Setting up authentification app as second factor for Microsoft 365

This user guide will help you set up an authentification app for example Google Authenticator or FreeOTP as a second factor for multi-factor authentication for Microsoft 365.

Requirements

  • a device (such as a desktop PC, laptop) on which you want to use Microsoft 365
  • a mobile device (Android or iOS) with a precisely set time for the authentification app

When running Microsoft 365 for the first time

 Note

If you are running Microsoft 365 for the first time, please also refer to the user guide Activating Microsoft 365 and selecting a second factor beforehand.

  1. Start any desktop app, for example Teams, or log in to Microsoft 365.
  2. Enter your user name in the form UserID@univie.ac.at (example: doejami1@univie.ac.at).
  3. Click Next.

  1. You will be redirected to the login page for Microsoft 365 of the University of Vienna.
  2. Enter the appropriate u:account password in the Password field.
  3. Click on Log in.

A message appears stating that More information is required. Click Next.

  1. A window Protect your account appears. The Microsoft Authenticator is suggested as a second factor by default.
  2. Click I want to use a different authenticator app in the window.

  • Search for the preferred app, for example Google Authenticator or FreeOTP, in the Google Play Store for Android or in the App Store for iOS.
  • Install the app.

 Note

The following steps and illustrations refer to the Google Authenticator app. However, other authentication apps work according to the same principle.

  • Open the app. Depending on the product, the following illustrations and steps may vary. Tap Get started.

Screenshot Get started

Tap on Scan a QR code.

Screenshot QR-Code scannen

 Hinweis

In der FreeOTP-App kann, nach dem Scannen des QR-Codes, folgende Warnmeldung erscheinen:

Token ist unsicher! Das Token, das Sie hinzufügen möchten, enthält schwache kryptographische Parameter. Von der Verwendung dieses Tokens wird dringend abgeraten! Bitte informieren Sie Ihren Token-Anbieter.

Wir stehen diesbezüglich mit dem Hersteller in Kontakt. Sie können die Meldung mit Trotzdem hinzufügen auf eigene Verantwortung ignorieren oder eine andere der angeführten Apps benutzen.

  1. Switch to your other device on which you want to use Microsoft 365 and click Next there.
  2. You will be prompted to add your Microsoft 365 account of the University of Vienna to the authentification app. Click on Next.

  1. You will receive a QR code.
  2. Scan the QR code displayed with your mobile device. If you already use the app, you can add another account via the plus sign.
  3. Click on Next.

  1. A code is generated in the app. Enter this code on your other device.
  2. Click Next.

  1. You will receive a message that the setup of the authentification app was successful.
  2. You will see whether it has been set as the default login method or added as another factor for multi-factor authentication.
  3. Click Done.

As another second factor

If you have already set up a second factor for Microsoft 365, you can add an authentification app as another method via your Microsoft account. To do this, use the user guide Setting up another second factor.

Resetting second factor

If you can no longer log in because you have none of your set factors available for Microsoft 365, use the service desk form to reset it.

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