Overview
In order to protect your personal information and improve system security, University of Richmond is in the process of implementing Multi-Factor authentication (MFA) using Duo on University email accounts. Duo is the same application currently being used for VPN and BannerWeb access off-site. If you are not currently enrolled in Duo, please see the knowledge based article here for more information on enrolling.
Accessing your university's email account will require you to authenticate with Duo once you login to that account via your smart device, the web mail interface, or your desktop client. This applies to access both on-campus and off-campus. Once you authenticate with Duo, that authentication remains in effect on a per-device basis except for the following circumstances:
- When you register a new device with Duo MFA for email.
- When you change your password.
- New web browser sessions.
- If you make a change to your device that requires a new Duo authentication token. Examples of this would be if you re-image your device or change email applications.
For the best email experience with Duo, Information Services recommends using the Outlook mobile app for Android and iOS devices.
Due to the change in email configuration, your smart device may stop receiving email. If this occurs, you may need remove and re-add your email account to your device. Directions can be found here. For additional troubleshooting steps, please contact the help desk at (804) 287-6400 or helpdesk@richmond.edu.
Below are two videos with details on the Duo MFA service for email and video demonstrations of how it works with common configurations for multiple platforms. Below the videos you will find detailed written instructions for accessing your email on various platforms with Duo MFA enabled.
MFA for Email - Windows and Macintosh Computers
MFA for Email - Mobile Devices
Details / Instructions
Login to Email with Duo (Outlook Web Access (OWA))
- Navigate to https://outlook.office365.com/mail/. Sign in with your Email Address and Network Password and click Sign In.
- Once signed in with your credentials you will be prompt by Duo to approve your second factor via a push to your smart device, or by entering the six digit code from your hardware token if that is your primary factor. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- On your smart device, you will receive a push notification. Tap, or long press, this notification and select Approve or the Green Checkmark to proceed.
- Once you have approved the request on your smart device, you will be successfully logged into your University Email.
Login to Email with Duo (Outlook - Windows)
- Once multi-factor authentication is enabled on your email account for the first time, you will receive a log in prompt as shown below. This prompt will also appear if the verification period has ended. Enter your password to proceed.
- Once signed in with your credentials you will be prompt by Duo to approve your second factor via a push to your smart device, or by entering the six digit code from your hardware token if that is your primary factor. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- On your smart device, you will receive a push notification. Tap, or long press, this notification and select Approve or the Green Checkmark to proceed.
- Once you have approved the request on your smart device, you will be logged in to your University Email.
Login to Email with Duo (Outlook - Mac)
- Once multi-factor authentication is enabled on your email account for the first time, you will receive a log in prompt as shown below. This prompt will also appear if the verification period has ended. Enter your password to proceed.
- Once signed in with your credentials you will be prompt by Duo to approve your second factor via a push to your smart device, or by entering the six digit code from your hardware token if that is your primary factor. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- On your smart device, tap the notification and it will open the Duo app where you have to click Approve or the Green Checkmark to proceed.
- Once you have approved the request on your smart device, you will be logged in to your University Email.
Login to Email with Duo (Android Devices)
- On your Android smart device, you will need to authenticate with Duo when multi-factor authentication is activated on your account for the first time, or when your verification period of 14 days has ended. You will receive a prompt to sign in similar to the below screenshot.
- Clicking the notification, or opening the email application, will take you to the Office 365 logon screen as shown below. Enter your password and click Sign in to proceed.
- After signing in, your device will receive a push notification. This notification will appear on the screen, or in your notification bar, as shown below. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- You have the option to approve from the push notification, or within the Duo app. Either way, select Approve and you will be successfully signed into your email account.
Login to Email with Duo (iOS Devices - Apple Mail)
- On your Apple iOS device, you will need to authenticate with Duo when multi-factor authentication is activated on your account for the first time, or when your verification period of 14 days has ended. You will receive a prompt to sign in similar to the below screenshot.
- Clicking Edit Settings will take you to the Office 365 logon screen as shown below. Enter your password and click Sign in to proceed.
- If you receive the below message, click continue to proceed.
- After signing in, your device will receive a push notification. This notification will appear on the screen, or in you notification bar, as shown below. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- The preferred method to approve the push notification is to perform a "force touch" (press hard on the notification and hold) to show the "Approve" and "Deny" actions. Select Approve..
- Alternatively, if you tap the notification it will open the Duo app where you have to click Approve or the Green Checkmark to proceed. You must complete Step 6 to finish authenticating if the Duo app opened as shown below.
- IMPORTANT: If you tapped the initial notification and the Duo app opened, you must click the back arrow in the top left corner to navigate back to the settings page in order to successfully authenticate to your email.
Login to Email with Duo (iOS Devices - Outlook Mobile)
- On your Apple iOS device, you will need to authenticate with Duo when multi-factor authentication is activated on your account for the first time, or when your verification period of 14 days has ended. In the Outlook app you will receive a prompt to sign in similar to the below screenshot.
- Clicking Sign in will take you to the Office 365 logon screen as shown below. Enter your password and click Sign in to proceed.
- After signing in, your device will receive a push notification. This notification will appear on the screen, or in you notification bar, as shown below. If you are unable to receive a push notification, select Other options for additional authentication methods such as using a Duo Mobile passcode. More information on using a hardware token or the mobile passcode can be found here.
- The preferred method to approve the push notification is to perform a "force touch" (press hard on the notification and hold) to show the "Approve" and "Deny" actions. Select Approve and you will successfully authenticate.
- Alternatively, if you tap the notification it will open the Duo app where you have to click Approve or the Green Checkmark to proceed. You must complete Step 6 to finish authenticating if the Duo app opened as shown below.
- IMPORTANT: If you tapped the initial notification and the Duo app opened, you must click the back arrow in the top left corner to navigate back to the outlook app in order to successfully authenticate to your email.
See Also
https://spidertechnet.richmond.edu/TDClient/1955/Portal/KB/?CategoryID=14611