Multi-Factor Authentication

Owned by STAGGS, JOSHUA W. (Deactivated)
Last updated: Mar 09, 2023 by Kimberly Lyons
11 min read

Multi-factor authentication (MFA) involves something you know (your username and password) and something you have (your phone). After you set up your multi-factor authentication, you will continue to use the same username and password, but you will also be prompted to provide an additional verification that you are currently trying to sign in. This extra layer of security prevents anyone but you from logging in to your account, even if they know your password.  A common example would be a verification code sent via text to your cell phone when you try to log on, which you then have to enter before access is granted.

Information:

Is MFA Required?

To protect student and employee data, MFA is mandatory for all faculty, staff, and work-study employees to access all OTC systems when outside of the College’s computer network.  These services include, but are not limited to, myOTC, email, Canvas, Zoom, and Microsoft Teams.

In addition, any employee who is accessing their OTC email on an OTC computer via a web browser (https://outlook.office.com or via MyOTC) will be required to use MFA, either via a text message or the Microsoft Authenticator Application.  

Note: You will not be required to use MFA if you are using the Outlook desktop application on an OTC computer. You will also not be required to use MFA for any other service, such as Canvas, while on an OTC computer at this time.

If multi-factor authentication has been turned on for you and you have not yet set up your preferred method of authentication, you may get an error message when trying to sign into an OTC system that utilizes single sign-on (SSO).

Device Overview

 

Smartphone

Cell Phone

Landline

Tablet

Hardware Token

 

Smartphone

Cell Phone

Landline

Tablet

Hardware Token

Push notifications via Microsoft Authenticator App

X

 

 

X

 

Text Message (SMS)

X

X

 

 

 

Phone Call

X

X

X

 

 

Verification code

X

 

 

X

X

  • Smartphone:  Using a smartphone with the Microsoft Authenticator app lets you use MFA in four different ways.  You can receive:

    1. Push Notification – An automatic notification is sent to your phone

    2. Text Message (SMS) – A passcode is sent via SMS text.

    3. Phone calls – Your phone is automatically called.

    4. Verification codes – The app can generate a verification code.

      No cell reception or WiFi?  Once installed, the Microsoft Authenticator app can generate a verification code without requiring a cell signal or the internet.

  • Cell Phone: Can be called as a phone or used to receive SMS text message.

  • Landline: A telephone call to any landline phone will prompt for approval or denial of the log-on attempt.

  • Tablet: Enroll your table to receive either push notifications or verification codes via the Microsoft Authenticator app.

  • Hardware Token: A small lightweight keyfob that can be attached to your key chain. Pressing the button on the keyfob will generate a verification for you to use with MFA. Tokens can be obtained by contacting the Help Desk.

Note: The Microsoft Authenticator App or SMS are the recommended methods.​

If your primary method of verification is a phone call to a landline, this will make it difficult to use your primary method of verification in multiple locations.

Instructions:

You will need a computer, your smartphone or tablet, and your OTC username and password.

  1. Install the Microsoft Authenticator app onto your smartphone  

    • Android or iOS

    • Or search for Microsoft Authenticator in your smartphone’s application store and install it. 

  2. Go to: http://aka.ms/mfasetup

  3. When prompted, enter your OTC email address.

     

  4. This will redirect you to an OTC sign-in page. Sign in with your OTC user name and password.

     

  5. This will direct you to a screen that says "More information required." Click Next.

     

  6. By default, the Microsoft Authenticator app is suggested. Since this should already be installed on your device, click Next to continue. (If it is not installed, install the app as directed above, and then click Next.)

  7. This will bring you to this screen (below), which directs you to set up your account in your new phone app.

     

  8. On your smartphone or tablet, open the Microsoft Authenticator app.

    • Note: When the app is first installed, the following screen may appear. It is important that you click Skip in the upper-right corner before proceeding to avoid problems/confusion.

       

  9. Click through the prompts until you are able to click Get Started.

  10. Click OK on the Data Privacy prompt, and we recommend clicking OK or Allow on any other prompts.

  11. Select Add Account.

     

  12. As instructed on your computer screen, select Work or school account.

     

  13. Click Next on your computer screen. This should display a QR code. Scan the QR code with your smartphone or tablet, then click Next on the computer.

     

  14. This will send you a prompt on your device. Click Approve.

     

  15. If all went well, you should see a screen that says "Success!" Click Done.

     

It is highly recommended that you have multiple devices configured for MFA.  The more devices you use, the less likely you are to get locked out. 

This method supports receiving SMS text messages for MFA verification or a phone call as a backup method.  These directions assume a cellular network connection to receive the SMS texts.

You will need a computer, the phone you will use when logging in, and your OTC username and password.

  1. Go to: http://aka.ms/mfasetup

  2. When prompted, enter your OTC email address.

     

  3. This will redirect you to an OTC sign-in page. Sign in with your OTC user name and password.

     

  4. This will direct you to a screen which says "More information required." Click Next.

     

  5. By default, the Microsoft Authenticator app is suggested. Click I want to set up a different method.

     

  6. Select Phone

     

  7. Enter your 10-digit phone number, and select whether you would like them to text or call, then click Next. (Note: You do not have to enter a 1 at the beginning of your phone number - this is applied automatically for you.)

     

  8. Select the Text me a code radio button and click Next.

  9. Enter the code you are given via text.

     

  10. You will receive a message that it was verified. Click Next.

     

  11. If all went well, you should see a screen that says "Success!" Click Done.

This method supports receiving a phone call for MFA verification.  This method supports any smartphone, basic cell phone, or landline.

You will need a computer, the phone you will use when logging in, and your OTC username and password.

  1. Go to: http://aka.ms/mfasetup

  2. When prompted, enter your OTC email address.

     

  3. This will redirect you to an OTC sign-in page. Sign in with your OTC username and password.

     

  4. This will direct you to a screen that says "More information required." Click Next.

     

  5. By default, the Microsoft Authenticator app is suggested. Click I want to set up a different method.

     

  6. Select Phone

     

  7. Enter your 10-digit phone number, select Call me, and click Next. (Note: You do not have to enter a 1 at the beginning of your phone number - this is applied automatically for you.)

     

  8. Answer the phone and press the # when prompted.

     

  9. You will receive a message that it was verified. Click Next.

  10. If all went well, you should see a screen that says "Success!" Click Done.

Signing in with MFA

Frequently Asked Questions:

Troubleshooting:

 

If you need assistance, please feel free to contact the IT Help Desk.