Two Step Sign-In

Setup for personal accounts

The Two Step Sign-In setup process begins when you sign into Microsoft 365 for the first time.

1. Sign in to office.tcd.ie (Microsoft 365), using your Trinity email address (in the form username@tcd.ie) and password
2. You will see a prompt asking for more information. Click on Next
   
   
   
   

3. You will then be presented with the Keep your account secure screen.

   
   
   

   Your options are to verify your account via the Microsoft Authenticator app or via a Phone. Depending on the method you choose, and the devices you are using, the next steps will differ.

   If you are using only a phone to complete the setup, you can complete the verification process by one of the following methods:

   • Microsoft Authenticator App (Pairing)
   • Phone Text Code
   
   

   If you are completing the setup on a computer and also have a phone with you, you can complete the verification process by one of the following methods:

   • Microsoft Authenticator App (QR Code)
   • Phone Text Code
   
   

   Select the appropriate tab below for the next steps.

   • Microsoft Authenticator App (Pairing)
   • Microsoft Authenticator App (QR Code)
   • Phone Text Code

   1. On your phone, install the Microsoft Authenticator app
   2. After you install the Microsoft Authenticator app on your phone, switch back to your phone browser and click Next
      
      
      
      
   3. Click Pair your account to the app by clicking this link
      
      
      
      
   4. After clicking the 'Pair your account' link, you will get a prompt saying 'Open in "Authenticator"?'. Click Open to continue
      • You may have to enter your phone pin code multiple times from this point onwards
   5. The 'Account added successfully' message will be displayed and the email account name will show in your Microsoft Authenticator App. Return to your browser window and click Next
   6. Microsoft will then display a number on the browser screen
      
      
      
      
   7. Switch back to the Microsoft Authenticator app and enter the number followed by Yes
      
      
      
      
   8. Once you see the Notification approved message appear in the browser, click Next
      
      
      
      
   9. To complete the Two Step Sign-In setup, click Done
      
      
      
      

   1. On your phone, install the Microsoft Authenticator app
   2. After you install the Microsoft Authenticator app on your phone, on your computer choose Next
      
      
      
      
   3. Click Next again
      
      
      
      
   4. Once the Scan the QR code screen appears on the computer, open the Microsoft Authenticator app on the phone and follow the steps below:
      1. Open the Microsoft Authenticator app, tap the + in the top right corner and choose Work or school account
      2. Select Scan a QR code and point the mobile device camera at the QR code on the computer screen
         
         
         
         
         • iOS users may have to enable the camera in Settings to scan the code
         • If you can't use the phone camera, you can manually enter a code on the app by clicking on the Or enter code manually button. The code and URL needed can be found by clicking on the Can’t Scan Image? button below the QR code on the computer
      3. You will then see a notification to say the account is added to the app
   5. Switch back to the computer and click Next
      
      
      
      
   6. Microsoft will then display a number on the computer screen as well as send a notification to the Microsoft Authenticator app on the phone
      
      
      
      
   7. Enter the number you see on the computer in the Microsoft Authenticator app. Once you enter the number, click Yes
      • You may have to enter your phone pin code multiple times as part of this process
      
      
      
      
      
   8. Once you see the Notification approved message appear on the computer, click Next
      
      
      
      
   9. To complete the Two Step Sign-In setup, click Done
      
      
      
      

   1. To verify via a phone text code, click I want to set up a different method
      
      
      
      
   2. Select Phone from the dropdown and click Confirm
      
      
      
      
   3. You will then see the below screen
      
      
      
      
      • Select your country code and enter your mobile number
      • Choose, either Text me a code or Call me. We recommend the Text me a code option
      • Click on Next
        
        
   4. You will now receive a code via text message from Microsoft. Enter the code in the box and click Next
      
      
      
      
      • If you chose, Call me, rather than Text me a code, you will receive an automated call from Microsoft. During the call you will be prompted to press a key on the keypad to progress
      
      
   5. Once the code is verified, you will see a message to say the phone was registered successfully. Click Next
      
      
      
      
   6. To complete the Two Step Sign-In setup, click Done
      
      
      
      

Setup for non-personal accounts

You will need your computer and your mobile phone to complete these steps. The recommended authentication method for multiple users is to use the free Microsoft Authenticator app.

