Multi-Factor Authentication: One Time set up

Multi-factor authentication (MFA) is a security method for your Diocesan email account that helps you verify that you are indeed the person who is logging into your account. By setting up MFA, you are adding an extra layer of security to your Diocesan email account sign in process.

Before Office of Information Systems enables MFA for Diocesan email services, please ensure you have a means to receive the verification code. You will need either a mobile phone that can receive calls or SMS text, a desk phone, or Authenticator App on mobile devices. It is very important to remember that you will be asked to re-authenticate with MFA from time to time when accessing your diocesan email services. So, it is critical that you have your second verification method device nearby when this happens. The cell phone is the ideal device for this purpose.

You will need to follow the steps below to complete set up for MFA on your account. It is very important that once you start this process, that you complete it all the way through to the end. Failure to do so might leave your account in a state where you cannot access it and you will need to contact the Diocesan Help Desk for assistance.

 

Multi-Factor Authentication (MFA): First Time Setup using Microsoft Authenticator App (Skip to instructions for MFA Setup with phone if you wish to use phone/text instead of Authenticator App)

1. Go to following link: https://aka.ms/mfasetup and sign in using your Diocesan email and Diocesan password. After you choose to sign in, you will be prompted for more information. Click next to set up your account.

2. Choose next and follow the steps below. Select your default authentication method. There are three options: Authenticator App on mobile devices, cell phone and office phone. The Microsoft Authenticator App is the recommended verification method by the Office of Information Systems. Therefore, it is easier to download authenticator app on your cell phone or mobile device prior to MFA set up. Please use the following link for instructions to download the MS authenticator app or go to https://www.microsoft.com/en-us/security/mobile-authenticator-app . After downloading the Authenticator app, please use the following instructions step by step to complete the process. 

Note: You will also need to Scan the QR Code app or be able to scan the QR code using your camera app on mobile devices.

3. Open Authenticator App on your mobile device and click Plus(+) in upper-right area and choose Work or school account. Select scan a QR code on screen to connect your Diocesan account. Follow the instructions on your Authenticator App to approve the sign in.

4. After MFA setup, you will receive a verification code whenever you log in to Diocesan Email services other than your work PC.

Multi-Factor Authentication (MFA): First-Time Setup using Phone Call or Text

1. Go to following link: https://aka.ms/mfasetup  and sign in using your Diocesan email and Diocesan password. After you choose to sign in, you will be prompted for more information. Click next to set up your account.

2. Click the "I want to set up a different method" link on the screen and select Phone from the drop-down menu on the next screen. The phone you are using should be accessible when setting up this method. Please ensure that you can answer a phone call or respond to a text to verify this setup method.

3. On the next screen, enter the phone number you will use to authenticate your account. You can set up your cell phone to receive text and your office phone/landline to receive calls.

4. Click next and verify your authentication method when you receive a text or phone call, depending on your selection in step 3.

Note: You will need to use this authentication method to sign in to your email account other than from your work computer.

Frequently Asked Questions about MFA

1. What is Multi-Factor Authentication?

Multi-Factor Authentication (MFA), sometimes used interchangeably with Two-Factor Authentication (2FA), uses an additional layer of security when you log in to a service outside the Diocese of Metuchen network. MFA relies on two forms of authentication: your standard Diocesan email service password and a second authentication method chosen during the initial setup. The second item is typically something you have with or near you: your cell phone receiving text messages (the most common method), your office phone, or an authenticator application on your mobile device.

2. When is MFA Used?

At this time, MFA is only required when logging into Diocesan Microsoft 365 services, including Email, from outside of St. John Neumann Pastoral Center. In the future, if additional Diocesan services require MFA, the Office of Information Systems will communicate the new requirements.

3. Which of the MFA verification options are available?

The following is a list of methods that can be used for this second type of verification:

• Text messages
• Mobile App notification
• Verification calls on your Office Phone/Land Line

Verification Method	Description
Text Message	A text message is sent to your mobile phone with 6 digit code. Enter this code to complete the verification process
Microsoft Authenticator App	A verification request is sent to your mobile phone asking you to complete verification by selecting verify/approve from the app. This occurs if app notification is the primary verification method chosen during MFA Setup.
Verification code with Authenticator App	The mobile app on your device generates a verification code. This occurs if you select a verification code as your primary verification method.
Call on your office/landline.	You will receive a phone call from Microsoft asking you to press the pound (#) sign on your office phone to verify your identity.

4. Who is currently enrolled in MFA?

Anyone using Diocesan Microsoft 365 services, including Email, is being on-boarded to use MFA beginning 01/25/2023. You will receive an email with additional information from the Office of Information Systems.

5. Why do we require MFA?

We are required to use MFA by new Microsoft security guidelines. Our systems are under constant attack from perpetrators. The most common attacks are passwords related, where perpetrators send thousands of logins using usernames and passwords harvested from the web to phishing attacks, where they attempt to get your username and password. MFA will ensure that these attacks will not happen using the verification method.

6. How often do I have to re-authenticate?

When you authenticate using MFA, there is an option that can be checked for it to last 14 days. This setting is per device, application, and web browser.

7. Which authentication method is recommended by the Office of Information Systems?

• Office of Information Systems recommends downloading the Microsoft Authenticator App and choosing the mobile app method for the following reasons:
• While it takes a bit longer to set up, it is the fastest verification option when logging in to your email account
• The app allows you to tap your screen to approve the login request from your phone.

The mobile app is also available even when you don't have cellular coverage using the code generated within the app every 30 seconds. SMS authentication codes received via text messages expire after 3 minutes. You should be ready to enter the code when you receive it or be prepared to log in again and receive another code via text.