Your New Sign-In & MFA

What's Changing

You're getting a new sign-in process for Microsoft 365. You'll use your existing work email address with a new password, plus Multi-Factor Authentication (MFA) for extra security.

MFA means that even if someone guesses your password, they still can't access your account without your phone. It's like having a deadbolt AND a regular lock on your door.

What Stays the Same

• Your email address - same as before
• The concept - you still sign in with email + password
• One account for everything - your Microsoft 365 sign-in works for Outlook, Teams, OneDrive, SharePoint, and all other Microsoft apps

Your First Sign-In

Step 1: Get Your Credentials

Your IT contact will give you:

• Your email address (this doesn't change)
• A temporary password

Step 2: Sign In for the First Time

Here's what the Microsoft sign-in page looks like:

1. Go to portal.office.com
2. Enter your email address
3. Enter your temporary password
4. You'll be asked to create a new password

• Must be at least 8 characters
• Use a mix of letters, numbers, and symbols
• Don't reuse a password from another account

Step 3: Set Up MFA

After setting your password, you'll be prompted to set up MFA:

1. Download the Microsoft Authenticator app on your phone (App Store or Google Play)
2. On the computer screen, select Mobile app as your verification method
3. Select Receive notifications for verification
4. Click Set up and scan the QR code with the Authenticator app
5. A test notification will be sent to your phone - tap Approve
6. You're done!

When the test notification arrives, you'll see "Notification approved" with a green checkmark:

How MFA Works Day-to-Day

After setting up MFA, here's what your sign-in looks like:

1. Enter your email and password as usual
2. A number appears on your computer screen
3. Your phone gets a notification from Microsoft Authenticator showing "Enter the number shown to sign in"
4. Enter the matching number on your phone and tap Yes
5. You're in!

This is called number matching — Microsoft shows you a two-digit number on screen, and you enter it in the Authenticator app on your phone to confirm. This prevents accidental approvals and is more secure than just tapping "Approve."

You won't be asked every single time - Microsoft remembers your device for a period so you don't have to approve repeatedly on the same computer.

MFA Methods

If you can't use the Authenticator app, there are alternatives:

If you ever see the sign-in prompt and can't use the Authenticator app, look for the "I can't use my Microsoft Authenticator app right now" link below the prompt — this lets you switch to a text message or phone call instead.

Troubleshooting

I forgot my password

• Go to passwordreset.microsoftonline.com or contact your IT contact

I got a new phone

• Contact your IT contact to reset your MFA registration
• Then set up the Authenticator app again on your new phone

I'm not getting the MFA notification

• Make sure you have internet connection on your phone
• Open the Authenticator app manually - the notification might be there
• Try the text message option as a backup

I accidentally denied the MFA prompt

• Just sign in again - you'll get a new prompt

Before or Just After Migration: Back Up Your Chrome Bookmarks and Passwords

After the migration, you will still be able to log into Chrome with your old Google Workspace account for a short period. During that window:

1. Open Chrome and make sure you are signed in with your work Google account
2. Go to Settings > You and Google > Sync and make sure Sync is turned on
3. To export passwords: Settings > Autofill > Password Manager > Export passwords
4. To export bookmarks: Bookmarks > Bookmark Manager > three dots > Export bookmarks

Do this as soon as possible - the access window will close once the migration period ends.

Shared and Kiosk Computers

If you use a shared computer at the front desk or reception:

• Always sign out when you're done - click your profile picture (top right) > Sign out
• Don't check "Stay signed in" on shared computers
• MFA protects you even if you forget to sign out - nobody can approve the MFA prompt on your phone except you
• Lock the screen if you step away temporarily - press Windows + L

How "Remember This Device" Works

After MFA approval, Microsoft may not ask again on the same device for a while:

• Typical duration: 14-90 days depending on your company's IT policy
• Applies per device - your work PC, personal phone, and tablet are remembered separately
• Signing out resets it - you'll need MFA again next time you sign in
• New browser/incognito always asks for MFA

Setting Up a Backup MFA Method

Don't rely on just the Authenticator app - set up a backup in case your phone dies or you lose it:

1. Go to mysignins.microsoft.com > Security info
2. Click Add sign-in method
3. Choose Phone and enter your mobile number
4. Now if the Authenticator app isn't working, you can receive a text message code instead

If You Get an Unexpected MFA Prompt

If your phone shows an MFA approval request and you didn't just try to sign in:

1. Tap Deny immediately - someone may have your password
2. Change your password right away at passwordreset.microsoftonline.com
3. Notify IT - they can check for unauthorized access attempts
4. This is the whole point of MFA - even with your password, they can't get in without your phone

Tips for Staff

• Set up MFA right away when prompted - don't skip it or you'll be locked out
• Keep the Authenticator app on your phone - it's small and uses barely any battery
• If you get a random MFA prompt you didn't expect, tap Deny - it might be someone trying to use your password
• Use the Authenticator app's password vault or Edge's built-in password manager instead of writing passwords on paper
• Back up your Chrome bookmarks and passwords before or immediately after migration

Need Help?

1. Contact IT Support first
2. Email the Blue Ant Media IT team at it@blueantmedia.com
3. For password resets, go to passwordreset.microsoftonline.com