Introduction


Accessing your Windows 10 Live Desktop or your Microsoft account outside of the council's internal network requires you to authenticate on a smartphone via the authenticator app. Although this can be frustrating when authenticating for account and app access, it's a necessary security measure to keep your account safe and secure. In the past, users have used phone call and text authentication which can be a long, tedious, and disruptive process. The Microsoft Authenticator app provides a quick and easy way to approve on all your devices.


The below steps cover how to set your authenticator app up and the best thing is, you can install it on multiple devices. You're going to need access to your Office 365 account on either a PC or laptop and your personal or work smartphone to hand.



App Installation (Smartphone)


  • On your smartphone, open the Play Store (Android) or App Store (iOS)
  • Search for the Microsoft Authenticator App
  • Tap Install (Android) or Get (iOS)
    • If prompted, enter your account credentials for your smartphone



         


  • Once installed, open the app
  • When prompted about privacy settings, tap I Agree
  • Tap Scan QR Code
    • If prompted, allow access to your camera and allow notifications on your device


You should now see a red square and a preview of your phone or tablet camera. Your device is ready to take a picture of a barcode, but we need to locate one first.


Before continuing, leave the Microsoft Authenticator app open as it is on your smartphone and move onto the next step on your desktop PC or laptop.



Office 365 Account Settings (Laptop or PC)


  • Log into your Microsoft Office 365 account on your PC or laptop
  • Click on your initials or profile picture in the bottom left of the screen
  • Click on View Account


       


  • Under Security Info, click Update Info
    • If you do not have this option, inform ICT and they can check your account has MFA enabled


       


You should now be directed to a page listing your authentication options.

  • Click Add Method
  • Select Authenticator App in the dropdown
  • Click Next
  • Click Next again



Barcode Scan & Approval (Smartphone)


Now return to your smartphone where you should have the app open requesting a barcode scan as it's time to scan the provided barcode on your PC or laptop.

  • Hold your smartphone camera up to the screen and allow it to scan the barcode
    • Depending on your smartphone camera quality, it may take some time to line up correctly
    • Ensure you have no phone cover covering the camera


       


  • Once scanned, click Next on your PC or laptop
  • You should now be prompted to tap an approval message on your smartphone
  • Tap Approve



Assuming everything worked as it should, you're all done. You should now be set up with the Microsoft Authenticator app on your smartphone. Each time you need to approve, your smartphone should ping a notification at the top of the screen, regardless of whether or not you have the app open on your phone. Simply tap Approve and you will be signed in to your account. As mentioned earlier, you can put the authenticator app on multiple devices, including tablets, just in case you don't have one of your devices with you.


IMPORTANT NOTES - please read


When you go to log into a remote application or to authenticate to Office 365 via your own device, you will be presented with a screen as below.


There are THREE things to be aware of when you see this screen.

1) The account being used to authenticate, Please ensure that it is your Colchester.Gov.uk address.

2) The APP detailed gives assurance that the authentication request has been generated by you as it is what you are trying to access.

3) The location is the one provided by your internet provider and will be the same if you are generating the authentication request at the same location such as your home.


Finally, when you click on the authentication notification when it is generated, you will be presented with a 2 digit number similar to the screen below.

The number will be displayed where the green box is this is the number that you enter in the box above, "Enter number here".



VERY IMPORTANT


If you are unsure of any generated authentication request, DO NOT COMPLETE THE APPROVAL PROCESS

AND raise a call with the ICT Helpdesk.