Category Archives: Office

What is Multi-Factor Authentication and Why Do We Need It?

Recently, cybersecurity has become a priority for businesses, government, and schools which is why Goucher has included this as part of the new strategic plan. One of the first cybersecurity projects that Information technology (IT) is implementing is Multi-Factor Authentication (MFA).

Multi-Factor Authentication is a two-step process of providing access to a website or application for an added layer of security. Banks, colleges, and more now require MFA and most likely you’ve already gone through this process for at least one site outside Goucher.

To help ensure the security of email and data, IT will soon be implementing changes to how you log on to your email and to the Office 365 portal using MFA. Other than the added security that comes from adding MFA to your account, there will eventually be other advantages:

  • Requests to change your password will be moved from 90 days to 180 days
  • You will no longer need to call the Help Desk to reset any passwords

Before you Begin:

Please review the following information prior to setting up MFA:

MFA will only affect Office 365 applications (i.e. Outlook) at this time. You will not need to log in to other applications (i.e. Canvas, UltiPro, Zoom, etc.) with this new method.

You will only be prompted every 90 days to verify your identity. This will occur for each device and each application that you use. For instance, if you use the Outlook app on your phone, you will need to approve access. If you then access your email through a browser, you will again be prompted to approve access. There may be certain situations where you might be prompted sooner than 90 days. Please review the FAQs for more information.

Verification will only occur while you are off-campus. While you use your laptop while connected to the Goucher network, you will not be prompted to verify your identity. However, once your device connects to a network outside of Goucher, you will be prompted as soon as you try to access Outlook (if you have not already been prompted within 90 days).

MFA will only work with certain apps on mobile devices. The following apps support modern authentication:

  • Outlook on iOS version 10.x and greater
  • Outlook on Android

Make sure you have the latest OS or application version installed on your device prior to setting up MFA.

MFA will only work with Office 2016 or higher or Office 365. If you are running Office 2013 for Windows or Office 2016 or lower for Macs, on your Goucher-managed laptop, contact the Help Desk to upgrade your system. If you are using Office on a personal computer to check your Goucher emails, please make sure that you are running at least Office 2016 (for Windows users) or Office 365 (for Windows and Mac users). Office 365 can be installed on personal computers for work at home use. For those who cannot upgrade or install Office 365 on your personal computer, you will need to use the web-based version of Outlook to check messages.

Instructions on how to take advantage of this feature

At least two authentication methods need to be set up in order to fulfill MFA requirements. Entering your password and setting up one of the methods below is not enough to fulfill MFA requirements. You will need to set up two of the three options below. Please read the instructions below on how to select the best options.

Get Started

Once you have reviewed this information, go to Setting Up Multi-Factor Authentication for instructions.

Have more questions? Review the Multi-Factor Authentication FAQs page.

Setting Up Multi-Factor Authentication

Before you Begin:

Please review the information provided in the What is Multi-Factor Authentication and Why Do We Need IT? article prior to going through these instructions. Also, take the time to review the instructions before going through the steps.

Instructions:

Everyone must follow the instructions in Step 1 to set up the Microsoft Authenticator App on their phone. Once Step 1 is complete, you can select to follow the instructions in Step 2a for Phone verification OR Step 2b for email verification.

Please read the instructions below carefully prior to following the steps.

Step 1: Microsoft Authenticator App

Once installed, this will be set as your default sign-in method. You can change this if you prefer to use a different method as your default.

  1. Visit the link https://aka.ms/mysecurityinfo and sign in with your Office 365 username ([username]@goucher.edu) and password.
  2. From the Security info page, click Add Method then select Authenticator App.
  3. Then click the Add button.
  4. You will then be prompted to download the app to your phone. From your phone, launch the Google Play Store or the Apple App Store.
  5. Search for and download the Microsoft Authenticator app. Once downloaded, click Next on the Microsoft Authenticator window on your computer. Then click Next again.
  6. Open the Microsoft Authenticator app and select to allow notifications (if prompted).
  7. Select Add Account from the Customize and control icon (3 vertical dots) in the upper-right corner.
  8. Then select Work or school account (Android) or Scan a QR Code (iPhone).
    NOTE: If this is the first time setting up the Microsoft Authenticator app, you might receive a prompt asking whether to allow the app to access your camera (iOS) or to allow the app to take pictures and record video (Android).  Please select “Allow” so the authenticator app can access your camera to take a picture of the QR code in the next step.
  9. Scan the QR code provided on the screen which will add the account to the device automatically. Once this is complete, click Next on your computer.
  10. From your phone, click Approve to allow your account to be added to the Authenticator app.

