Using text messages or phone calls for MFA?
If you currently use text messages (SMS) or phone calls to sign in to your University account, switch to the Microsoft Authenticator app as soon as possible.
From Monday 9 November 2026, we will begin phasing out SMS and phone call authentication as Microsoft moves to more secure sign-in methods and you could lose access to your University account and services if you haven’t set up another authentication method.
What you need to do
- Set up Microsoft Authenticator using the instructions below
- If your device doesn’t support Microsoft Authenticator, you can use another authenticator app such as Google Authenticator.
- If you do not have a smartphone or cannot use an authenticator app, please contact the Helpdesk for advice about other options. You can also get in-person help from the Wi-Fi Warriors in the LRCs.
- What is MFA?
- How MFA works
- When to set up MFA
- Set up MFA with Microsoft Authenticator
- Watch a video from Microsoft to see how it looks on the screen
- Using MFA when you sign in
- Received a sign-in request that wasn't you?
- Got a new phone?
- MFA help and troubleshooting
- Frequently asked questions (FAQs) about MFA
What is MFA?
Multi-factor authentication (MFA) adds an extra layer of security to your University account and password. It helps protect your account and University systems from cyberattacks and unauthorised access.
Everyone with a University account must use MFA to sign in.
Setting up MFA is free and is linked to the University account you use throughout your studies at Herts.
How MFA works
We recommend using the Microsoft Authenticator app on your personal smartphone.
When you sign in to protected University systems, such as Microsoft 365, StudyNet or Canvas, you may be asked to confirm your identity using the app.
Microsoft Authenticator uses number matching. A number appears on the system you are signing in to and you enter this number into the app to approve your sign-in.
The authenticator can generate codes even if you do not have phone service or Wi-Fi.
If Microsoft detects suspicious activity on your account, you may be asked to complete additional security checks. If your password has been compromised, you may also be asked to change it.
When to set up MFA
Set up MFA as soon as possible so you can access University systems when you need them.
New students
You will automatically be asked to set up MFA when you create your University account. Follow the instructions on screen.
Current students
If you have not set up MFA yet, follow the setup instructions below.
Set up MFA with Microsoft Authenticator
Before you start
You will need:
- a PC, laptop or tablet connected to the internet
- your mobile phone
- the Microsoft Authenticator app. You can either Download the Microsoft Authenticator app to your phone in advance or install it as you go along. Allow notifications in the app, if prompted.
You may find it easier to keep these instructions open on your computer while setting up the app on your phone.
Step 1: Sign in to your University account
If you are signed in to another Microsoft account on your computer, sign out first.
Sign in to your University account using:
username@herts.ac.uk
For example: ab19cde@herts.ac.uk
This is not your email address.
If you are already signed in to your University account, continue to step 2.
Step 2: Open your security information
Go to the Microsoft My Sign-ins security info page.
Select Add sign-in method, choose Authenticator app, then select Add.
Please note that from 1 February 2027 , text message (SMS) and phone call options will no longer be available as multi-factor authentication (MFA) sign in methods. If you currently use either of these options, we recommend switching to the Microsoft Authenticator app as soon as possible to ensure continued access to your University account and services.
Step 3: Install Microsoft Authenticator
Follow the instructions to install Microsoft Authenticator on your phone.
If you have already installed the app, open it. If you have not yet downloaded the app, leave this window open on your PC, laptop, or tablet, while you download the app to your smartphone.
If you need to use another authenticator app, select I want to use a different authenticator app.
We recommend Microsoft Authenticator where possible.
Allow notifications if prompted.
Step 4: Add your University account
In Microsoft Authenticator:
- select Add account
- choose Work or school account
- allow the required permissions, including camera access.
- return to your computer and select Next.
Step 5: Scan the QR code
A QR code will appear on your computer screen.
Use Microsoft Authenticator on your phone to scan the QR code.
If you cannot scan it, select Can't scan image? and follow the instructions to enter the code manually.
If the QR code times out, repeat the previous step.
Select Next on your computer.
Step 6: Approve the sign-in
Microsoft will send a test authentication request to your phone.
Follow the instructions in Microsoft Authenticator to approve it.
Once the sign-in is confirmed, your MFA registration is complete.
If you do not receive the request, repeat the setup process or check the MFA FAQs and troubleshooting.
Set up a backup device
If possible, set up Microsoft Authenticator on a second device, such as another phone or tablet.
This gives you another way to access your account if you lose or forget your main device.
Do not uninstall and reinstall Microsoft Authenticator once you have set it up. This can prevent you from signing in to your account.
You can also watch the Microsoft setup video.
Using MFA when you sign in
When you sign in to a protected University system, the sign-in screen may display a number.
Open Microsoft Authenticator on your phone, enter the number shown and approve the sign-in. (Example below is Android, the screen on an iPhone will look slightly different.)
How often you are asked to authenticate will vary, particularly if you change browsers or devices.
Received a sign-in request that wasn't you?
If you receive an authentication request when you are not trying to sign in, do not approve it.
Select No, it's not me.
This could mean that someone has obtained your username and password.
You should:
- change your University password immediately using the University password service at at www.pss.herts.ac.uk
- contact the Helpdesk.
You can also find guidance on setting up and managing your university password.
Got a new phone?
If you replace the phone you use for MFA, what you need to do depends on your setup:
- You backed up Microsoft Authenticator: you may be able to restore the app on your new phone.
- You have another registered device: use it to access Microsoft My Sign-ins and register your new phone.
- You cannot access any registered authentication method: contact the Helpdesk for support. You can submit a Ticket, or email helpdesk@herts.ac.uk or call 01707 284678.
After completing the necessary security checks, the Helpdesk can provide a one-time code so you can register your new device.
MFA help and troubleshooting
If you have problems setting up or using MFA:
- MFA FAQs and troubleshooting
- Microsoft Authenticator information and FAQs
- Microsoft My Sign-ins security info
- Back up account credentials in Microsoft Authenticator
- Contact the Library and Computing Services Helpdesk
- Online: https://helpdesk.herts.ac.uk/login
- Telephone: +44 (0)1707 284678
- Email: helpdesk@herts.ac.uk