Introduction
Multi-factor Authentication (MFA) is an authentication method that requires you to provide two or more verification factors to gain access to a resource. Organizations such as banks, credit card companies, and governments all around the world use MFA to secure digital assets, information and user identities to protect customer/user credentials from unauthorized use.
Royal Roads University has adopted Microsoft 365 MFA.
You MUST be in Canada when setting up MFA. If you are not in Canada, please contact the RRU Help Desk before you try to setup MFA.
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Who needs to set up MFA?
Everyone who will access a protected RRU resource.
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Note: The UPN is often referred to as the Microsoft username, Office 365 username, RRU longform username, and perhaps others. Regardless of how people refer to it, it’s your Moodle username with ‘@royalroads.ca’ added, like b12smith@royalroads.ca)
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Note: There are some scenarios where you need to use a Security key instead of using the MS Authenticator app. These are USB keys that you carry around with you. You must have it to 2nd factor authenticate when required. There is no workaround that can be implemented at the Helpdesk if you don’t have your Security Key. If you chose this, you will have filled out a form asking us to send you a USB key. Wait for it to arrive via internal mail before you continue. |
How to set up MFA preferences
Step 1 for everyone: log into your Microsoft profile
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Go On a computer, please go to http://myprofile.microsoft.comThe prompt You might go straight into your Microsoft Profile without any login requirement. If so, just proceed to the next step. Otherwise, the prompt will asks for an email address but don’t enter that.  Enter your password and click the Sign in button  You might go straight into your Microsoft Profile without any login requirement. If so, just proceed to the next step. |
Step 2 for everyone: view your Security info
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Once you have signed in, on your computer, you’ll see a screen similar to this. Click the UPDATE INFO link on the Security info card.  If this is your first time here, your default security method is “Password”, as shown below:  If you’ve set up MFA previously, you may have a different default and you may have additional sign in methods showing here next to ‘Password’. |
Step 3 for everyone: set up a
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method/preferences
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To set up the MS Authenticator app as your 2nd method, on your computer: Watch this 3 minute video and/or follow the instructions below it:
Finally, click Add. 
You’ll On your computer you’ll be prompted to get the Microsoft Authenticator app. If you installed the app earlieralready, click Next. 
The app is downloaded. You’ve clicked next. It’s time to set up your MS Authenticator app account (blue instructions below) before you hit next: 
You should now see the “Set up your account” screen. Please do the following on your phone before you hit next:
Now hit Next on your computer Please note that it is very important that you allow notifications from the Authenticator. So if prompted you must click “Allow” Continue following instructions:  In the Authenticator app, click the + or click Add account. Choose Work or school account. Select Scan QR Code. On your computer screen you should now see a QR code similar to the window below: Hold your phone up to view the QR code. It will take only a minute for the set up to complete and when it does, you should see your account showing in the MS Authenticator app on your phone.
Back on your computer Microsoft Profile, click Next. Your account will test the app. A number will be displayed on your computer. Enter it into your Authenticator app on your phone and click Yes to confirm it is you. Back on your computer you should see a confirmation it was approved in your Microsoft profile, click Next And On you computer, your updated security information should look like this, with the Microsoft Authenticator app showing as your second sign-in method:  Close the browser window if your only sign-in methods are password and either MS Authenticator or Security Key. If you have “phone call” as another sign-in method, you’ll need to delete that using the optional instructions in step 4. When you next access a resource from RRU, you may be prompted to authenticate using the app. Follow the instructions when required.
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