Tip: If you are not able to scan the QR code or are denied access, you can still receive approval by providing the One-time password code found in the Microsoft Authenticator app.

Step 2a: Phone

MFA requires two options for verification besides entering your password. If you would like to receive a phone call to verify your identity, follow these steps:

  1. From the Security info page, click Add Method then select Phone.
  2. Enter your cell phone number and choose the option to either Text me a Code or Call Me.
    • If you choose the text option, you will receive a message on your phone with the code you need to enter.
    • If you choose the call option, you will get a phone call for verification. Please follow the prompts to continue.

Step 2b: Email

You do not need to follow these steps if you’ve already set up the authenticator app AND the phone methods. If you haven’t, please continue reading the instructions. To add an email, you would do the following:

  1. From the Security info page, click Add Method then select Email.
  2. Click the Add button to continue.
  3. In the What email would you like to use? field, confirm what is entered or enter your own. Using a personal email address is the best choice just in case you get locked out of your Goucher account. Setting up verification for a shared account will require a different Goucher email address to be used.
  4. Then click Next to continue.
  5. A code will be sent to the email address you entered. Go to the email account, copy the code and paste it into the Enter Code field.
  6. Then select Next. If the code entered is correct then you will get a successfully registered message.

Verifying Your Identity

Once all the methods are set up, you can then attempt to access your Goucher email. If you are off-campus, you should be prompted to enter your password, then an option should appear to verify your identity.

If the authenticator app is installed on your phone and set as the default sign-in method, then you’ll be prompted to approve access. If you selected a different identity method, then a verification code will be sent via phone or email.

You will only be prompted for MFA once the feature is enabled for your account. If you do not receive a prompt while off-campus then it hasn’t been enabled for you yet.

Troubleshooting tip: If you already have your Goucher email setup on your phone, you may experience a problem with the authentication. If that is the case, remove the Goucher account from your email app then add it back again.

For instructions on how to remove and add your Goucher account back on your phone please check the following link https://blogs.goucher.edu/knowledgebase/2018/07/05/adding-your-office-365-email-account-to-your-mobile-device/

Please contact the Help Desk at helpdesk@goucher.edu if you experience a problem during setup.

 

How to Upgrade to Office 365 for Macs

Every Mac user will need to have Office 365 installed by October 13, 2020. That is when Microsoft will no longer support Office 2010 and Office 2016 for Macs. If you’re not sure which version you have installed on your computer, perform the following:

  1. Launch Word.
  2. Click the Word menu in the top left.
  3. Select About Microsoft Word.

If the version shows 2010 or 2016 then you need to upgrade. Here are two options on how to upgrade to Office 365:

Upgrade Option 1: Self Service

  1. First, connect to the VPN.
  2. Launch Self Service from the dock or do a search. The Self Service icon is the Goucher Gopher icon with a black background.
  3. Click the Applications option from the left side menu.
  4. Then click Install for the Microsoft Office 365 (AY21) application. It will perform a silent install which will take about 10-30 minutes depending on your connection.
  5. When it’s done, the button will change to “reinstall.” Make sure that the Office applications are installed on your computer.
  6. After installation, launch one of the applications. You should then be prompted to enter your Office login.
  7. Enter your [username]@goucher.edu in the username field and your Goucher password.
  8. Then accept the license agreement to continue.

Upgrade Option 2: Office.goucher.edu

  1. Go to office.goucher.edu and enter your Office login: [username]@goucher.edu and Goucher password.
  2. Once logged in, click the Install Office menu located on the top right side. Then select Office 365 apps to begin the download.

    The install window instructions will appear and the Office install package will start to download on your computer.

  3. Depending on your browser, launch the Microsoft Office 16 installer package either from the bottom of the browser, Download folder, or the down arrow link at the top right corner.
  4. Select Yes to install then follow the prompts to complete. The install should take between 5-10 minutes.
  5. After installation, launch one of the applications. You should then be prompted to enter your Office login.
  6. Enter your [username]@goucher.edu in the username field and your Goucher password.
  7. Then accept the license agreement to continue.

If you run into a problem with one of the upgrade options, then try the other option. If neither works, please contact the Help Desk for further assistance.