1. Browse to office.tcd.ie and sign in, using your Trinity non-personal email address and password. After you choose Sign in, you will be prompted for more information. Choose Next
   
   
   
   
2. On your phone, install the Microsoft Authenticator app
3. After you install the Microsoft Authenticator app on your phone, on your computer choose Next
   
   
   
   
4. Click Next again
   
   
   
   
5. Once the Scan the QR code screen appears on the computer, open the Microsoft Authenticator app on the phone and follow the steps below:
   1. Open the Microsoft Authenticator app, tap the + in the top right corner and choose Work or school account
   2. Select Scan a QR code and point the phone camera at the QR code on the computer screen
      
      
      
      
      • iOS users may have to enable the camera in Settings to scan the code
      • If you can't use the phone camera, you can manually enter a code on the app by clicking on the Or enter code manually button. The code and URL needed can be found by clicking on the Can’t Scan Image? button below the QR code on the computer.
   3. You will then see a notification to say the account is added to the app
6. Switch back to the computer and click Next
   
   
   
   
7. Microsoft will then display a number on the computer screen as well as send a notification to the Microsoft Authenticator app on the phone
   
   
   
   
8. Enter the number you see on the computer in the Microsoft Authenticator app. Once you enter the number, click Yes
   • You may have to enter your phone pin code multiple times as part of this process
   
   
   
   
   
9. Once you see the Notification approved message appear on the computer, click Next to complete the setup
   
   
   
   

Adding new users/devices to non-personal accounts

The new user and the user who originally setup Two Step Sign-In on the account will need to complete these steps together. The new user will need their mobile phone.

1. On your computer browse to office.tcd.ie and sign in using your non-personal email address and password.
2. Once you are logged in, click on your profile icon at the top right. Then choose View account.
   
   
   
   
3. From the left menu, choose Security info. Then click the + Add sign-in method button.
   
   
   
   
4. Choose Authenticator app from the dropdown and click Add
   
   
   
   
   
5. You will then see the below screen
   
   
   
   
   • On the new user's phone, install the Microsoft Authenticator app
   • Once the app is installed, switch back to the computer, and click Next
     
     
6. Click Next again
7. Once the Scan the QR code screen appears on the computer, open the Microsoft Authenticator app on the phone and follow the steps below:
   1. Open the Microsoft Authenticator app, tap the + in the top right corner and choose Work or school account
   2. Select Scan a QR code and point the phone camera at the QR code on the computer screen
      
      
      
      
      • iOS users may have to enable the camera in Settings in order to scan the code
      • If you can't use the phone camera, you can manually enter a code on the app by clicking on the Or enter code manually button. The code and URL needed can be found by clicking on the Can’t Scan Image? button below the QR code on the computer.
   3. You will then see a notification to say the account is added to the app
8. Switch back to the computer and click Next
   
   
   
   
9. Microsoft will then display a number on the computer screen as well as send a notification to the Microsoft Authenticator app on the phone
   
   
   
   
10. Enter the number you see on the computer in the Microsoft Authenticator app. Once you enter the number, click Yes
    • You may have to enter your phone pin code multiple times as part of this process
    
    
    
    
    
11. Once you see the Notification approved message appear on the computer, click Next to complete the setup
    
    
    
    
12. Once a new device has been added, on your computer a new entry will appear with their device name.
    
    
    
13. The final step is to change the Default sign-in method to Authenticator app or hardware token – code. This will allow you to use the code from your authenticator app instead of the pop-up notification, the preferred option for multiple users.
    
    
    
    

Reviewing/updating your Two Step Sign-In Settings

It is important that your Two Step Sign-In settings in Microsoft 365 are up to date. This includes removing any old Two Step Sign-In configuration settings, for example for a mobile phone no longer in use that had the Authenticator app configured, a phone that was lost, or a phone number no longer in use. Follow the steps below to check/update your settings:

1. Log into your Trinity Microsoft 365 account via office.tcd.ie.
2. Click on your profile icon at the top right and choose ‘View account’.
3. Click on the ‘Security info’ option.
4. Review your security info and if applicable, remove any outdated information by clicking ‘Delete’ next to the outdated sign-in method.

Please note: Do not remove any sign-in methods that you still use to complete Two Step Sign-In (such as a valid alternative phone number you may have registered).

Change the verified phone number

To change to a different phone number, follow the below steps.

1. Log into http://office.tcd.ie
2. Click on your profile icon at the top right. Then choose View account.
   
   
   
   
3. From the left menu, choose Security info
4. Next to the number you want to change, click on the Change button
   
   
   
   
5. Follow the prompts to register a new number

Add an alternative sign-in method

To add an alternative sign-in method, follow the steps below.

1. Log into http://office.tcd.ie
2. Click on your profile icon at the top right. Then choose View account.
   
   
   
   
3. From the left menu, choose Security info. Then click the + Add sign-in method button.
   
   
   
   The most common options for an alternative sign-in method would be add a second (alternative) phone number or use the Microsoft Authenticator app. Select the appropriate tab below for details of how to add an alternative sign-in method.
   • Add alternative phone
   • Add Microsoft Authenticator app

   To add an alternative phone number, follow the video or steps below.

