Using the automated phone call to sign into MFA

Complete Multi-Factor Authentication (MFA) using the automated phone call from Microsoft to the telephone number that was previously set up.

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Being notified

When trying to use Microsoft Office 365, either through a web browser, mobile app, or desktop application, you might be prompted to complete MFA before being allowed to access your account.

Before the MFA prompt, you might be prompted to log in to Office365. If you are, do so as normal using your Cardiff University email address and password. Those without a Cardiff University email address (and only a username) will need to enter the username followed by ‘@cardiff.ac.uk’.

1. You will be notified that this sign-in attempt needs further approval through MFA, and that Microsoft are calling the telephone number that you previously set up.

2. Answer the call from Microsoft. A pre-recorded message will explain the nature of the call, and the actions available to you. If for some reason you are not able to answer the call or respond, you will be offered another chance by clicking Sign in another way or clicking on the left-pointing arrow found to the left of your email address.

3. You will then be presented with a set of options on how to complete MFA. The exact options will depend upon which MFA methods you have previously configured. Click Call +XX XXXXX XXXXXX to attempt the phone call again.

Signing in with the automated phone call as an alternative method

1. If you are prompted to complete MFA verification using your default method, and instead you want to use the automated phone call to a telephone number that you have previously set up, you can click on I can’t use my Microsoft Authenticator app right now. Otherwise, click on Sign in another way or click on the left-pointing arrow found to the left of your email address.

Important: We highly recommend that you set up several methods of completing MFA to ensure you can still access your account should you encounter difficulties with one of the methods.

2. Click Call +XX XXXXX XXXXXX to trigger an automated phone call from Microsoft to the telephone number you set up previously. The last two digits of each telephone number set up are shown on the entries in the list to help you identify which number you wish to pick for Microsoft to call you on if you have set up more than one.

Setting the automated phone call as the default method

If you have configured another MFA method (such as the Microsoft Authenticator app or a different authenticator application) as your default method, you can alter this to make the phone call the default. Similarly, if you have set up more than one telephone number you can pick which one you want to use as the default.

1. To start the process, use a web browser to navigate to https://aka.ms/mfasetup.
2. You will be prompted to log in to Office365 using your Cardiff University email address and password. You might be challenged to complete MFA using one of the methods you have already set up.
   • Those without a Cardiff University email address (and only a username) will need to enter the username followed by ‘@cardiff.ac.uk’.
3. After successfully logging in, you will be taken to the My Sign-ins page where you can review the MFA methods you have already set up so far. Next to default sign-in method: click on Change.

4. From the list of options presented, pick the Phone - call +XX XXXXX XXXXXX entry that corresponds to the telephone number previously set up that you now wish to use as the default.

5. The default sign-in method will now show Phone - call +XX XXXXX XXXXXX.