Multi-factor Authentication (MFA) for Office 365 documentation

What is Multi-Factor Authentication for Email and Office 365?

MFA or Multi-Factor Authentication is a method that is being integrated in our Office 365 environment, providing an extra level of security for all our users.

MFA uses multiple proofs of identity to ensure you are authorized to access the service or resource that you are requesting.
 

These proofs include more than one of:

  • something you know (a secret piece of information, such as a password)
  • something you have (a token, card or device)
  • something you are (a biometric measurement or representation)

CUIT uses Duo as the MFA service to verify your identity for Columbia’s centralized applications. With Duo, you can use a mobile app, or a phone call to authenticate. Duo can be combined with other authentication factors like username and password authentication to create multifactor authentication. Most people use Duo via the mobile app, Duo Mobile, which runs on a variety of smartphones and tablets.
 

Would access to my email be interrupted during MFA implementation?

While we anticipate that most devices and clients will be unaffected during our MFA implementation, certain mail clients, protocols and OS versions could see emails interruptions. If you experience email problems after MFA is implemented, please refer to the documentation below to troubleshoot and fix these issues. Please remember that you will continue to have uninterrupted access to your GSB emails regardless of your configuration using a web browser.

Email Clients List:

Windows Outlook

After the migration is complete, you will be prompted to accept a DUO prompt in the next few hours. Please accept the prompt when it is sent and your Outlook email should continue to work as normal.

If you are still using basic authentication at the time of the migration, you should follow the below steps to set up your profile.

Please contact your IT support team before deleting your Outlook profile if you believe this email account has custom configurations such as shared calendars, shared mailboxes, PST files, and archives.

  1. Select the search in the bottom left corner.
  2. Select for the control panel.
    Control panel selection off the search area in Windows
  3. Search mail in the top right corner of the file explorer.
  4. Select mail.
    Select mail
  5. Select show profiles.
    Mail Setup - Outlook window to select Show Profiles
  6. Select the profile called Outlook.
  7. Select remove.
    Multi-factor Authentication (MFA) for Office 365 documentation
  8. Select yes.
  9. Select apply.
  10. Select ok.
  11. Open Outlook.
  12. Type Outlook as your profile name when prompted.
    Multi-factor Authentication (MFA) for Office 365 documentation
  13. Enter your GSB email address when prompted.
  14. Select done.

MacOS Outlook

After the migration is complete you may experience issues with your Outlook email. Please follow the below instructions to correct the error.

Remove the old mailbox:

  1. Select Outlook.
  2. Select preferences.
    Multi-factor Authentication (MFA) for Office 365 documentation
  3. Select accounts.
    Multi-factor Authentication (MFA) for Office 365 documentation
  4. Select the - icon in the bottom left corner.
    Multi-factor Authentication (MFA) for Office 365 documentation
  5. Select sign out.

Add the new mailbox:

  1. Please wait for the account to be completely removed.
  2. Select add email account.
    Multi-factor Authentication (MFA) for Office 365 documentation
  3. Enter your GSB email address.
    Multi-factor Authentication (MFA) for Office 365 documentation
  4. Enter your UNI password.
    Multi-factor Authentication (MFA) for Office 365 documentation
  5. Complete DUO multi factor authentication.
    Multi-factor Authentication (MFA) for Office 365 documentation
  6. Select done.

MacOS native mail

After the migration is complete you may experience issues with your naitve MacOS email. Please follow the below instructions to correct the error.

Remove the old mailbox:

  1. Select mail.
  2. Select accounts.
    Multi-factor Authentication (MFA) for Office 365 documentation
  3. Select the account.
  4. Select the - icon in the bottom left corner.
    Multi-factor Authentication (MFA) for Office 365 documentation
  5. Select ok.

Add the new mailbox:

  1. Select Microsoft Exchange
    Multi-factor Authentication (MFA) for Office 365 documentation
  2. Enter your GSB email address.
  3. Select sign in.
    Multi-factor Authentication (MFA) for Office 365 documentation
  4. Enter your UNI password.
  5. Complete DUO multi factor authentication.
    Multi-factor Authentication (MFA) for Office 365 documentation
  6. Select done.

iOS native mail

After the migration is complete you may experience issues with your naitve iOS email. Please follow the below instructions to correct the error.

Remove the old mailbox:

  1. Select settings.
  2. Select mail.
    Multi-factor Authentication (MFA) for Office 365 documentation
  3. Select accounts.
    Multi-factor Authentication (MFA) for Office 365 documentation
  4. Locate and select your GSB email account.
  5. Select delete account.
    Multi-factor Authentication (MFA) for Office 365 documentation
  6. Confirm you want to delete your account.

Add the new mailbox:

  1. Select settings.
  2. Select mail.
    Multi-factor Authentication (MFA) for Office 365 documentation
  3. Select accounts.
    Multi-factor Authentication (MFA) for Office 365 documentation
  4. Select add account.
  5. Select Microsoft Exchange.
    Multi-factor Authentication (MFA) for Office 365 documentation
  6. Enter your GSB email for the email address.
  7. Label the description “GSB Email”.
    Multi-factor Authentication (MFA) for Office 365 documentation
  8. Select sign in.
    Multi-factor Authentication (MFA) for Office 365 documentation
  9. Enter your UNI password.
  10. Complete DUO multi factor authentication (Please note that the set-up process may restart after pressing accept. Please return to step 1 and repeat the set-up process.).
  11. Select save.

iOS Outlook

After the migration is complete, you will be prompted to accept a DUO prompt in the next few hours. Please accept the prompt when it is sent and your Outlook email should continue to work as normal.

Android native mail (Gmail)

After the migration is complete, you will be prompted to accept a DUO prompt in the next few hours. Please accept the prompt when it is sent and your Outlook email should continue to work as normal.

Android Outlook

After the migration is complete, you will be prompted to accept a DUO prompt in the next few hours. Please accept the prompt when it is sent and your Outlook email should continue to work as normal.

If you have any questions or if you need support configuring your email client for MFA, please contact your IT Support team:

Faculty support [email protected], or phone (212) 854-6097.

Staff support [email protected], or phone (212) 854-2960.

Student support [email protected], or phone (212) 854-3730.