Multi-Factor Authentication (MFA)

Overview

Multi-factor authentication or MFA is a security measure which helps protect your Microsoft Office365 account. MFA creates layered protection requiring users to sign in using more than one method, which helps keep RCTC systems secure and helps prevent cyber criminals from gaining access to your personal information.

 Users

Students, Employees

 Environment

Microsoft 365, E-mail, smart phone

 Details

1) Install the Microsoft Authenticator App on smart phone.

The most secure option is to configure "Microsoft Authenticator" on your smart phone. Once configured, it will give you a verification number to enter on your phone when logging into Office 365.

  1. Microsoft Authenticator Android phone App
  2. Microsoft Authenticator iOS iPhone App

2) Configure Options for the Microsoft Authenticator app by going to https://aka.ms/mfasetup on a device which isn't your smart phone. (See following screen shots.)
 

You will see the typical Sign In screen. Enter your MinnState username/email:

You will see the typical Sign In screen. Enter your MinnState login username:

Enter your Star ID Password:

Enter your Star ID Password:

Keep your account secure, continue to follow the prompts. Select "Next":

Keep your account secure, continue to follow the prompts. Select "Next":

If you have not already installed the Microsoft Authenticator app in step one, install the app from one of the app stores. Then select "Next":

If you have not already installed the Microsoft Authenticator app in step one, install the app from one of the app stores. Then select "Next":

Set up your account in the authenticator app on your smart phone. When finished, select "Next".

Set up your account in the authenticator app on your smart phone. When finished, select "Next".

Scan the QR code with your phone:

Scan the QR code with your phone:

With the authenticator added, you can use Microsoft Authenticator to approve sign-ins:

With the authenticator added, you can use Microsoft Authenticator to approve sign-ins:

 

Result: Multi-factor Authentication (MFA) will be set up and you will be prompted to approve authentication upon login to Microsoft 365. Enter the number presented on the screen into the Microsoft Authenticator app on your phone.

Authenticator code to enter into the login screen

 

 More Information

Frequently Asked Questions

What if I don't have a smart phone? Using a personal smart phone definitely makes multi-factor authentication more convenient. If you don't have a smart phone, please submit a ticket and we'll help..

I think I broke my Multi-Factor Authentication (MFA)! What do I do? Please submit a ticket and we'll help or call our helpdesk at 507-536-5555. They'll be able to help resolve the issue.

I just enabled MFA, or had it reset, and I'm getting lots of notifications. Is something wrong? The first day you'll be prompted often, as all of the Office365 services tied to your device will need to sign back in.

Didn't I already enable MFA? Other Minnesota State campuses have already completed their MFA projects. If you've enabled MFA with another Minnesota State campus you won't need to do it again.

What if I change  get a new smart phone? If you get a new smart phone, you will need to set up the Microsoft Authenticator app on the new device. In some cases, an MFA reset may be required before you can complete the setup. If you need assistance, please contact the Technology Support Center (TSC).

How often will I be prompted to do MFA? If you're using the same device you'll be prompted to do MFA authentication infrequently. When you sign into a new device, or clear your browser cookies, you'll be prompted for MFA authentication.

What if I get an authenticator app alert and I haven't logged in? Do NOT allow this sign-in attempt! This likely means someone is trying to access your account, and it isn't you. Please submit a ticket and report it to the Technology Support Center (TSC).

Does the Microsoft Authenticator app share private data? The app only receives codes relating to MFA. There is no private data being sent back to Microsoft or Minnesota State when using the app.

I'm a Minnesota State employee and I'm concerned about Minnesota State policy 5.22.2 Cellular and Other Mobile Computing Devices. Does enrollment in MFA on my personal mobile phone expose my personal data? No, installing the Microsoft Authenticator app does not cause your device to share potentially private data, so this policy would not apply.​

Planning International Travel? If you are traveling outside the United States and need access to your RCTC email or other college systems, please ensure that your Microsoft Authenticator app is set up and working before you leave. The Microsoft Authenticator app is the recommended method for Multifactor Authentication (MFA) and helps ensure you can securely access your accounts while traveling. If you have not yet set up the app or need assistance, please visit the Technology Support Center (TSC) before your trip. Setting up the Microsoft Authenticator app in advance can help prevent sign-in issues and ensure uninterrupted access to college resources while away. Applies to: RCTC employees and students.