[STAFF] Microsoft Authenticator Application Setup
Introduction
Multi-Factor Authentication (MFA) adds an extra layer of security to your Microsoft 365 account by requiring you to verify your identity using two or more verification methods. This guide will walk you through the process of setting up MFA on your Guildford Grammar School Microsoft account.
Step 1: Download the Microsoft Authenticator App
Head to your phone’s App Store / Self Service / Google Play Store, and search for Microsoft Authenticator and install the app.- https://apps.apple.com/au/app/microsoft-authenticator/id983156458 ENSURE YOU CHECK CAREFULLY THAT IS MATCHES EXACTLY THIS PICTURE
Step 2: Sign In to Your Microsoft 365 Account:
Open your preferred web browser on your device (We recommend using a computer for this) and sign into the MFA setup portal with your Guildford Grammar School Microsoft account.
https://aka.ms/mfasetup
Step 3: Set Up Multi-Factor Authentication:
After signing in, you will be directed to the official Microsoft MFA setup page.
Select Security Info -> Add Sign-In Method -> Select Authenticator App.
Select Add and then Next, and a QR code will appear on the screen.
Step 4: Finalise Authenticator App setup:
Open the Microsoft Authenticator App on your mobile phone and select “add an Account”.
If prompted, select “Work or School” account type.
Scan the QR code with your phone. This will link your phone to be used as an authenticator for your account.
Step 5: Additional Multi-Factor Authentication Option:
In addition, return to the security info page on https://aka.ms/mfasetup and select Add Sign-In Method.
Select Phone, and enter your mobile phone number.
Follow the prompts to link your phone number to your account.
This is so that if needed, you have a backup way of authenticating your account (via SMS)
Step 6: Finished:
The next time you open your Microsoft apps when off the school WiFi, it will prompt you to open the Microsoft Authenticator app on your phone.
Open the Authenticator app or tap the notification and follow the prompt to confirm the login.
You'll be prompted to enter a 2 digit challenge code on the app and you'll also see a geographical location of where your login is coming from (This may sometimes show the east coast depending on your internet/mobile service provider).
In addition, the Microsoft Authenticator App can act as your sign in tool for any other Microsoft apps on your phone. When adding an account to any other app, it will now display your Guildford Grammar School account on the list of available accounts to you – avoiding the need to continuously sign in,
If you have any issues or questions, please email techcentre@ggs.wa.edu.au or pop by either the Senior or Prep Tech Centre for assistance, no booking is required.
FAQ
Why is the school implementing MFA?
It is now industry standard to protect staff, parent and student data with MFA. This reduces the risks of a hacker being able to access, encrypt or ransom our systems. MFA does not reduce all risks as staff need to always be careful when receiving emails or text messages. When in doubt stop and ask.
I am a casual staff member and only login to submit my time sheet, do I need to have MFA?
Yes, all staff accounts at the school are required to have MFA. While casuals have a more restricted staff profile your account still is a potential gateway for a cyber breach
I don’t own a mobile phone, how do I setup MFA?
If you don’t have a mobile phone, please email techcentre@ggs.wa.edu.au
How often will it ask me for MFA?
If any new device or browser is used to access a school system it will ask you for your code. If you are accessing from home it will randomly ask you for a code but no more than once every 7 days.
Can the school track me or see anything on my personal phone?
No, we take privacy seriously and can assure you that we cannot see anything on your phone when MFA is setup.