Getting Started

You can secure your University of Calgary IT account with multi-factor authentication yourself, we've provided the guide below to walk you through the process. 

If you need help, simply contact IT support.

 

 

Step 1: Activate Multi-Factor Authentication

You first need to activate MFA on your University of Calgary IT account. 

 

Self-service

You may activate MFA on your account yourself by visiting Password Management MFA self-service. Sign in with your IT account and password, and follow the instructions. This can be done at any time.

 

 

 

 

Step 2: Enrol in Multi-Factor Authentication

Once MFA has been enabled on your account, you may need to enrol your phone or other mobile device. Enrolment can be one or more of the following options:

  • Using the Microsoft Authenticator app on your smart phone or tablet. With the app, you can approve login attempts (when your phone is connected to the internet) or retrieve authentication codes when your phone is offline. This is the most convenient method.
  • Using a desk phone, cell phone, or smart phone to receive automated voice phone call to approve login attempts.
  • Using a cell phone or smart phone to receive authentication codes by text messages (SMS)

Click on a method to learn how to set it up. Set up multiple methods so you have a backup in case your preferred method is unavailable. For example, set up the Authenticator app and register a phone number. 

Note: If you have already set up MFA previously, you will not need to do this step again

Using the Microsoft Authenticator

The Microsoft Authenticator is an app on your phone or tablet that is used to approve login requests (when your phone is connected to the internet) or for providing login codes (when offline). The Microsoft Authenticator cannot control your device and is safe to use on personal phones and tablets.

This is the preferred method

 

Download the Microsoft Authenticator app

The Microsoft Authenticator is available for iPhone, iPad, Android phones and tablets, and Windows phones.

Download the Microsoft Authenticator for your device

 

Set up the Microsoft Authenticator app

When you begin enrolment, you will be prompted for more information required. Select "Next".

If you need to get to the MFA set up screen again, click here.

More information required

 

 

Select "Next" to confirm you have the Microsoft Authenticator app.

Start by getting the app

 

 

Follow the instructions to allow notifications, and adding an account. Then press "Next".

Set up your account

 

Using the Microsoft Authenticator app on your phone, point your phone's camera at the QR code shown. 

Note: If you are setting up the Microsoft Authenticator on the same device as the QR code, or if you denied access to your phone's camera, select "Can't scan image?". This will give you a code and URL to enter into your Microsoft Authenticator app.

QR code

The scan was successful when you see number show up in your Microsoft Authenticator app underneath your @ucalgary.ca e-mail address. Click "Next".

 

You will be prompted to approve a sign in on your phone.

Sign in prompt

 

Check your phone for an approval request. Click "Approve".

iphone approve

 

Press "Next" after approving the notification.

Final step

 

The authenticator is now set up and ready to use.

Enable the "Backup" option in the Authenticator app in case you lose or change your phone. A personal Microsoft account is required for this step. For more information, please visit Back up and recover accounts with the Microsoft Authenticator app.

 

Important: If you have not set up a backup phone number, press "+ Add Method" and enroll a phone number. Refer to the instructions at the top of the page on how to add a phone number.

 

Using voice phone calls

You can set up your desk phone, home phone, or cell phone to receive automated voice calls to approve login requests. 

You should only use a telephone that only you can answer. Do not use shared telephones, such as one shared by an office.

You must have the telephone with you to set it up.

 

When you begin enrolment, you will be prompted for more information required. Select "Next".

If you need to get to the MFA set up screen again, click here.

More information required

 

 

Select "I want to set up a different method"

I want to set up a different method

 

Then select "Phone" from the dropdown and press "Confirm".

Select phone

 

Enter the phone number of the phone you want to set up. Select "Call me" and press "Next".

Enter your phone number

 

At this point, MFA will call your phone. The call will come from (855) 330-8653. Answer it, and follow the voice prompt.

After your call, press "Next" to finish this step.

Final step

 

 

Important: If you have not set up a backup phone number or the Authenticator app, press "+ Add Method" and enroll a secondary phone number or the Authenticator app. Refer to the instructions at the top of the page on how to add these methods.

Using text messages (SMS)

You can set up your cell phone to receive text messages (SMS) codes to complete authentication requests. 

Note: text messages are not secure. We recommend setting up the Microsoft Authenticator app or using voice calls instead.

You must have the telephone with you to set it up.

 

When you begin enrolment, you will be prompted for more information required. Select "Next".

If you need to get to the MFA set up screen again, click here.

More information required

 

 

Select "I want to set up a different method"

I want to set up a different method

 

Then select "Phone" from the drop-down and press "Confirm".

Select phone

 

Enter the phone number of the phone you want to set up. Select "Text me a code" and press "Next".

SMS options

 

At this point, MFA will send you a text message. The message will come from a random phone number. 

SMS Phone

 

Enter the provided number into the MFA prompt.

SMS Enter Code

 

After verification, press "Next" to finish this step.

Final step

 

Important: If you have not set up a backup phone number or the Authenticator app, press "+ Add Method" and enroll a secondary phone number or the Authenticator app. Refer to the instructions at the top of the page on how to add these methods.