   1. Select Alternative phone from the dropdown and choose Add
      
      
      
      
   2. You will then see the below screen
      
      
      
      
      • Select your country code and enter your mobile number
      • Choose Call me and click on Next
      
      
   3. You will receive a call from Microsoft. Answer the phone and follow the prompts
      
      
      
      
   4. Once the code is verified, you will see a message to say the phone was registered successfully. Click Done to complete the setup
      
      
      
      

   1. On your phone, install the Microsoft Authenticator app
   2. After you install the Microsoft Authenticator app on your device, on your computer select Authenticator app from the dropdown and choose Add
      
      
      
      
   3. Click Next
      
      
      
      
   4. Click Next again
      
      
      
      
   5. Once the Scan the QR code screen appears on the computer, open the Microsoft Authenticator app on the phone and follow the steps below:
      1. Open the Microsoft Authenticator app, tap the + in the top right corner and choose Work or school account
      2. Select Scan a QR code and point the phone camera at the QR code on the computer screen
         
         
         
         
         • iOS users may have to enable the camera in Settings to scan the code
         • If you can't use the phone camera, you can manually enter a code on the app by clicking on the Or enter code manually button. The code and URL needed can be found by clicking on the Can’t Scan Image? button below the QR code on the computer.
      3. You will then see a notification to say the account is added to the app
   6. Switch back to the computer and click Next
      
      
      
      
   7. Microsoft will then display a number on the computer screen as well as send a notification to the Microsoft Authenticator app on the phone
      
      
      
      
   8. Enter the number you see on the computer in the Microsoft Authenticator app. Once you enter the number, click Yes
      • You may have to enter your phone pin code multiple times as part of this process
      
      
      
      
      
   9. Once you see the Notification approved message appear on the computer, click Next to complete the setup
      
      
      
      

Sign-in via an alternative method

If you have more than one method registered for Two Step Sign-In (for example both phone text code and Microsoft Authenticator app), the method first offered to you if prompted to complete Two Step Sign-In as you log into your account will be the one Microsoft considers the most secure option. If one of your registered methods is the Microsoft Authenticator app, Microsoft will always first prompt you to verify your identity with the app when you log into your account.

If you are unable to complete Two Step Sign-In with the Microsoft Authenticator app, click on the link “I can't use my Microsoft Authenticator app right now” available at the bottom of the “Approve sign in request” screen, which will bring you to a screen with your alternative methods of verifying your identity.

Removing old app passwords

You should delete an app password, if it is connected to a device that is lost, stolen or given to someone else.

To delete an app password:

1. Log into http://office.tcd.ie
2. Click on your profile icon at the top right. Then choose View account.
   
   
   
   
3. From the left menu, choose Security info.
4. Then click the Delete link next to the app password you want to remove.
   
   
   
   

What will I see when using Two Step Sign-In

You will see a request screen pop up during sign-in.

Depending on the type of verification you will then receive either a:

• Text message, that contains a verification code, to your phone
  • This text message may be delivered to your built-in text messaging application on your device or your WhatsApp
• Phone call asking you to verify via your phone keypad
• Push notification from the Microsoft Authenticator app to your phone asking you to enter a matching number that is shown on your computer screen
• Push notification from the Microsoft Authenticator app to your phone asking you to 'Approve' or 'Deny'. This option will only show if you are using the staff VPN service.
• One-time password code from the Microsoft Authenticator app. This code should be entered into the request window on your computer

Please see the below sections for examples of what each option may look like.

Verifying via text message

Once you receive a text message to your phone with a verification code, paste this code into the request window and click Verify

Verifying via phone call

Once you receive the phone call, answer the call and press the # key to complete the process. You can then hang up.

Verifying via Microsoft Authenticator app

There are three ways in which you can be asked to verify via the Authenticator app.

Number matching push notification

A number will be shown on your computer and you will asked to enter the same number in app.

'Approve' or 'Deny' push notification

An 'Approve' or 'Deny' notification will be show on the app.

This option will only show if you are using the staff VPN service.

One-time password code

You will be asked to enter a one-time password code from the app into the sign in window on the computer. The one-time password code can found in the app by clicking on the email address associated with the account.

Using the 'Don't ask again for 30 days' option

During the two step verification process you can choose the option 'Don't ask again for 30 days' or 'Stay Signed in?'

Only use these options on a secure device that only you can access.

Selecting these options will save your login details, on the device (computer/tablet/phone) you are currently using, and you won't be asked to login/verify again for 30 days on that device.

After 30 days you will need to complete the two step login process again.

If you run into difficulties, work through this quick checklist to try to resolve the problem:

• Check your Browser (Chrome/Safari/IE).
  1. Close your browser, making sure to close all windows/tabs.
  2. Re-open you browser and go to http://office.tcd.ie
  3. You should be prompted to login
• Check your Teams app
  1. Sign out of your Teams app
  2. Open the Teams app
  3. You should be prompted to login

If you have restarted all your Microsoft 365 apps and you are still having problems logging in please contact the Service Desk (itservicedesk@tcd.ie)