Multifactor authentication and password reset

Multifactor authentication (MFA) adds an additional layer of security to your University Microsoft 365 account (email, calendar, Teams), myWLV app and the Virtual Learning Environment (Canvas), and proves you are the person who is authorised to access your account. If your password gets stolen/lost and used, with MFA in place on your account, you can be re-assured that your information is safer.

IMPORTANT! You will need to have set up MFA before you can access your timetable in myWLV app. 

MFA has two parts to it: protecting your account (MFA) and password reset (SSPR), and depending on where you are physically, you will have a slightly different experience.

           OFF CAMPUS               

ON CAMPUS

When you access your Microsoft 365 apps/myWLV or Canvas for the first time, you will get an on-screen prompt asking for more information and to set up MFA.

This will also get you set up for password reset at the same time.

You will be prompted on screen to set up your authentication details so that you can reset your password yourself.

Once you leave campus and use your own internet connection, you will be prompted to set up MFA aswell.                         

You have a choice of four methods to receive the extra authentication code:

  1. Install the authenticator app to your chosen mobile phone, this is Microsoft's preferred method and means that even if your phone number changes, the app will still work for your authentication. The app will notify you when you need to confirm your authentication, and will ask you to match some numbers on your screen(s). Do not then uninstall the app! It needs to stay on your mobile phone. 
  2. By selecting a text message or phone call (this you can do without installing the app), but will need a working mobile phone with you. 
  3. Using the Microsoft Outlook app, if you have it installed on your mobile phone and are not using the Authenticator app.
  4. Using a landline. This is possible but not recommended, as it will cause you problems every time you are away from your landline and need to access your MS 365 account (email, calendar, Teams) while on the move.

You can double check or change the option you have chosen to receive the extra authentication, by visiting https://myaccount.microsoft.com selecting 'Security Information' and then 'Additional Security Verification'.

When you first sign into your email or try to access Canvas/myWLV, you will see a message on screen saying 'more information required' and a blue 'next' box. After clicking 'next' you will be asked to set up MFA using the app, a text or a phone call.

MFA message on screen

1. Setting this up using the Authenticator app and your mobile phone 

Follow the on-screen prompts to install the Authenticator app (this process is the same as installing any other app). You will need your University email address and password, as well as an internet connection.

Set up MFA on screen

Once you have installed this app and signed in for the first time, when next asked to authenticate you will be presented with numbers on the screen that you need to match (number matching).

MFA number matching

For more information about how to download and install the app, see download and install the Microsoft Authenticator app.

2.  Setting this up using a text or a phone call to your mobile phone 

Follow the on-screen prompts to add a working mobile phone number (or if you have recently added a phone number to reset your password, you will be asked to confirm this number). You will need your University email address and password, as well as a mobile network connection.

MFA_text_confirmation screen

If you need any help with this please call us using 01902 32 2000.

Change your verification method at any point

You can double check or change the option you have chosen to receive the extra authentication, by visiting https://myaccount.microsoft.com selecting 'Security Information' and then 'Additional Security Verification'. The drop down box allows you to select which method you would like to use from the following options:

  • Call my phone
  • Text me a code
  • Notify me using the authenticator app
  • Using a personal email address.

You should also add a second or back-up phone number if possible, as doing this will mean you can update your chosen mobile phone, if you need to, using this back-up phone.

Using the Outlook app

If you are not using the Authenticator app and have the Outlook app installed on your mobile phone, you can select the Outlook app to authenticate for MFA.