 

 

Step 3: Configure your e-mail software

After enrolling in MFA, check if there are any special instructions for your e-mail and calendar applications. If you are running the latest versions of Outlook for your device, or using Outlook Web Access, you might be all set. 

The following e-mail clients are supported. 

 

Microsoft Outlook 2016, 2019, or 365

Outlook doesn't need any additional steps.

If you run into issues, try quitting Outlook and re-opening it to be prompted for a login screen. 

Important: An easy way to resolve issues with authentication in Outlook after enabling MFA is to create a new profile. This refreshes Outlook and re-downloads all your mail, calendar, and to-do items. 

Read more about creating a new Outlook profile.

If you are using an older version of Outlook, please upgrade to the latest version for your computer.

 

Windows 10 Mail

Quit Windows 10 Mail and re-open it to be prompted for a login screen.

If you are using an older version of Windows 10, please upgrade to the latest version.

 

Outlook Online

If you are using Outlook in your browser, simply log in normally. You will be prompted for your token after logging in.

 

Something else...

If you need to use an application not listed here, you may need to use an App password. Click here to learn more.

Important: Support for App passwords is ending in Mid 2021 by Microsoft. Information Technologies recommends using a supported e-mail client to access your mail or using Outlook Online from your browser.

The following e-mail clients are supported. 

 

Microsoft Outlook 2016, 2019, or 365

Outlook doesn't need any additional steps.

If you run into issues, try quitting Outlook and re-opening it to be prompted for a login screen. 

Important: An easy way to resolve issues with authentication issues in Outlook after enabling MFA is to create a new profile. This refreshes Outlook and re-downloads all your mail, calendar, and to-do items. 

Read more about creating a new Outlook profile.

If you are using an older version of Outlook, please upgrade to the latest version for your computer.

 

Outlook Online

If you are using Outlook in your browser, simply log in normally. You will be prompted for your token after logging in.

 

Apple Mail and Calendar

You can use the Apple Mail and Calendar applications on your Macintosh for MacOS High Sierra (10.13) or newer. You may need to modify your "Internet Accounts" settings on your computer. 

Read more about setting up Office 365 in MacOS. 

Important: At step 4, you may need to delete your existing exchange account first, then create a new one.

If you have an older version of MacOS, you may need to use an App password. Click here to learn more.

 

Something else...

If you need to use an application not listed here, you may need to use an App password. Click here to learn more.

Important: Support for App passwords is ending in Mid 2021 by Microsoft. Information Technologies recommends using a supported e-mail client to access your mail or using Outlook Online from your browser.

The following e-mail clients are supported. 

 

Microsoft Outlook app

Outlook may prompt you to login the next time you open it. There is nothing additional you need to setup.

Always make sure you are on the latest version of Outlook by visiting the app store and updating the Outlook app.

 

Outlook Online

If you are using Outlook in your browser, simply log in normally. You will be prompted for your token after logging in.

 

Apple Mail and Calendar

You can use the Apple Mail and Calendar applications on your iPhone or iPad on iOS 11 and newer or iPadOS. You may need to modify your "Passwords & Accounts" settings on your device.

Important: You may need to remove your existing Exchange account from your phone first.

Learn how to remove, and re-add your account to solve mail problems on iPhone and iPad

 

If you have an older version of iOS for your iPhone or iPad, you may need to use an App password. Click here to learn more.

 

Something else...

If you need to use an application not listed here, you may need to use an App password. Click here to learn more.

Important: Support for App passwords is ending in Mid 2021 by Microsoft. Information Technologies recommends using a supported e-mail client to access your mail or using Outlook Online from your browser.

The following e-mail clients are supported. 

 

Microsoft Outlook app

Outlook may prompt you to login the next time you open it. There is nothing additional you need to setup.

Always make sure you are on the latest version of Outlook by visiting the Google Play store and updating the Outlook app.

 

Outlook Online

If you are using Outlook in your browser, simply log in normally. You will be prompted for your token after logging in.

 

Mail or GMail

You may be able to use your device's built-in mail client. Most mail clients will ask you to login again when you open them. 

If you have an older version of Android for your phone or tablet, you may need to use an App password. Click here to learn more.

 

Something else...

If you need to use an application not listed here, you may need to use an App password. Click here to learn more.

Important: Support for App passwords is ending in Mid 2021 by Microsoft. Information Technologies recommends using a supported e-mail client to access your mail or using Outlook Online from your browser.

If you are not using one of the above devices, you can either use Outlook Online (through your browser) or use an App password for your mail client.

 

Outlook Online

If you are using Outlook in your browser, simply log in normally. You will be prompted for your token after logging in.

 

Something else...

If you need to use an application not listed here, you may need to use an App password. Click here to learn more.

Important: Support for App passwords is ending in Mid 2021 by Microsoft. Information Technologies recommends using a supported device to access your mail, or using Outlook Online from your browser.

 

All done!

Congratulations! MFA is now protecting your University of Calgary IT account. 

To change your MFA options in the future, for example to add a phone, visit Password Management MFA setup again.

If you have additional questions, concerns, or general feedback about MFA, first consider reading the Frequently Asked Questions. If you need technical support with this process, contact the IT Support Centre.

Thank you for helping the University of Calgary secure our data and protect our users.