Multi-Factor Authentication (MFA): Microsoft Authenticator Tips and Best Practices

Overview

Microsoft Authenticator helps protect your Northwood Tech account by providing multi-factor authentication (MFA).

This article provides tips and best practices for setting up and managing Microsoft Authenticator, including completing registration on time, using the correct Northwood Tech account, managing devices, and avoiding common authentication issues.

Key Information

• Complete Microsoft Authenticator registration within the 14-day registration period.
• Use your Northwood Tech account when completing MFA setup.
• Have your mobile device available throughout the setup process.
• Using a computer and mobile device together makes the initial setup easier.
• Keep your device's date, time, and time zone set correctly.
• If you replace your phone, make sure your MFA registration is updated before switching devices whenever possible.

Prerequisites

To complete this task, you'll need:

• An active Northwood Tech account.
• Access to MyCampus or another Northwood Tech sign-in page.
• A smartphone or tablet capable of installing the Microsoft Authenticator app.
• A reliable internet connection.
• Access to a second device, such as a computer or laptop, for the initial setup.

Before You Begin

Before you begin, you'll need:

• An active Northwood Tech account
• Access to MyCampus or another Northwood Tech sign-in page
• A smartphone or tablet capable of installing Microsoft Authenticator
• A reliable internet connection
• A computer or laptop for the initial setup, if available

Instructions

Sign In with Your Northwood Tech Account

Many users are already signed in to a personal Microsoft or Google account in their web browser, which can interfere with the Microsoft Authenticator setup process.

Best practices:

• Sign in using your Northwood Tech email address.
• Use an InPrivate or Incognito browser window to avoid conflicts with personal accounts.
• Verify you're signing in with your Northwood Tech account before continuing.

Example student email:
jstudent1234@northwoodtech.edu

Example employee email:
joe.employee@northwoodtech.edu

Complete Setup Within the 14-Day Registration Period

Complete Microsoft Authenticator setup as soon as possible after receiving your registration prompt.

Best practices:

• Set up Microsoft Authenticator the first time you're prompted.
• Don't wait until the end of the registration period.
• Completing setup early helps prevent account lockouts.

Use Two Devices During Setup

Using two devices makes Microsoft Authenticator setup much easier.

Best practices:

• Use a computer or laptop to access MyCampus.
• Use your phone or tablet to install Microsoft Authenticator and scan the QR code.
• If you only have a phone, consider borrowing a computer or using a campus lab computer.

Enable Notifications

Microsoft Authenticator sends approval notifications when you sign in.

Best practices:

• Enable notifications for Microsoft Authenticator in your device settings.
• Ensure your device has an internet connection.
• If you don't receive a notification, open the Microsoft Authenticator app and complete the verification manually if prompted.

Remove Old Northwood Tech Accounts

If you're replacing a phone or setting up Microsoft Authenticator again, remove your previous Northwood Tech account before registering the new one.

Best practices:

• Remove only your Northwood Tech account.
• Leave personal or other work accounts unchanged.
• Removing the old account can help prevent duplicate account errors.

Keep Your Device Time Accurate

Microsoft Authenticator uses your device's time to generate authentication codes.

Best practices:

• Enable automatic date and time in your device settings.
• Verify the correct time zone is selected.
• Restart the Microsoft Authenticator app if codes appear incorrect.

When You Get a New Phone

If you're replacing your mobile device:

Best practices:

• If you still have access to your old phone, sign in and update your authentication methods before switching devices.
• If you no longer have access to your old device, submit a request with the IT Service Desk to have your MFA registration reset.
• Install Microsoft Authenticator on your new device before beginning the setup process.

Troubleshooting

I'm signed in with the wrong Microsoft account

Try the following:

• Sign out of any personal Microsoft accounts.
• Open an InPrivate or Incognito browser window.
• Sign in using your Northwood Tech email address.

I'm not receiving approval notifications

Try the following:

• Verify notifications are enabled for Microsoft Authenticator.
• Confirm your device is connected to Wi-Fi or cellular data.
• Open the Microsoft Authenticator app to check for pending approval requests.

My authentication codes aren't working

Try the following:

• Enable automatic date and time on your device.
• Verify the correct time zone is selected.
• Restart the Microsoft Authenticator app and try again.

Need Additional Assistance?

If you're unable to complete this task or continue to experience issues after following the steps above, submit a request with the IT Service Desk.