Multi-Factor Authentication (MFA) Guide & Support

Security Update

SMS (text messages) and voice-calls will no longer be permitted as options for usable Two-Factor Authentication (2FA) or Multi-Factor Authentication (MFA) within the Vol State environment starting on November 2, 2026.

• This is in preparation of Microsoft retiring its own SMS and voice-call MFA delivery in the near future. 

The Microsoft Authenticator app (iOS & Android) is recommended as the modern alternative for authentication.

MFA FAQ's:

• What is Multi-Factor Authentication?
• How does MFA work?
• Which applications require me to enter this code when accessing?
• Will I have to enter or use this code every time?
• How to log in using an alternative Multi-Factor Authentication (MFA) Method?
• How do I setup Multi-Factor Authentication (MFA)?
• How can I prepare for Microsoft Authenticator backup and recover?
• How can I change my MFA settings?
• How do I prepare to get a new phone?
• How do i prepare to get a new phone number?

What is Multi-Factor Authentication?

• Microsoft defines MFA as a security process that requires more than one form of verification to confirm your identity.

How does MFA work?

• MFA is a security process that verifies a user's identity before granting access to apps, services, devices, or networks.
  • A common example is that you will have a challenge code/request sent to your Microsoft Authenticator App when you attempt to log into e-mail, Self Service Banner (time sheets and personal information), and most other web services.
    • When a user responds to an MFA push notification using Authenticator they will be presented with a number.
      • Type that number into the app to complete the approval.
    • To stay up to date on the topic of MFA you can view Microsofts article titled "How number matching works in MFA push notifications for Authenticator - Authentication methods policy" for more FAQ's. 

Which applications require me to enter this code when accessing?

• Most web-based systems and some Microsoft Office applications.

Will I have to enter or use this code every time?

• Most access within Vol State no longer requires MFA if you are connected directly to the Vol State network.
  • In some instances MFA will still be required based on the access that is being requested no matter if you are on the Vol State network or not. 

How to log in using an alternative Multi-Factor Authentication (MFA) Method?

• The Microsoft Authenticator app (iOS & Android) is recommended as the modern alternative for authentication.

How do I setup Multi-Factor Authentication (MFA)?

1. When you log into My Vol State for the first time you will be prompted to set up your MFA.
   
2. On the second window, you will need to select:
   1. Mobile app
   2. Under How do you want to use the mobile app, select Receive notifications for verification.

1. Download and install Microsoft Authenticator App on your phone. 
   • Get the Authenticator mobile app. 
2. Click Set up and open the Microsoft Authenticator App from your phone to scan the QR code.
   
3. Open the Microsoft Authenticator App and select the + (plus) icon in the upper-right corner. 
   • Select Work or school account
     
4.  Click on Scan QR Code and point your phone's camera at the QR code shown in Step 4 on the screen of your computer.
   • You can still set up Microsoft Authenticator without scanning a QR code by choosing the “Can’t scan QR code” option on the setup page and entering the manual code/URL into the app.
5. Once you are ready to use the Authenticator App, then you will be prompted to click Next on the screen.
6. You will be sent a test authentication.
   • Click Approve on your cell phone.
7. You will be taken to an Additional Security Verification option to enter your cell phone number as a recovery method.
   • On November 2^nd 2026 Vol State accounts will no longer have the ability to receive MFA verification codes through text messaging (SMS) and voice calls as Microsoft will no longer support these in the near future.
8. Once MFA is setup you will be taken to the website you were attempting to access.

IMPORTANT NOTE: You may choose to turn off the App Lock setting on the Microsoft Authenticator App that is on your phone.  Go to Settings (3 vertical lines in top left) then click Settings. Scroll down till you see App Lock and slide the dot to mark it unchecked (gray).  Now you will not be asked to unlock your phone after each authentication.

How can I prepare for Microsoft Authenticator backup and recover?

Backup

iOS

1. Open the Authenticator App, and select the "Hamburger Button" ( ☰ )
2. Go to "Settings," then select "iCloud Backup."
3. You can close the app when the backup is complete.

Android

1. Open the Authenticator App, and select the "Kebab Button" ( ⋮ )
2. Select "Turn on backup."
3. You can close the app when the backup is complete.

NOTE: This will also allow you to change the backup email address; make sure it is your personal email.

Recovery

1. On your new device, open the Authenticator App and select "Begin Recovery" before signing in.
2. Sign in to the same personal Microsoft account that you used for the backup.
3. Wait for the recovery to complete, and verify that your accounts have been backed up successfully.

What do I do if I could not back up my data?

• Review "Back up account credentials in Microsoft Authenticator" for more details. 
  • If your backup has continued to fail, or if you didn't have a chance to back it up, contact the Vol State IT Help Desk.

How can I change my MFA settings?

Online

1. Go to your Microsoft Security Info.
2. Sign in with your Vol State account. 
   • Add a new authentication method
   • Change your default sign-in method
   • Add a new phone number
   • Register a new Microsoft Authenticator device
   • Remove old devices or phone numbers

Microsoft Authenticator App

1. Open the Microsoft Authenticator app.
2. Tap the menu (☰ or ⋯ depending on your device).
3. Select Settings.
4. Common options include:
   • Enable/disable notifications
   • Configure cloud backup
   • Manage app lock/biometric authentication
   • Review registered accounts

How do I prepare to get a new phone?

Before 

1. Go to your Microsoft Security Info.
2. Sign in with your Vol State account.
3. Review your registered authentication method.
   • Add at least one additional sign-in method.
     • On November 2^nd 2026 Vol State accounts will no longer have the ability to receive MFA verification codes through text messaging (SMS) and voice calls as Microsoft will no longer support these in the near future.

After

1. Install Microsoft Authenticator on the new phone.
2. Open Microsoft Security Info.
   • Select Add sign-in method.
   •  Choose Microsoft Authenticator
   • Scan the QR code with the new phone.
   • Complete the verification test.
3. Test Authentication
   • Sign out of Microsoft 365.
   • Sign back in.
   • Verify that the MFA prompt is received on the new phone.
4. Remove your old device. 
   • Return to Microsoft Security Info.
   • Locate the old Microsoft Authenticator registration.
   • Remove the old device.

How do i prepare to get a new phone number?

Before

1. Sign in to Microsoft Security Info.
2. Update your phone number before disconnecting your old number.
3. Save the changes.
4. Test MFA using the new number.

After

If you no longer have access to your old phone:

1. Use another registered authentication method if available.
2. Visit Microsoft Security Info and register the new device.
   • If you cannot authenticate using any method, contact the Vol State IT Help Desk for assistance.

Back to MFA FAQ's

Need Help?

Contact the IT Help Desk at (615) 230-3302 with any questions or feedback.