This guide is intended for students at VIA and describes how to set up Two-Factor Authentication on your login to Office 365 (including VIAmail) and VPN. Two-Factor Authentication is only necessary when you are not connected to VIA's network. Two-Factor Authentication helps to increase security when you are not connected to VIA's network.
The guide covers the following:
- Installation and setup of Two-Factor Authentication (Microsoft Authenticator).
- Using Microsoft Authenticator.
- Mobile phone does not support the Microsoft Authenticator app.
If you have already set up two-factor authentication for VIA's VPN, you do not have to do it again for Office 365 and vice versa.
Installation and setup of Two-Factor Authentication (Microsoft Authenticator)
If you have the possibility to set up two-factor authentication on several devices (mobile phones/tablets), then you can do this to your advantage, as it reduces the risk of having to contact IT support to have your two-factor profile reset , if you lose your device.
Please note that setting up Two-Factor Authentication requires you to use both your computer and mobile phone. Each time you need to switch from your computer to your mobile phone or vice versa, it will be specified in the guide.
Start by opening the website https://aka.ms/mfasetup from your computer and log in with your VIA ID/VIA initials. You may be asked to choose your VIA account multiple times.
- Select your account. Be sure to use your VIA account ([email protected])
- Select Next.
You will then be prompted to continue the installation from your mobile phone.
- Download "Microsoft Authenticator" on your mobile phone or tablet if you do not already have the app. Note that there are several apps that appear when searching for Microsoft Authenticator. The correct app is called Microsoft Authenticator.
You can find the direct link to Microsoft Authenticator in the Apple App Store here.
You can find the direct link to Microsoft Authenticator in Google Play here.
or Scan the relevant QR code here.
- Allow the app to send you notifications if you want to receive a notification every time you need to approve a login to VPN.
- Now, select "Next" on your computer.
If you already have a VIA account in Microsoft Authenticator on your mobile phone or tablet, you must delete it and create a new one. Step 5 below explains how to create a VIA account on Android, while step 6 explains how to do it on iOS (Apple).
- Add your VIA account on Android:
- Open the Microsoft Authenticator app on your mobile phone.
- Select the three vertical dots.
- Select "Add account."
- Then select "Work or school account."
- Add your VIA account on iOS (Apple):
- Open the Microsoft Authenticator app on your mobile phone.
- Select +.
- Select "Work or school account".
- Select Next on your computer.
- Select "Scan QR code"
- Using your mobile phone, scan the QR code displayed on your computer.
- Select Next on your computer.
Approve the message in the app on your mobile phone. Microsoft Authenticator is now set up.
You must now link your mobile phone number to Microsoft Authenticator on your computer.
- Select the correct country code (Denmark +45) and fill in with the desired mobile phone number.
- Check the box for Send me a code via SMS.
- Select Next.
Microsoft Authenticator will now send an SMS with a code that needs to be entered. Two-Factor Authentication is now configured.
- Select Done.
Using Microsoft Authenticator
If you are not on VIA's network you will be asked to validate/approve on your mobile phone to access Office 365 (including VIAmail) and VPN.
The following example shows how the computer asks you to approve your login request by entering the displayed numbers in the Microsoft Authenticator app.
- Open the Microsoft Authenticator app on your mobile phone.
- Enter the number displayed on the computer.
- Approve by pressing Yes.
If you do not have the opportunity to use the Microsoft Authenticator app, you can use a YubiKey instead.
A YubiKey is a digital security key that acts as a two-factor authentication method. When you insert the key into your computer (USB stick) and are asked for two-factor authentication, press the Yubikey, enter the code for it, and you will then be authenticated with two-factor authentication. Thus, a YubiKey can be used instead of, for example, the Microsoft Authenticator app on your phone.
For students and externals users
f you, as a student or external user, have a mobile phone which does not support the Microsoft Authenticator app, you can buy a so-called YubiKey from several suppliers - for example through Proshop.
Depending on which connection options you have on your computer (USB or USB-C), the following YubiKeys can be recommended:
• Yubico YubiKey 5 NFC (USB): https://www.proshop.dk/Systemtilbehoer-koelepasta-mv/Yubico-YubiKey-5-NFC/2689301.
• Yubico YubiKey 5Ci (USB-C): https://www.proshop.dk/Systemtilbehoer-koelepasta-mv/Yubico-YubiKey-5Ci/2990459
When you have acquired a YubiKey, you must contact IT and digitisation at [email protected], state that you have a YubiKey that you want to use the two-factor authentication on, after which you will get help setting up the YubiKey.
For employees
If you as an employee have a mobile phone that does not support the Microsoft Authenticator app, you have the option of getting a so-called YubiKey.
You can get this by contacting IT and digitisation at [email protected], and you will also get help setting up the YubiKey.