Multi-factor Authentication & Office 365

Multi-factor authentication (MFA)

Multi-factor authentication (MFA) is a security technology that requires multiple methods of authentication. The goal of MFA is to create a layered defense that makes it more difficult for an unauthorized person to access your account. When you use MFA, you login using your username, password, and a third factor - either a smartphone app (Duo) or a hardware token. Even if your password is compromised your account will remain secure. It is likely that you may already be familiar with MFA for handling personal accounts such as online banking, social media apps, Google, etc. At Caltech multi-factor authentication is already required for certain groups and applications and for new Caltech accounts.

Benefits

• One of the easiest and most effective ways to keep your account secure
• Account remains protected even if password is compromised
• Quick setup process, simple to use and free when using the Duo Mobile app

MFA (Duo) for Office 365

In order to protect your email account as well as other Office 365 services (SharePoint, OneDrive, Teams, etc.), IMSS strongly encourages the use of MFA for Office 365 via Duo. There are many groups on campus that already require this for their groups. Similarly, MFA is also enforced for new Caltech accounts. IMSS will now start working with students to get them enrolled on MFA for Office 365.

Getting Started with MFA (Duo) for Office 365

IMSS will enroll users in MFA (Duo) for Office 365 (email, SharePoint, OneDrive, Teams, etc.) in phases. When your account is ready to be enrolled, you will receive an email notification from CaltechIMSS@caltech.edu, to let you know of your effective enrollment date. To prepare for this change, take action on the following items:

Step 1: Download and Register Duo on Your Mobile Device

Step 2: Start Using the Duo App - once your account has been enrolled in MFA (Duo) for Office 365

NOTE: If you already use the Duo mobile app for multi-factor authentication to other Caltech services, such as HPC, you do not need to re-download or re-register your mobile device. You can skip this section.

You must enroll your mobile device for Multi-Factor Authentication using Duo. This step is required to access your Caltech email account and other Office 365 applications once you have been enrolled in Duo for Office 365.

To register, go to access.caltech, select the Duo Registration and Management link, and follow the instructions to set up the Duo Mobile app on your smartphone.

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• Confirm your phone number and select Continue
• On the next screen, select the type of phone (iPhone, Android, or Windows Phone), select Continue
• Once you have installed the Duo mobile app on your phone select I have Duo Mobile installed

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• Follow the provided instructions to finish activating Duo Mobile on your device
  • Open Duo Mobile
  • Tap the "+" button
  • Scan the provided barcode (use the barcode provided to you in the Duo Device Registration app in access.caltech, scanning the QR code on this screen will NOT register your device)

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NOTE: If you select the option to Email me an activation link instead , make sure to enter an email address that is NOT your @caltech.edu email address (i.e. your @gmail.com address), since you won't have access to this mailbox until Duo is registered.

Start Using the Duo App

Once your Office 365 account is enrolled for MFA (Duo), when logging in to Office 365 apps (email, SharePoint, OneDrive, Teams) you will be presented with a numeric code:

On the Duo Mobile app, in your device, enter the 3 digit code and select verify:

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Review the MFA (Duo) FAQs.

For any other questions or concerns, contact the Help Desk at 626.395.3500, help@caltech.edu, or https://help.caltech.edu (request type: IMSS > Duo/MFA Help).