an alternate phone number or authentication application over the use of an office phone line or physical key.

Mobile app – Notification or Verification Code in app

  • If using the Application, you will be prompted to download the Microsoft Authenticator app from their respective app store.
  • After downloading the app, you will be asked to add their CBU work/school account and scan the QR image on the screen or enter the given code for activation.
  • The Authenticator App should now be setup on your device and show the cbu.edu email listed.
    • Note: The Authenticator app supports biometrics so a fingerprint scan or PIN may be necessary to move past this prompt if enabled on your device.

If you choose the Authentication by Phone, you will receive a text or a call at the number you chose when asked for approval. You may enter this code on screen at the time it is generated to ensure access.

If you choose the Authentication App, you will be given the option to approve using a notification or code (the code will be generated by the app).

Following the approval process, you will be prompted to add a phone number as a backup method. You may see a screen that looks like the one below. Add the information requested and continue by clicking “Next.”

You may now continue by clicking “Next” and it will bring you to your saved information (Office 365). You will be prompted to use MFA to sign into these applications from this point moving forward.

  • In the event you do not have your device available, a secondary method of authentication by email is required. If not prompted by the initial MFA set-up process, this will require a manual entry of email as an authentication method.
    • To add or edit the authentication methods on the account, you must log into the O365 account at office.outlook.com and select your initials in the top right corner of the window to see the appropriate drop-down menu.
    • Select “View Account” from the drop-down menu.
    • Under the Security Info section select “Update Info”
    • From this screen you can add/remove/edit your MFA authentication devices. Choose “Add Method” and select Email to add a personal email as an authentication method (not CBU email).

If you have any issues with this process or questions about MFA, please contact the CBU ITS Help Desk at help@cbu.edu or (901) 321-4438.

Additional Set-up Options

If you are using Outlook, MacMail app, or Microsoft Office it will not permit you to use a phone to secure your account after the setup of MFA. In the case of these applications, you will be required to use a Microsoft generated “app password” which is listed in the last step of the MFA setup.

Following the implementation of MFA, the application (Outlook, MacMail, or Microsoft Office) will prompt for a password. Please note, in this instance your regular CBU email password will not be valid, and you must use the app password generated from the MFA setup.

Additionally, if you are using an alias for your email, be sure that you replace the alias with your original CBU issued email prior to attempting sign-in, as it may not accept the password under a given alias.

Additional iOS Mail App Troubleshooting

In some instances, the iOS default Mail app on Apple iPhones may not initially accept either the app password or standard password during activation of MFA. This will result in a constant prompt for the password from the Exchange server regardless of a valid entry.

If this problem occurs, it will be necessary to remove the account and re-add the Exchange account on the device. The steps for removing an email account on the iPhone (iPhone 6 or newer) are as follows:

  1. Access Settings > Mail > Accounts
    1. Note: If “Accounts” is not listed under Mail it may be under Settings > Passwords and Accounts
    2. Tap Accounts and Select the Email account (CBU Email account in this case)
  2. Tab Delete Account and Confirm Deletion of account
  3. Add Exchange account back by pressing “Add Account” > “Exchange” and entering in the CBU email information.

By reactivating the account on the device with MFA enabled it will automatically enforce MFA if already setup, otherwise it will provide a browser prompt (listed in the instructions above) and the standard MFA set-up process will apply.

If you run into any further issues during the MFA setup process, please reach out to ITS Help Desk at help@cbu.edu or by phone at (901) 321-4338.