MFA: Setting up email with MFA

These guides will help you set up your Office365 email with multi-factor authentication (MFA) on a number of non-Windows devices.

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Use Office 365 email with multi-factor authentication on an Android device

This guide is aimed at users of Android devices who want to set-up an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set-up you must remove and then re-add it following the steps below.

When your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication. If the account was previously created on Microsoft Exchange, then complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing SSO username)
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

If the account was not set up using Microsoft Exchange it will not operate as intended. You will need to remove the mail account and add it back onto your device.

However, if you are still operating on an older version that doesn’t support multi-factor authentication, then you will require an App Password. Please see our guidance for App Passwords.

Remove your existing mail account

Follow the steps below to remove your account and then add the account back onto your device:

  1. On your Android device, open the Mail app
  2. Click the Menu icon (often appears as three dots in the top corner of the screen)
    Click Settings
  3. Find the Exchange account (or the name of the your Nexus365/O365 Oxford account)
  4. Scroll to the bottom of the screen and click Remove Account
  5. When prompted, click Confirm to delete the account

The Exchange account will no longer be present on your account

Adding an Office 365 email account to an Android mail client with multi-factor authentication

  1. On your Android device, open the Mail App
  2. Click Exchange in the Add Account screen
  3. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)
  4. Enter a Username (optional)
  5. Enter your email password
  6. Click Sign In
  7. A second Exchange window will populate asking if you want to use Microsoft. Click OK
  8. Enter your Oxford Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing SSO username)
    Note: The field may self-populate with your email address. Ensure you delete this and replace it with your Single Sign-On username as explained in step 8.
  9. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  10. You will be prompted for your multi-factor authentication method. Complete your multi-factor process
  11. Choose whether to activate the device administrator
  12. Wait for your emails to sync

 

Your account has been successfully set-up.

Use Office 365 email with multi-factor authentication in the Apple Mail for iOS app

This guide is aimed at users of iOS devices who want to setup an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set-up you must remove and then re-add it following the steps below.

When your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication.

If the account was previously created using Microsoft Exchange, then complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing SSO username.
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

If the account was not set up using Microsoft Exchange, on iOS version 10 (or earlier) it will not operate as intended. You will need to remove the mail account and add it back onto your device.

However, if you are still operating on an older version, that doesn’t support multi-factor authentication, then you will require an App Password. Please see our guidance for App Passwords.

Remove your existing mail account

Follow the steps below to remove your account and then add the account back onto your device.

  1. Open your iOS device, open the Settings page
  2. Dependent on your version of iOS Click Passwords & Accounts (older version) or Mail (newer version)
  3. Click Exchange (or the name of your Nexus365/O365 Oxford account)
  4. Scroll to the bottom of the page. Click Delete Account
  5. You will be prompted to confirm the deletion
    Note: Although the data is being removed from your phone, your mail, contacts, calendars, reminders and notes are saved to your O365 account and will be synched back to your phone when you re-add the account
  6. Wait for the deletion to complete (this may take some time). When you return to your accounts your Exchange account will have been removed from your iOS device

Adding an Office 365 email account to a mail client on an iOS device with multi-factor authentication

  1. Open your iOS device, open the Settings page
  2. Dependent on your version of iOS Click Passwords & Accounts (older version) or Mail>Accounts (newer version)
  3. Click Add Account
  4. Choose Exchange as the account type
  5. The Apple Mail client asks you to enter ‘Email’ and ‘Description’ In the Email field enter your Oxford Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing SSO username).
  6. In the description field, enter information that helps you identify this is your Nexus365 account. If you leave it blank it will automatically be populated with ‘Exchange’.
  7. Click Sign In
  8. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  9. You will be prompted for your multi-factor authentication method. Complete your multi-factor process
  10. You may be prompted to confirm permissions needed by the App.
  11. A message will appear asking if you approve the sign-in. Click Approve

    Note: If your iOS version is older than 12.3.1 and you have selected ‘Receive notifications for verification’ as part of the Microsoft Authenticator App, the approve sign in step above will not work. Instead, you will have to choose to ‘Sign in another way’. Following that, select ‘Use a verification code from my mobile app’. Open the Microsoft Authenticator App and make a note of the code. Select ‘Verify’ and enter the code.

    If your iOS version is 12.3.1 or newer, then the notification will come through to the Microsoft Authenticator App. Click ‘Approve’ and the process is complete.

  12. Choose which options you want to use with the account such as Mail, Contacts or Calendars
  13. Click Done

    Office365 email is now available on your iOS device

Use Office 365 email with multi-factor authentication in Apple Mail on a desktop mail application

This guide is aimed at users of Mac OS devices who want to setup an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set up, you must either replace, or remove and then re-add it, following the steps below.

If the account was previously created using Microsoft Exchange then complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK, where abcd1234 is your existing SSO username
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

If the account was not set up using Microsoft Exchange, it will not operate as intended. You will need to remove the mail account and add it back onto your device.

However, if you are still operating on v13 or earlier then you will require an App Password as this version does not work with multi-factor authentication. Please see our guidance for App Passwords.

Remove your existing mail account

Follow the steps below to remove your account and then add the account back onto your device.

  1. On your Mac, open the Mail app
  2. Click Preferences
  3. Click Accounts
  4. Find the Exchange account (or the name of the your Nexus365/O365 Oxford account)
  5. Click Remove

    The Exchange account will no longer be present on your account

Adding an Office 365 email account to Apple Mail client with multi-factor authentication on a desktop computer

  1. On your device, open the Mail App
  2. Open the Mail menu
  3. Click Add Account
  4. Choose Exchange
  5. Enter your Name and Oxford email address in full
  6. Click Sign In
  7. A second Exchange window will pop-up asking if you want to use Microsoft. Click Sign In
  8. Enter your Oxford Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK, where abcd1234 is your existing SSO username
  9. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  10. You will be prompted for your multi-factor authentication method. Complete your multi-factor process
  11. Choose which options you want to use with the account such as Mail, Contacts or Calendars
  12. Click Done

    Office365 is now available on your desktop through the Apple Mail application

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