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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 for Office365, Webmail
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and Remote Desktop
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for staff
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and Office 365
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and Webmail for students. You only have to set this up once and it will work for all the applications listed.
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Stop!!! Are you on this page because you got a new phone? If you have a new mobile device, it is STRONGLY recommended that you follow the MFA instructions on the new phone before you wipe or otherwise dispose of your old phone. You will need your old phone to authenticate your new phone. If you've lost or had your mobile device stolen, you can sign in using the secondary authentication method you selected when you registered your device for MFA. If you do not have a secondary option, you must contact the RRU Help Desk to clear your settings and provide a temporary code when prompted. |
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MFA requires the Microsoft Authenticator app to be installed on a mobile device or to have an RRU FOB. It is STRONGLY recommended that you follow these instructions on a Computer with your mobile phone or FOB in hand. This will help make the procedure go a lot smoother. If you do not have a mobile device that you can use for this purpose, please contact the RRU Help Desk. |
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. (If Computer Services has directed you to this site, and they are aware you are outside of Canada, you may proceed). Alternatively, if you have a VPN running, this must be connected to a Canadian server before you begin the procedure below.
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Who needs to set up MFA?
Everyone who will access a protected RRU resource.
Not all resources are protected yet, but this changes frequently. We highly recommend that you set up MFA so that you don’t experience an interruption in service.
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You will need to know
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Your Universal Principal Name (UPN) (like b12smith@royalroads.ca)
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your UPN
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Do NOT use your RRU email address to log in. Use your UPN to log in. 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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You will use your usual RRU password (the one you use for Moodle) Not sure what it is because your browser/computer remembers your password? If you already have the |
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an authenticator app installed on your phone, make sure |
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it is the Microsoft Authenticator. There are no ads and no fees to use this app. If you are using the wrong app, this process will not work. |
How to set up MFA preferences
Step 1 for everyone: log into your Microsoft profile
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Step 2 for everyone: view your Security info
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Step 3
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: set up a method/preferences
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We recommend that everyone uses the MS Authenticator app for your 2nd factor.
But employees who come to campus can opt to use a ‘Security key’. If this is you and if you received your security key in internal mail, follow the instructions for how to set up a security key as your 2nd factor, then move on to Step 4 below. Otherwise, go back to the 'What you need to know/do…” section above to request a key.
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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:
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Note:
Do not choose a ‘phone’ option. These be phased out by Microsoft. They will be removed from this options list as soon as we are able to do so without breaking existing setups.
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Step 4 for everyone: ensure your 2nd choice authentication method is not ‘phone’
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While still on the https://myprofile.microsoft.com and while looking at the security Info card (refer to Step1 above if you need help getting back here):
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Step 5 for everyone: delete unnecessary authentication methods (recommended, but optional)
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While signed in to https://myprofile.microsoft.com and while looking at the security card (refer to Step1 above if you need help getting back here):
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Will you have to MFA often?
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No, you won’t always be asked to MFA because:
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Do you have more questions not answered here?
More information can be found on this FAQ page.
Bonus: Back to where you came from?
Everyone - About Office 365 for RRU Staff, Faculty and Students
Students - Webmail access for Students
Staff/Faculty/Associate Faculty -
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/wiki/spaces/ITKNOW/pages/5838261
Staff/Faculty only -
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/wiki/spaces/ITKNOW/pages/5837595 (must login to see this content)