Your New Sign-In & MFA

What's Changing

You're getting a new sign-in process for Microsoft 365. Instead of a Notes ID file plus a Notes password, you'll use one sign-in - your @seaway.ca email address and a password - plus Multi-Factor Authentication (MFA) for extra security.

MFA means that even if someone guesses your password, they still can't access your account without your phone. It's like having a deadbolt AND a regular lock on your door.

What Stays the Same

• Your email address - your @seaway.ca address stays exactly the same
• The concept - you still sign in with a password
• One account for everything - your Microsoft 365 sign-in works for Outlook, Teams, OneDrive, SharePoint, and all other Microsoft apps

Goodbye, Notes ID File

This is the best part of the change. With Notes, your identity lived in an ID file that had to be on the computer you were using - and moving to a new computer meant copying that file over and keeping it safe.

With Microsoft 365:

• There is no ID file - your account lives in the cloud
• Sign in from any computer - work PC, home computer, or phone - with the same email and password
• Nothing to copy, back up, or lose when you change computers
• One password instead of a Notes password plus other app passwords

Your First Sign-In

Step 1: Get Your Credentials

The SLSMC IT Service Desk will give you:

• Your email address (your @seaway.ca address - it doesn't change)
• A temporary password

Step 2: Sign In for the First Time

1. Go to portal.office.com
2. Enter your email address
3. Enter your temporary password
4. You'll be asked to create a new password

• Must be at least 8 characters
• Use a mix of letters, numbers, and symbols
• Don't reuse a password from another account

Step 3: Set Up MFA

After setting your password, you'll be prompted to set up MFA:

1. Download the Microsoft Authenticator app on your phone (App Store or Google Play)
2. On the computer screen, select Mobile app as your verification method
3. Select Receive notifications for verification
4. Click Set up and scan the QR code with the Authenticator app
5. A test notification will be sent to your phone - tap Approve
6. You're done!

How MFA Works Day-to-Day

After setting up MFA, here's what your sign-in looks like:

1. Enter your email and password as usual
2. Your phone gets a notification from Microsoft Authenticator
3. Tap Approve on your phone
4. You're in!

You won't be asked every single time - Microsoft remembers your device for a period so you don't have to approve repeatedly on the same computer.

MFA Methods

If you can't use the Authenticator app, there are alternatives:

Troubleshooting

I forgot my password

• Go to passwordreset.microsoftonline.com or contact the SLSMC IT Service Desk

I got a new phone

• Contact the SLSMC IT Service Desk to reset your MFA registration
• Then set up the Authenticator app again on your new phone

I'm not getting the MFA notification

• Make sure you have internet connection on your phone
• Open the Authenticator app manually - the notification might be there
• Try the text message option as a backup

I accidentally denied the MFA prompt

• Just sign in again - you'll get a new prompt

What About My Old Notes Password and ID File?

• Your Notes password and ID file are not used for Microsoft 365 - they're separate
• Don't delete anything from your computer on your own - IT will handle the cleanup of Notes once the migration is complete
• If you still need to open Notes during the transition, your existing Notes ID and password keep working there until IT retires it

Shared and Kiosk Computers

If you use a shared computer in a control room, lock station, or shared office workstation:

• Always sign out when you're done - click your profile picture (top right) > Sign out
• Don't check "Stay signed in" on shared computers
• MFA protects you even if you forget to sign out - nobody can approve the MFA prompt on your phone except you
• Lock the screen if you step away temporarily - press Windows + L

How "Remember This Device" Works

After MFA approval, Microsoft may not ask again on the same device for a while:

• Typical duration: 14-90 days depending on IT settings
• Applies per device - your work PC, personal phone, and tablet are remembered separately
• Signing out resets it - you'll need MFA again next time you sign in
• New browser/incognito always asks for MFA

Setting Up a Backup MFA Method

Don't rely on just the Authenticator app - set up a backup in case your phone dies or you lose it:

1. Go to mysignins.microsoft.com > Security info
2. Click Add sign-in method
3. Choose Phone and enter your mobile number
4. Now if the Authenticator app isn't working, you can receive a text message code instead

If You Get an Unexpected MFA Prompt

If your phone shows an MFA approval request and you didn't just try to sign in:

1. Tap Deny immediately - someone may have your password
2. Change your password right away at passwordreset.microsoftonline.com
3. Notify the SLSMC IT Service Desk - they can check for unauthorized access attempts
4. This is the whole point of MFA - even with your password, they can't get in without your phone

Tips for SLSMC Staff

• Set up MFA right away when prompted - don't skip it or you'll be locked out
• Keep the Authenticator app on your phone - it's small and uses barely any battery
• If you get a random MFA prompt you didn't expect, tap Deny - it might be someone trying to use your password
• Use the Authenticator app's password vault or Edge's built-in password manager instead of writing passwords on paper
• Enjoy not managing a Notes ID file anymore - one sign-in works everywhere

Need Help?

1. Contact the SLSMC IT Service Desk first
2. For password resets, go to passwordreset.microsoftonline.com